Dux Raymond Sy gave a presentation on effectively planning, executing, and controlling SharePoint projects. The presentation objectives were to learn the essential components of delivering successful SharePoint projects and key techniques in establishing success criteria, collaboratively engineering a solution, developing a relevant project plan, and executing and controlling the project. Sy discussed important steps like defining project goals and deliverables, creating a work breakdown structure and schedule, appropriately staffing the project team, and effectively tracking project progress.

1. How to Effectively
Plan, Execute & Control
SharePoint Projects
Dux Raymond Sy, PMP
September 23, 2010
10:00 AM – 11:00 AM (PT)
Recorded Webcast:
http://www.youtube.com/watch?v=EB3Es0ZYscM

2. Presentation Objectives
 In this presentation, you will learn the essential components
of delivering successful SharePoint projects
 In addition, you'll learn key techniques in:
 Establishing Project Success Criteria
 Collaboratively Engineer a Solution
 Developing Relevant Project Plan
 Executing and Controlling a SharePoint Project
Twitter: @meetdux Hashtag: #pm4sp

3. Dux Raymond Sy, PMP
 Managing Partner, Innovative-E, Inc.
 Author, “SharePoint for Project
Management” by O’Reilly Media
 For more information, connect with Dux
 E-Mail: dux.sy@innovative-e.com
 Twitter: twitter.com/meetdux
 LinkedIn: meetdux.com/li
 Blog: meetdux.com
Twitter: @meetdux Hashtag: #pm4sp

4. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

5. Typical Implementation Scenarios
 Pilot deployment for IT then magically it becomes an
enterprise production deployment
 No planning
 Everything is ad-hoc
 No budget earmarked
 Heavily customized implementation by techies lacking
SharePoint skillz
Twitter: @meetdux Hashtag: #pm4sp

6. SharePoint Implementation Continuum
Draconian IT Wild Wild West
Empowerment
Control Chaos
Twitter: @meetdux Hashtag: #pm4sp

7. What are the key steps?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
Twitter: @meetdux Hashtag: #pm4sp

8. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

9. Key Steps to Define Project Success
 Why is SharePoint being implemented?
 What is the Priority?
 Time
 Cost/Budget
 Scope
 Identify Key Stakeholders
 Sponsor
 Customer
 Team
Twitter: @meetdux Hashtag: #pm4sp

10. Establish Rules of Engagement
 Project Phases
 Initiation
 Planning
 Execution
 Control
 Closing
 Roles and Responsibilities
 Project Communication
 Project Tracking
Twitter: @meetdux Hashtag: #pm4sp

11. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

12. Executive SharePoint Ignorance is Not Bliss
 Execs ordered SharePoint to be deployed
 Do they REALLY understand the value of SharePoint to the
organization?
 Is the budget realistic?
 As the enlightened ones, it’s our responsibility to raise
executive awareness about SharePoint
 Read “5 Reasons Why Executive SharePoint Ignorance is
Not Bliss” http://go.meetdux.com/393b
 Attend Oct 8, 2010 SharePoint event for executives in DC
 http://ExecutiveInsightsDC.com
Twitter: @meetdux Hashtag: #pm4sp

13. Educate and Engage the Business
 SharePoint is more than just a glorified network share
 Stress that SharePoint is a platform
 Tip: Address their pain points
 Provide high-level technology overview
 Discuss business challenges
 Map it to a SharePoint Solution
Twitter: @meetdux Hashtag: #pm4sp

14. Don’t Call It SharePoint!
 Generic Solutions
 Corporate Intranet
 Content Management
 Specific Solutions
 Employee Onboarding System for Human Resources
 Conference Room Scheduling System for Facilities
 Project Management Information System for PMs
 System Integration
 Custom Application Development
Twitter: @meetdux Hashtag: #pm4sp

