Share Point Saturday Cincinnati October 27 2012 Leveraging

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Share. Point Saturday Cincinnati October 27, 2012 Leveraging Share. Point as a Project Management

Share. Point Saturday Cincinnati October 27, 2012 Leveraging Share. Point as a Project Management Tool across the Enterprise October 27, 2012 Shila Nagarsenker, PMP. MCTS I The material and examples in this presentation are copyrighted by Shila B Nagarsenker, 2012 1

Spooky AGENDA Ø Introduction Ø Situation Analysis – What’s the Problem? Ø Business/Stakeholder Needs

Spooky AGENDA Ø Introduction Ø Situation Analysis – What’s the Problem? Ø Business/Stakeholder Needs Ø Ø Project Manager Project Team EPMO Organization Boo! Ø Share. Point Capabilities Ø Solution using Share. Point for Project Sites Ø Value Proposition & Summary Ø Q&A This material is copyrighted by Shila B Nagarsenker, 2012 2

Some scary info about me • PMI-Certified Project Manager (PMP) • MCTS – Microsoft

Some scary info about me • PMI-Certified Project Manager (PMP) • MCTS – Microsoft Certified Technical Specialist • • Active Member, Cincinnati Share. Point Users Group Co-Founder, Northern Kentucky SP Users Group United Way WINGs member Creative Writing Group Volunteer for American Council of the Blind Blog: Shila. [email protected] com Twitter: @Shila. Tech Find me on www. Linked. In. com This material is copyrighted by Shila B Nagarsenker, 2012 3

NKY Share. Point Users Group Serving the Northern Kentucky and Cincinnati area SAVE THE

NKY Share. Point Users Group Serving the Northern Kentucky and Cincinnati area SAVE THE DATE!! Thursday, January 10 th, 2013, 3 -5 PM Covington Radisson Inn 668 West Fifth Street, Covington, Kentucky 41011 Keynote Session: How the Federal Home Loan bank uses Share. Point for its public web content management. Speaker: Tom Daria Business User Track: Panel discussion on user adoption with Steve Caravajal, Microsoft Corporation Technical Track: Shane Young, Rackspace Hosting Join us afterwards for Socializing and Networking at Share. Pint in the revolving restaurant in the hotel, sponsored by Sogeti. 4

I’ve heard of multi-tasking but… This material is copyrighted by Shila B Nagarsenker, 2012

I’ve heard of multi-tasking but… This material is copyrighted by Shila B Nagarsenker, 2012 5

Stakeholder Needs Ø Project Manager Ø Ø Ø Follow an established, consistent process for

Stakeholder Needs Ø Project Manager Ø Ø Ø Follow an established, consistent process for all projects Prepare required project artifacts Location for project documentation Team communications and collaboration Gain and store approvals for artifacts Ø Enterprise Project Office (EPMO) Ø Ensure compliance with standards and practices Ø Communicate current artifacts and templates Ø Access to Project Documentation Ø Organization Ø Ensure compliance with standards and practices Ø Findability and Access to Project Documentation This material is copyrighted by Shila B Nagarsenker, 2012 6

Multiple Project Management Methodolgies Examples Ø Small Development (Dev 1) Ø Medium Development (Dev

Multiple Project Management Methodolgies Examples Ø Small Development (Dev 1) Ø Medium Development (Dev 2) Ø Large Development (Dev 3) Ø Small Infrastructure (Inf 1) Ø Medium Infrastructure (Inf 2) Ø Large Infrastructure (Inf 3) This material is copyrighted by Shila B Nagarsenker, 2012 7

Artifacts Required for Different Methodolgies Ø Small Development (Dev 1) Ø Staffing Matrix Ø

Artifacts Required for Different Methodolgies Ø Small Development (Dev 1) Ø Staffing Matrix Ø Project Life Cycle Document Ø Medium Development (Dev 2) Ø Staffing Matrix Ø Requirements Document Ø Test Plan Ø Large Development (Dev 3) Ø Ø Staffing Matrix Requirements Document Technical Specifications Test Plan This material is copyrighted by Shila B Nagarsenker, 2012 8

Artifacts for DEV 1 Methodology Staffing Matrix Project Life Cycle Document This material is

Artifacts for DEV 1 Methodology Staffing Matrix Project Life Cycle Document This material is copyrighted by Shila B Nagarsenker, 2012 9

Artifacts for DEV 2 Methodology Staffing Matrix Requirements Document Test Plan This material is

Artifacts for DEV 2 Methodology Staffing Matrix Requirements Document Test Plan This material is copyrighted by Shila B Nagarsenker, 2012 10

