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Project Management: Leveraging SharePoint

Project Management: Leveraging SharePoint. Lessons Learned from Real Projects. Who am I?. Project Management Professional Published author President/CEO Kiefer Consulting

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Project Management: Leveraging SharePoint

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  1. Project Management: Leveraging SharePoint Lessons Learned from Real Projects

  2. Who am I? • Project Management Professional • Published author • President/CEO Kiefer Consulting • Advisory board member – GTC, Governor’s Small Business Advocacy Group, Powerhouse Science Center steering committee, and CIO Academy advisory committee • Teaches Project Management Institute examination preparation courses • Participated in the delivery of over 700 software applications • International speaker – SOA, EA, PM Best Practices, Software Design Patterns… Greg Kiefer

  3. Agenda • SharePoint Project Management Best Practices • What is a project as it relates to SharePoint? • Project success factors • Consequences of poor project management • What are you trying to accomplish? • Why use SharePoint? • SharePoint Implementations • What happens when you finish the project?

  4. What is a project? • “A project is a temporary endeavor, having a defined beginning and end, undertaken to meet unique goals and objectives, usually to bring about beneficial change or added value.” Wikipedia • Does this definition change when you leverage SharePoint? • What aspects of the project can be applied to SharePoint?

  5. Project Success Factors • Senior management commitment • A clear understanding of the scope and key milestones • Clear project requirements and specifications • A comprehensive project plan • Commitments and accountability from all stakeholders • Accurate reporting of the project status • A critical assessment of the risks and issues inherent in the project • Clear and concise communications • Plans, plans, plans…

  6. Consequences of Poor Project Planning • Organizational priorities are not met • Over budget • Low team morale • Confusion among resources • High resource turnover • Unclear communication • Missed dates Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions

  7. What are you trying to accomplish? • Improve • Communication • Collaboration • Team building • Status reporting • Security • Accountability • Management of information • Exposure of your project • Portfolio management • Your career…

  8. Why use SharePoint? • SharePoint provides: • Document management • Workflows • Lists • Alerts • Wikis • Project schedules • Task management • Dashboards • External data integration • Mysites…

  9. Project Management and Collaboration • Project Samples

  10. Project Home Site Clearly identify the project objectives. Make the information easy to find. Who are the key players ?

  11. Project Home Site Execute SP Home Who are the key contacts for your project? SharePoint 2010 allows multiple calendar views

  12. Project Home Site SharePoint allows you to add all the important group information right on the home page for all members to have quick and easy access. Enriching Home

  13. Document Management It’s good to use metadata that allows you to filter your document library making things easier to find Enriching Collaborations document library Knowing and being able to filter by type will also help findability. SharePoint allows you to upload one document and have multiple people working on it, and updates automatically after saving.

  14. Project Communication Execute SP communication log Using specific metadata allows the Project Manager to know more about group communication. Grouping communications by date allows a Project Manager to see when communication has occurred. SharePoint is more effective at documenting/tracking logs than excel or word.

  15. Project Plan Sleepy Snoopies SharePoint Gantt Chart Use the built in Gantt chart to communicate the high-level deliverables and task assignments

  16. Calendar PMG Schedule All of your team members can load their calendars in the same place to ease scheduling processes. Your

  17. Team Profiles Good to add links to all site pages for ease of use. Execute SP Profile Page Understand your audience when applying themes to your site.

  18. Wikis Execute SP Project Terms Leverage Metadata data throughout the site. Grouping terms helps usability/findability. Creating links for each term helps site organization and look and feel.

  19. Project Close-out • What do you do with the project artifacts? • When does a project artifact become a record? • How do you leverage your project site for future projects? • Where do you store lessons learned information? • What should be the overall taxonomy for the site? • Did you leverage workflows to ensure accountability?

  20. Conclusion • SharePoint can be used to improve all aspects of communication for a project. • Remember to train your team and stakeholders on the technology. • Apply new features to improve communications, such as, wikis… • Call me anytime

  21. Contact Us http://www.facebook.com/pages/KIEFER-CONSULTING-INC http://www.linkedin.com/company/kiefer-consulting www.kieferconsulting.com www.sharepointdesigncenter.com http://twitter.com/kieferweb

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