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SharePoint Project Management Solution

A demonstration of how to build a simple project management solution using SharePoint 2013 in built features
by

Geoff Evelyn

on 27 September 2014

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Transcript of SharePoint Project Management Solution

SharePoint - 6 points to help build a Project Management Solution using only built in features
Point 1: Provide a home for the
Project Management Solution
Point 2 - Create the Schedule
Point 3 - Create the Risks Log
Point 4 - Create the Issues Log
Point 5 - Add Documentation
Point 6 - Add simple metrics
Comprehensive project planning and clear direction are key factors for successful projects. This requires that the project manager uses a methodology incorporating processes, rules and project planning tools such as a project plan, risks log, issues log, documentation and team related information
Envision
“You can’t keep it all in your head. Project control tools are an absolute necessity for the control of projects.” -– Louis Fried

"Ensure your documentation is short and sharp and make much more use of people-to-people communication." - Bentley & Borman
Formal chartering may be the step most frequently overlooked by organisations when beginning projects. Root cause analysis of project failures often identifies "poor vision" or "lack of a charter" as a key reason projects go awry or are cancelled.
“If you can’t describe what you are doing as a process, you don’t know what you’re doing.” — W. Edwards Deming
Deliverables Log
Late Activities
Gannt Chart
Milestone Report
Home
Lets recap on the 6 points...
Schedules
Issues
Risks
Documentation
Dashboards
An issue is something that has happened and either threatens or enhances the success of the program. Compare this to a risk or opportunity, which is something that might happen which you have mitigation plans for. An issue is bourne from a risk which has taken place. These must be recorded.
A risk is any uncertainty, potential threat or occurence that may keep you from achieving objectives. Risks are identified and evaluated in a consistent way, and recognized risks are addressed.
Inject Tasks
Set Predecessors
Format the Timeline
Define the Outline
Add the Team, Prepare Tasks List
Build schedules to provide progress reports, like these...
Create the Outline Plan, subtasks and assignments
Create a Project Site
Tasks, Document Libraries included
Create Tasks - available from Project Site Template
Create Assignments - using Site Permissioned Members
Define Predecessors - Indent using Timeline options
Refine Gantt and Timeline - Format Callouts, Milestones
All resources for this presentation are available at:
http://www.sharepointgeoff.com

Site template
Document templates
This presentation
A walkthrough
Ensure quick access to the Charter
No jumping in! Before starting you would have done your homework...
1 - Define the solution with the users
2 -Wireframe the solution
3 - Agree the component requirements
Home: http://www.sharepointgeoff.com
Email: geoff@geoffevelyn.com
Twitter: @geoffeve
Yammer: Geoff Evelyn
Been using SharePoint since 2003 !
2 x SharePoint MVP
Managing and Implementing SharePoint 2010 Projects
M.O.S SharePoint 2010 Study Guide
SharePoint 2013 User Planning and Governance
M.O.S. SharePoint 2013 Study Guide
Co-Author M.O.S Microsoft Office 2010 Study Guide
Analysts and Programmers
Information Management Systems
Engineering Technology
Software Development Journal
Mad on the Saxophone
Thanks for watching!
Use the Issue Tracking List
Connect the Issue Tracking List to Risks
Connect the Issue Tracking List to Tasks
Create using Custom List
Inject the relevant fields
Issues are bourne from Risks
Ensure Risks have owners
Baseline the Plan
Include the Project Charter
Include Project Report Templates
Include Cost Sheets
Use metadata to catagorise
Associate to Tasks
Consider association to Risks and Issues as well
Project Site is a template that can be used house a small project, providing some collaborative resources
Create a Project Site - Tasks, Document Libraries are included
Create Tasks - available from Project Site Template
Create Assignments - using Site Permissioned Members
Define Predecessors - Indent using Timeline options
Refine Gantt and Timeline - Format Callouts, Milestones
Create using Custom List
Inject the relevant fields
Issues are bourne from Risks
Ensure Risks have owners
Use the Issue Tracking List
Connect the Issue Tracking List to Risks
Connect the Issue Tracking List to Tasks
Include the Project Charter
Include Project Report Templates
Include Cost Sheets
Use metadata to catagorise
Associate Documents to Tasks
Consider association to Risks and Issues as well
Project Management Solution
6 Points of Action
The challenge? Provide a SharePoint site to that meets the needs of a small project which will help centralise project content and shared resources
Lets think Process
Project Flow
Enhance Task data to produce calculations
Use Task data to produce Excel charts
The solution must be kept simple, that said:
1: You could include workflows
2
2: Project 2013 could be useful
3: User Adopt with Office for a unified experience
Questions?
Create a Custom list which includes risk ownership from the Project Team
Use the Risks Log to provide cross reference to Issues Log
Full transcript