Share. Point Capabilities ØSite Collection and Sites ØDocument Libraries • Version Control • Check

Share. Point Capabilities ØSite Collection and Sites ØDocument Libraries • Version Control • Check In/Check Out • Approval Workflows ØLists ØSurveys ØSlide Libraries ØSecurity ØContent Types This material is copyrighted by Shila B Nagarsenker, 2012 11

WHAT IS A CONTENT TYPE? This material is copyrighted by Shila B Nagarsenker, 2012

WHAT IS A CONTENT TYPE? This material is copyrighted by Shila B Nagarsenker, 2012 12

Content Type A content type is a reusable collection of metadata (attributes), workflow, behavior,

Content Type A content type is a reusable collection of metadata (attributes), workflow, behavior, and other settings for a category of items or documents in a Microsoft Share. Point Foundation 2010 list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way This material is derived from Microsoft Corporation 13

Let’s apply the concept of Content Types Staffing Matrix • Project Number • Project

Let’s apply the concept of Content Types Staffing Matrix • Project Number • Project Name • Project Manager • Process Group • EPMO-approved Template • Approval of completed artifacts This material is copyrighted by Shila B Nagarsenker, 2012 14

Let’s apply the concept of Content Types Staffing Matrix • Project Number • Project

Let’s apply the concept of Content Types Staffing Matrix • Project Number • Project Name • Project Manager • Process Group • EPMO-approved Template • Approval of completed artifacts This material is copyrighted by Shila B Nagarsenker, 2012 15

Let’s apply the concept of Content Types Requirements Document • Project Number • Project

Let’s apply the concept of Content Types Requirements Document • Project Number • Project Name • Project Manager • Process Group • EPMO-approved Template • Approval of completed artifacts This material is copyrighted by Shila B Nagarsenker, 2012 16

Share. Point Scopes Ø Farm Ø Web Application Ø Site Collection (Project Portfolio) Ø

Share. Point Scopes Ø Farm Ø Web Application Ø Site Collection (Project Portfolio) Ø Sites (Individual Projects) 17

Share. Point Farm, Onion Farm, Hmmm I think I’ve got it! This material is

Share. Point Farm, Onion Farm, Hmmm I think I’ve got it! This material is copyrighted by Shila B Nagarsenker, 2012 18

This material is copyrighted by Shila B Nagarsenker, 2012 19

This material is copyrighted by Shila B Nagarsenker, 2012 19

I know life is like a box of chocolates but seriously? • A bag

I know life is like a box of chocolates but seriously? • A bag of • An is like a Portfolio of projects? ? is like a project? ? I’m glad I didn’t pay for this. This material is copyrighted by Shila B Nagarsenker, 2012 20

Project Portfolio This material is copyrighted by Shila B Nagarsenker, 2012 21

Project Portfolio This material is copyrighted by Shila B Nagarsenker, 2012 21

You can configure in different ways This material is copyrighted by Shila B Nagarsenker,

You can configure in different ways This material is copyrighted by Shila B Nagarsenker, 2012 22

EPMO can maintain list of the most current Project Artifact Templates This material is

EPMO can maintain list of the most current Project Artifact Templates This material is copyrighted by Shila B Nagarsenker, 2012 23

EPMO –approved Templates This material is copyrighted by Shila B Nagarsenker, 2012 24

EPMO –approved Templates This material is copyrighted by Shila B Nagarsenker, 2012 24

Project Portfolio This material is copyrighted by Shila B Nagarsenker, 2012 25

Project Portfolio This material is copyrighted by Shila B Nagarsenker, 2012 25

Standard yet flexible for PM This material is copyrighted by Shila B Nagarsenker, 2012

Standard yet flexible for PM This material is copyrighted by Shila B Nagarsenker, 2012 26

Project Artifacts with Versioning and Approval status This material is copyrighted by Shila B

Project Artifacts with Versioning and Approval status This material is copyrighted by Shila B Nagarsenker, 2012 27

Add an Artifact This material is copyrighted by Shila B Nagarsenker, 2012 28

Add an Artifact This material is copyrighted by Shila B Nagarsenker, 2012 28

This material is copyrighted by Shila B Nagarsenker, 2012 29

This material is copyrighted by Shila B Nagarsenker, 2012 29

This material is copyrighted by Shila B Nagarsenker, 2012 30

This material is copyrighted by Shila B Nagarsenker, 2012 30

Remember to Check-in This material is copyrighted by Shila B Nagarsenker, 2012 31

