Post on 30-May-2018
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Managing Projects on
SharePoint is as simple as 1-2-3!
Webcast Presentation
amonn McGuinness
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Managing Projects in 3Steps
The Dilemma!
The customers we meet are at pains to tell us that they do nothave the time or the budget to train the folks in formal projectmanagement but yet they need project managementdiscipline. They want an approach so simple that it is obvious that assumes a SharePoint deployment.
A Simple SolutionOver the years we have been helping customers develop such
a simple approach. More recently we have been working on aprocess that can be described and always decomposed intothree steps. Why three steps every time? Why not? Three is
an easy number to work with. It is a bit quirky and fun. It iseasier to remember and manage. It forces us all to be conciserather than long-winded.
This Webcast:
will present a simple 1-2-3 process that can be used for project
managementshow how this simple 1-2-3 process can be implemented on
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Logistics for TodaysWebcast
Slide Deck and Webcast Recording downloads
expect an email tomorrow, Thursday February 26th
Reminder press F5 to get full screen mode
Questions and Answers
The webcast has a large audience
Impractical to take questions on the phonethroughoutsorry!
Your phone has already been put on mute for now to
avoid accidental background noiseWe will answer questions at the end as follows:
i. From the Microsoft Office Live Meeting QuestionManager Alt-Q or click the Q&A link to open theQ&A panel
ii. Opening up the phone line press 01 on your phone
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Todays Agenda
Webcast Opening & Introduction (2 mins.)
The Webcast (25 mins.)Process Managing Projects is as simple as 1-2-3
Demo Managing Projects on SharePoint is as simple as 1-2-3
Summary, References, Suggested Next Steps (3mins.)
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Who are BrightWork?
BrightWork develop and market a projectmanagement plug-in for SharePoint calledBrightWork pmPoint.
BrightWork is a Microsoft Gold Certifiedpartner.
More Info: www.brightwork.com
http://www.brightwork.com/http://www.brightwork.com/8/14/2019 Managing Projects on Share Point is as Simple as 1-2-3 (3)
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BrightWork - The ExecutiveSummary
BrightWork Background
Microsoft Gold Certified ISVpartner
Customer problem we focus on
How many organizations needto collaboratively manage
projects? (90%+)How many organizations use
Email, Excel and Word but not ahigh end project managementsolution? (80%+)
1995 Started as Lotus NotesISV
Have architected commercialproject management product onMicrosoft
Exchange 2000 (webstore)
SharePoint 2001 (webstore)
SharePoint 2003
BrightWork Products
SharePoint is forCollaboration
Consider this! Why notSharePoint for collaborativeproject management!
BrightWork pmPointProcess driven project
management
You decide the level ofprocess
Manage projects usingSharePoint
Templates to manage projectsand programs and a PMO
Optional import / export withMicrosoft Project
Launched an MBS partnerversion supporting the
Microsoft Sure Stepmethodology at WPC 2008 inTexas
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The 1, 2, 3 of Managing Projects
Who needs a process for project managementanyway?
Project teams working together need a way towork
What are some of the major traps of a process?
Way too much paperwork and too many process!
No practical way to implement the process
Why not invent a very simple process, e.g.?
1. Manage Single Projects
2. Manage Many Projects
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, , -Single Projects
1. Manage Single Projects1. Initiate the Project
1. Get Project Approval
Ensure approval for the project is in place
2. Decide the Project Management Process Decide what project management sub-processes
are needed (e.g. project charter, risks, tasks,issues, etc.)
