Managing Projects on Share Point is as Simple as 1-2-3 (3)

8/14/2019 Managing Projects on Share Point is as Simple as 1-2-3 (3)

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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/


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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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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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1. Plan the Project

2. Work on 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. 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


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.htm


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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?*[email protected]*USA +1-617-357-9000ext 701(Europe +353-91-514-492
http://www.brightwork.com/pmpoint/resource_center.htmmailto:[email protected]:[email protected]://www.brightwork.com/pmpoint/resource_center.htm


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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 ... [email protected]
http://www.brightwork.com/events/index.htmmailto:[email protected]:[email protected]://www.brightwork.com/events/index.htm


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The 1 2 3 of Managing Projects


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The 1, 2, 3 of Managing Projects




Any steps indicated with *** are also coveredin Appendix 2 as part of the screenshot

demo.


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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




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1. Plan the Project

2. Work on the Project3. Track and Re-Plan the Project



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1. Plan the Project

1. Define the project2. Setup work notifications

3. Assign the work


3. Track and Re-Plan the Project3. Close the Project


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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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1. Plan the Project


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




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1. Plan the Project


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




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1. Plan the Project

2. Work on the Project1. Find work***

2. Do work***

3. Update progress on work (recording any issues)***




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1. Plan the Project







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1. Plan the Project



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




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-


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1. Plan the Project




2. Find and Manage Exceptions (e.g. issues, risks

and change requests)


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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1. Plan the Project




2. Find and Manage Exceptions (e.g. issues, risks

and change requests)


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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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. Setup and maintain a projects structure




-M P j


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, , -Many Projects



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



-M P j t


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, , -Many 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


-M P j t


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, , -Many 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. 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. 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



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)



, , -E ol e PM


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, , Evolve PM






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. 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. 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


3. Setup advanced reporting

, , -Evolve PM


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, , Evolve PM









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. 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. Periodically evaluate the success of the projectmanagement evolutions policy and re-adjust as

, , -Evolve PM


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, , Evolve PM







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

Managing Projects on Share Point is as Simple as 1-2-3 (3)

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