Remember to Check-in This material is copyrighted by Shila B Nagarsenker, 2012 31

This material is copyrighted by Shila B Nagarsenker, 2012 32

This material is copyrighted by Shila B Nagarsenker, 2012 32

This material is copyrighted by Shila B Nagarsenker, 2012 33

This material is copyrighted by Shila B Nagarsenker, 2012 33

This material is copyrighted by Shila B Nagarsenker, 2012 34

This material is copyrighted by Shila B Nagarsenker, 2012 34

This material is copyrighted by Shila B Nagarsenker, 2012 35

This material is copyrighted by Shila B Nagarsenker, 2012 35

This material is copyrighted by Shila B Nagarsenker, 2012 36

This material is copyrighted by Shila B Nagarsenker, 2012 36

This material is copyrighted by Shila B Nagarsenker, 2012 37

This material is copyrighted by Shila B Nagarsenker, 2012 37

Supporting Documents This material is copyrighted by Shila B Nagarsenker, 2012 38

Supporting Documents This material is copyrighted by Shila B Nagarsenker, 2012 38

Contact List This material is copyrighted by Shila B Nagarsenker, 2012 39

Contact List This material is copyrighted by Shila B Nagarsenker, 2012 39

Slide Library This material is copyrighted by Shila B Nagarsenker, 2012 40

Slide Library This material is copyrighted by Shila B Nagarsenker, 2012 40

Built-in Surveys This material is copyrighted by Shila B Nagarsenker, 2012 41

Built-in Surveys This material is copyrighted by Shila B Nagarsenker, 2012 41

Dev 3 Project This material is copyrighted by Shila B Nagarsenker, 2012 42

Dev 3 Project This material is copyrighted by Shila B Nagarsenker, 2012 42

Set Defaults This material is copyrighted by Shila B Nagarsenker, 2012 43

Set Defaults This material is copyrighted by Shila B Nagarsenker, 2012 43

Share. Point Project Sites Value Proposition-Employee Ø Direct access to all required documentation for

Share. Point Project Sites Value Proposition-Employee Ø Direct access to all required documentation for various methodologies including the most up-to-date EPMO templates. Ø Ability to collaborate and communicate in one place using Share. Point lists and libraries to manage versions of documents, issues, risks, action items, and anything else needed. Ø More efficient and simplified artifact approval process through Share. Point workflow automation. Ensures proper links are sent. Ø Ability to manage artifact versions using Share. Point version control. Ø PM has ability to manage security and configuration of project sites to individual needs while maintaining overall consistent framework Ø Project teams can find project documentation easily and reduction of negative impact due to turnover or reorganization. This material is copyrighted by Shila B Nagarsenker, 2012 44

Share. Point Project Sites Value Proposition-Enterprise Ø Formalized and organized artifact approvals through Share.

Share. Point Project Sites Value Proposition-Enterprise Ø Formalized and organized artifact approvals through Share. Point workflow automation available for audit, compliance and EPMO tollgate reviews. Ø Ensures usage of the most up-to-date EPMO artifact templates. Ø Consistent repositories for all project documentation. Ø Provides foundation for future integration between other Project Management systems and Share. Point for a more automated, seamless project lifecycle management. This material is copyrighted by Shila B Nagarsenker, 2012 45

User Adoption and rollout considerations • Pilot Group o Identify issues, education needs o

User Adoption and rollout considerations • Pilot Group o Identify issues, education needs o Find champions • Consider scenarios o New projects o Projects In-process • Transition plan o Closed projects o Archiving projects o Phased rollout • Education and Support o o Online Laminated Info Card In-person Use Champions This material is copyrighted by Shila B Nagarsenker, 2012 46

 • PDU reporting information will be posted on the SPS Cincinnati site by

• PDU reporting information will be posted on the SPS Cincinnati site by early next week. Share. Point Saturday Cincinnati October 27, 2012 • Please fill out evaluations • Giveaways at the end of the day and Share. Pint 47

Feel free to contact me • • Email: shila 2011 A@gmail. com Blog: Shila.

Feel free to contact me • • Email: shila 2011 [email protected] com Blog: Shila. [email protected] com Twitter: @Shila. Tech www. Linked. In. com This material is copyrighted by Shila B Nagarsenker, 2012 48

Scare. Pint Right here at the UC Bearcat Lounge immediately following the closing session

Scare. Pint Right here at the UC Bearcat Lounge immediately following the closing session Generously sponsored by 49

Thanks To Our Sponsors 50

Thanks To Our Sponsors 50