3. Setup the Project site
Find, copy and modify a suitable project site to re-use to manage all the project artifacts andcommunications
2. Manage the Project
3. Close the ProjectNote steps should be added or subtracted as appropriate
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, , -Single Projects
1. Manage Single Projects1. Initiate the Project
2. Manage the Project
1. Plan the Project
2. Work on the Project1. Find work
2. Do work
3. Update progress on work (recording any issues)
3. Track and Re-Plan the Project
3. Close the Project
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, , -Single Projects
1. Manage Single Projects1. Initiate the Project
2. Manage the Project
1. Plan the Project
2. Work on the Project
3. Track and Re-Plan the Project
1. Check and understand the project's progress
1. Virtual Check - Examine the various (project, issue, work,resource) reports on the project site
2. Individual Check - Talk to the Team Members and Customers
3. Team Check - Run periodic project meetings
2. Find and Manage Exceptions (e.g. issues, risksand change requests)
3. Re-Plan the project
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, , -Many Projects
1. Manage Single Projects
3. Manage Many Projects
1. Setup and maintain a projects structure2. Manage across projects
3. Manage the pipeline of new project requests
5. Evolve Project Management
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, , -Many Projects
1. Manage Many Projects1. Setup and maintain a projects structure
2. Manage across projects
3. Manage the pipeline of new project requests
1. Setup a request management process (maybe asimple list or perhaps a complete site)
2. Announce the new request process and provideinitial assistance to users
3. Evaluate and approve or reject new project requests
Refer to Appendix 1
for more 1-2-3 steps
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Demo: Managing 1-2-3 Projects onSharePoint
Initiate and plan the project
1. Initiate the project2. Define the project
3. Assign the work
Work on the project
1. Find the work
2. Do the work
3. Update work done
Track and re-plan the project
1. Track the projects progress
2. Update work assignments
3. Report on projects progress
Manage across many projects
1. Maintain projects structure
2. Track across projects
3. Report across projects
Evolve Project Management
1. Customize the project mgmt. lists
Refer toAppendix 2for ascreenshotdemoon slides
P j t M t
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(1.2) Notifications and
IT Department
Marketing GroupEnterprise-wide
Business ProjectsIT Projects
Projects of allShapes and Sizes
(3.1) Customize tosuit(3.2) Capture &
(1.3) Projectdata flowsto
(1.1) Create new project
(2.1) Create Project Office
Team MembersProject ManagersProgram ManagersSenior Management
(2.2) Notifications and
Project Management onSharePoint
1. Manage individual projects tosuccess
Project Management
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Process Driven ProjectManagement
pmPoint recognizes that level ofprocess required depends on theorganizations maturity and on the
particular needs of the individualprojects.
B i h W k P i E i
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BrightWork pmPoint ExecutiveSummary Project Management fororganizations of all shapes and sizes
"pmPoint facilitated the implementation of anew agile process for our projects, because of theextra project management features pmPointadded to SharePoint.
"pmPoint on SharePoint was easy toimplement and provided us with a tool that couldbe mastered extremely quickly by our projectmanagers.
pmPoint reminds me of Albert Einstein when
he said, 'Make things as simple as possible, butno simpler'. Enough said!
"Skanska USA Building uses pmPoint tosuccessfully manage our IT projects across theentire enterprise.
CJ, AbsolutePoker.com, Korea 10 users
George, Pennsylvania Office of Attorney General. 20 users
Sven, Up-Great., Switzerland 50 users
J t Pl I P i t t
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Just Plug-In pmPoint toDetangle the WiresBrightWork's Project Management Solution Allows Sheppard Mullin toSkip Routine Fire Drills
As law firm Sheppard Mullin grewworldwide, the IT department spent greateffort trying to manage many, manyprojects at once. The pain has ended withBrightWork pmPoint, the first collaborativeproject management application offeringstructure and flexibility. BrightWork
pmPoint is a project management plug-infor your SharePoint environment thatworks great!
We have a weekly meeting, and in 30minutes we know the status of everyproject. We can look at a single reportacross many projects, or for just oneproject. BrightWork pmPoint provides apenetrating visibility into our projects,allowing us to see and address issues,ultimately leading to a much bettersuccess rate,
Dora Martinez, Director of Project Managementfor Sheppard Mullin.
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Webcast - The ExecutiveSummary
2. SharePoint is now the worlds leading platformfor collaboration and SharePoint can and isbeing used out of the box to manage projects.
3. You can customize and extend SharePoint withthe necessary flexible structure and the requiredreporting for project and cross-projectmanagement either build or buy.
4. You can and should have a simple process tomanage projects (on the SharePoint platform).
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More References for thiswebcast
Find out more about the base SharePoint platform
Appendix 1: A 1-2-3 process for Project Management
Appendix 2: A slide demo of the SharePoint platform in usefor Project Management using the 1-2-3 process
A blog: Manage Projects on SharePoint
More information on the pmPoint software from BrightWork
http://www.brightwork.com/support/sharepoint_resources.htmhttp://www.manageprojectsonsharepoint.com/default.aspxhttp://www.brightwork.com/pmpoint/index.htmhttp://www.brightwork.com/pmpoint/index.htmhttp://www.manageprojectsonsharepoint.com/default.aspxhttp://www.brightwork.com/support/sharepoint_resources.htm8/14/2019 Managing Projects on Share Point is as Simple as 1-2-3 (3)
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Candidate next steps after thiswebcast
Visit
http://www.brightwork.com/pmpoint/resource_center.htm
If youhaventalready done
so, pleasesign up for afree trial.
Need more information?*info@brightwork.com*USA +1-617-357-9000ext 701(Europe +353-91-514-492
http://www.brightwork.com/pmpoint/resource_center.htmmailto:info@brightwork.commailto:info@brightwork.comhttp://www.brightwork.com/pmpoint/resource_center.htm8/14/2019 Managing Projects on Share Point is as Simple as 1-2-3 (3)
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Q&A
i. First - Online From the Microsoft
Office Live Meetingquestion manager
Alt-Q or click the
Q&A panel toopen the QuestionManager
ii. Second on thephone
Opening up thephone line
To ask a questionon the phone,please press the 01key on your phone
To get more related materials please visit:http://www.brightwork.com
Wed love to hear more detailed feedback
on this webcastemail ... info@brightwork.com
http://www.brightwork.com/events/index.htmmailto:info@brightwork.commailto:info@brightwork.comhttp://www.brightwork.com/events/index.htm8/14/2019 Managing Projects on Share Point is as Simple as 1-2-3 (3)
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The 1 2 3 of Managing Projects
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The 1, 2, 3 of Managing Projects
1. Manage Single Projects
2. Manage Many Projects
3. Evolve Project Management
Any steps indicated with *** are also coveredin Appendix 2 as part of the screenshot
demo.
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
1. Get Project Approval
Ensure approval for the project is in place
2. Decide the Project Management Process Decide what project management sub-processes
are needed (e.g. project charter, risks, tasks,issues, etc.)
3. Setup the Project site***
Find, copy and modify a suitable project site to re-use to manage all the project artifacts andcommunications
2. Manage the Project
3. Close the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
2. Work on the Project3. Track and Re-Plan the Project
3. Close the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
1. Define the project2. Setup work notifications
3. Assign the work
2. Work on the Project
3. Track and Re-Plan the Project3. Close the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
1. Define the project1. Complete the Project Statement - also known as the Project
Profile / Project Charter / Project Definition
2. Setup Tasks perhaps a simple task list or maybe aMicrosoft Project like WBS (work breakdown structure)***
3. Define the other project management sub-processes
Create or update the rest of the lists (i.e. sub-processes) in the projectsite, e.g. goals, teams, issues, deliverables, risks, etc.
2. Setup work notifications
3. Assign the work
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
1. Define the project2. Setup work notifications
1. Enable immediate email notification on all new workassignments
2. Setup easy to find My Work reports / dashboards
3. Setup scheduled emails with nudges for upcoming or latework
3. Assign the work
2. Work on the Project
3. Track and Re-Plan the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
1. Define the project2. Setup work notifications
3. Assign the work
1. Assign roles - If using project roles, assign out the work tothe persons holding the specific roles for this project
2. Assign project management sub-processes - Cycle throughthe lists and assign work (doing a check for any unassignedwork items)***
3. Check resource loading - Find and fix any over allocationsdue to the new work assignments
2. Work on the Project
3. Track and Re-Plan the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
2. Work on the Project1. Find work***
2. Do work***
3. Update progress on work (recording any issues)***
3. Track and Re-Plan the Project
3. Close the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
2. Work on the Project3. Track and Re-Plan the Project
1. Check and understand the project's progress
2. Find and Manage Exceptions (e.g. issues, risksand change requests)
3. Re-Plan the project
3. Close the Project
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
1. Plan the Project
2. Work on the Project3. Track and Re-Plan the Project
1. Check and understand the project's progress
1. Virtual Check - Examine the various (project, issue, work,resource) reports on the project site***
2. Individual Check - Talk to the Team Members and Customers
3. Team Check - Run periodic project meetings
2. Find and Manage Exceptions (e.g. issues, risksand change requests)
3. Re-Plan the project
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-
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, , -Single Projects
1. Plan the Project
2. Work on the Project
3. Track and Re-Plan the Project
1. Check and understand the project's progress
2. Find and Manage Exceptions (e.g. issues, risks
and change requests)
3. Re-Plan the project
1. Re-assign work and send notifications
1. Project Redefinition - Update the lists in the project site (Projectstatement; Task List; other sub-processes) with any changes***
2. Project re-assignments - reassign work and again find and fix any overassignments
3. Notifications - check to ensure that the changes just made are getting outthrough the notifications mechanisms setup earlier
2. Report to and Work with the Appropriate Stakeholders
3. Tailor the project site to match the evolving needs of theproject
-
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, , -Single Projects
1. Plan the Project
2. Work on the Project
3. Track and Re-Plan the Project
1. Check and understand the project's progress
2. Find and Manage Exceptions (e.g. issues, risks
and change requests)
3. Re-Plan the project
1. Re-assign work and send notifications
2. Report to and Work with the Appropriate Stakeholders
1. Deliver Periodic Status Reports (Printed or emailed)***
2. Raise Exceptions including Project Change Requests, Top Issues and TopRisks
3. Resolve Sponsor Level Issues and apply the resolution through Re-PlanProject (if appropriate)
3. Tailor the project site to match the evolving methodsneeded to run the project
-
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, , -Single Projects
1. Manage Single Projects
1. Initiate the Project
2. Manage the Project
3. Close the Project
1. Run Project Post-Mortem and Track Lessons Learnt2. Close out the Project site
3. Capture any useful modifications made to theproject site for use on future projects
-j
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, , -Many Projects
1. Manage Single Projects
3. Manage Many Projects
1. Setup and maintain a projects structure
2. Manage across projects
3. Manage the pipeline of new project requests
5. Evolve Project Management
-M P j
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, , -Many Projects
1. Manage Many Projects
1. Setup and maintain a projects structure
1. Define and document the overall projects andportfolio hierarchy (on PowerPoint or Visio perhaps)
2. Setup the initial projects structure ***
3. Maintain the projects structure
2. Manage across projects
3. Manage the pipeline of new project requests
-M P j t
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, , -Many Projects
1. Manage Many Projects
1. Setup and maintain a projects structure
2. Manage across projects
1. Check and understand the progress of the manyprojects
2. Identify, manage and resolve any escalatedexceptions (e.g. issues and project change requests)
3. Report to appropriate cross-project stakeholders
3. Manage the pipeline of new project requests
-M P j t
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, , -Many Projects
1. Manage Many Projects
1. Setup and maintain a projects structure
2. Manage across projects
1. Check and understand the progress of the manyprojects
1. Virtual check - Examine the various (projectstatus, issue, work, resource) reports***
2. Individual check - Talk to the team members andproject customers
3. Team check - run periodic project and cross-project meetings
2. Identify, manage and resolve any escalatedexceptions (e.g. issues and project change requests)
3. Report to appropriate cross-project stakeholders***
3. Mana e the i eline of new ro ect re uests
-M P j t
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, , Many Projects
1. Manage Many Projects
1. Setup and maintain a projects structure
2. Manage across projects
3. Manage the pipeline of new project requests
1. Setup a request management process (maybe asimple list or perhaps a complete site)
2. Announce the new request process and provideinitial assistance to users
3. Evaluate and approve or reject new project requests***
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, , -E l PM
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, , Evolve PM
1. Manage Single Projects
2. Manage Many Projects
3. Evolve Project Management
1. Define a policy / approach and an approvalmechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
2. Improve the look and feel of the projectmanagement sites
3. Capture local best practices for reuse
3. Periodically evaluate the success of the project
management evolutions policy and re-adjust the
, , -E l PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
1. Customize the project management processes (inSharePoint lists)
2. Customize the project management reports (inSharePoint web-parts)
3. Map navigation to mimic the desired process(using the SharePoint quick launch)
2. Improve the look and feel of the projectmanagement sites
3. Capture local best practices for reuse
, , -E ol e PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
1. Customize the project management processes (inSharePoint lists)
1. Add new project management lists (to include differentviews, a default view, a set of datasheet views and a logicalview sequence)
2. Tailor existing project management lists using out of the boxSharePoint (e.g. add/update columns; workflow)
3. Tailor existing project management lists using SharePointcustomizations / extensions (e.g. tailor list settings forunique referencing or automated email notification, etc.)***
2. Customize the project management reports
3. Map navigation to mimic the desired process
, , -Evolve PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
1. Customize the project management processes (inSharePoint lists)
2. Customize the project management reports (inSharePoint web-parts)
1. Design (on paper) the project site pages incl. the home page
2. Add / customize the project site pages incl. the home page
3. Setup advanced reporting
3. Map navigation to mimic the desired process(using the SharePoint quick launch)
, , -Evolve PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
1. Customize the project management processes (inSharePoint lists)
2. Customize the project management reports (inSharePoint web-parts)
1. Design (on paper) the project site pages incl. the home page
1. Identify key reports to include on what pages
2. Identify key charts and graphs to show on what pages
3. Identify key icon indicators to show on what pages
2. Add / customize the project site pages incl. the home page
3. Setup advanced reporting
, , -Evolve PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
1. Customize the project management processes (inSharePoint lists)
2. Customize the project management reports (inSharePoint web-parts)
1. Design (on paper) the project site pages incl. the home page
2. Add / customize the project site pages incl. the home page
1. Add a 3rd level of navigation to SharePoint with a new web-part page anda tabbed web part
2. Add project management reports and charts via web parts***
3. Configure each report
, , -Evolve PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
2. Improve the look and feel of the projectmanagement sites
1. Add local logo's to begin the branding of the site
2. Change to one of the out of the box SharePoint
site themes3. Design, develop and apply a custom theme to
heavily brand the site
3. Capture local best practices for reuse
3. Periodically evaluate the success of the projectmanagement evolutions policy and re-adjust as
, , -Evolve PM
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, , Evolve PM
1. Define a policy / approach and an approval
mechanism for evolving project management
2. Implement agreed changes (approved by thepolicy)
1. Build-in the desired project management process
2. Improve the look and feel of the projectmanagement sites
3. Capture local best practices for reuse
1. Save lists as templates for reuse
2. Add customized reports to the report gallery forreuse
3. Save existing projects as templates in theTemplates gallery for reuse***
3. Periodically evaluate the success of the projectmanagement evolutions policy and re-adjust the
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Appendix 2
SharePoint for 1-2-3 Project
Management
A Screenshot Demo on Slides
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Manage Single Project - Plan -
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Manage Single Project Plan Define the Project
Work your waydown through
the QuickLaunch anddefine the
project
Manage Single Project - Plan -
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Manage Single Project Plan Assign the Work
Assign theremaining
work items.
Manage Single Project - Work
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Manage Single Project WorkProject - Find Work
Team Members candiscover work using the My
Work reports. You can alsoset it up so that they
receive this report by emailon a scheduled basis oreven received an email
every time they are
assigned a work item.
Manage Single Project - Work
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Manage Single Project WorkProject - Do Work
Do work frompmPoint to
ensure greaterproject success
Manage Single Project Work Project
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Manage Single Project - Work Project -Update Work
Update progress on
work on an item byitem basis or updatemultiple items
simultaneously indatasheet view (aspreadsheet like
interface)
Manage Single Project Track Project
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Manage Single Project - Track Project -Check Progress
Gain valuable insights intothe projects progress
Manage Single Project - Re-Plan
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g g jProject - Re-assign
Replan the projectwhen necessary for
example, reassignwork
Manage Single Project Track Project
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Manage Single Project - Track Project -Report Progress
Share data on project(e.g. progress, work,
issues etc.) withmanagement and other
stakeholders
Manage Many Projects - Setup the initial
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g y j pstructure
pmPoint allows you to createmultiple project hierarchies to
suit your uniqueorganizational and project
management needs
Manage Many Projects - Manage AcrossP j t
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g y j gProjectsCheck and understand the progress ofthe many projects
Gain oversightof all your
projects from asingle location
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Evolve Project Management - Customize
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the Lists
Customizethe project
managementlists to bettersupport your
processes
Evolve Project Management - Customize
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j gthe Reports
pmPoint is supplied withmany out-oft-the-box
reports; however, thereport customization
options meant that youactually have hundreds
more reports at yourfingertips
Evolve Project Management - Capture
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Evolve Project Management - CaptureProject Enhancements
Add to the list ofsupplied singleand multiple
projectmanagement
templates bycreating your
own fromprojects sites orother templates