15. Keep Priorities In Order
 You can’t do it all!
 What business need should you solve first?
 What are common features that can be deployed?
 Project scope must be limited and specific
 What’s important? Time? Budget? Functionality?
 Tip: Involve decision makers in planning and prioritization
 Read “How to Prioritize Business Needs When
Implementing SharePoint” http://go.meetdux.com/sbyv
Twitter: @meetdux Hashtag: #pm4sp

16. Example: Prioritizing SharePoint Features
Twitter: @meetdux Hashtag: #pm4sp

17. Proper Requirements Development
Watch: Best Practices in Gathering Requirements
for SharePoint Projects http://bit.ly/cwdCBp
Twitter: @meetdux Hashtag: #pm4sp

18. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

19. Define Project Goal
 A clear, quantifiable statement of project intent
 Why is the project being undertaken?
 What will the project achieve?
 Who is the customer?
 When is the deadline?
 Where will the project be implemented?
 Any constraints?
Twitter: @meetdux Hashtag: #pm4sp

20. Project Goal Example
The current SharePoint 2007 intranet will be
upgraded to SharePoint 2010 throughout the
university in order to increase adoption and
reduce IT support requirements.
The upgrade should be completed a month
before Fall semester begins.
Twitter: @meetdux Hashtag: #pm4sp

21. Identify Relevant Deliverables
 Apart from the end product, what are the essential
project artifacts and or milestones that needs to be
completed?
 For example:
 Governance Plan
 Training
 Content Migration
 SharePoint 2010 Installation and Configuration
Twitter: @meetdux Hashtag: #pm4sp

22. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

23. Define the Work Needed
 A WBS is a deliverable-based grouping of project tasks
and an effective way to define and organize all of the
work required to complete a project
SharePoint 2010 Upgrade
Content Install &
Governance Training
Migration Configure
Twitter: @meetdux Hashtag: #pm4sp

24. What Are You Estimating For?
Duration Work Resource
Attend O’Reilly Webcast
Paint This Room
Install SharePoint 2010
on Single Server
Twitter: @meetdux Hashtag: #pm4sp

25. Create the Network Diagram
 Identify task dependencies
Watch: Project Planning 101 http://bit.ly/3Md01E
Twitter: @meetdux Hashtag: #pm4sp

26. Create the Schedule
Twitter: @meetdux Hashtag: #pm4sp

27. IT, Can You Handle This?
 Implementation
 Do you have the relevant skillsets
to plan, engage with the business,
deploy SharePoint?
 Are key processes for release
management, disaster recovery,
auditing in place?
 Support and Maintenance
 What does the support structure look like?
 Resources available for maintaining related technologies?
 Future Releases
Twitter: @meetdux Hashtag: #pm4sp

28. Staff Your SharePoint Project Realistically
Committed Sponsor
+
Project Manager
IT group
• SharePoint developer
• SharePoint infrastructure Business group
specialist
• SharePoint architect • SharePoint business analyst
• SharePoint trainer
• SharePoint designer
Twitter: @meetdux Hashtag: #pm4sp

29. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

30. How Do You Track Progress?
“The only man who behaved sensibly was my
tailor; he took my measurement anew every time
he saw me, while all the rest went on with their old
measurements and expected them to fit me. “
— George Bernard Shaw,
Essayist and Nobel laureate
Twitter: @meetdux Hashtag: #pm4sp

31. SharePoint Project Tracking
 Making time to gather intelligence about the progress of
the project is a significant priority for the project manager
 What critical elements of a project do you track?
 Schedule
 Risks
 Changes
 _____________________
 _____________________
 Tracking with percentages doesn’t mean jack squat
Twitter: @meetdux Hashtag: #pm4sp

32. Key Steps in Project Tracking
 Monitoring Progress
 Analyzing Status
 Correcting the Schedule
 Managing Changes
Twitter: @meetdux Hashtag: #pm4sp

33. Example: Tracking Progress Effectively
Twitter: @meetdux Hashtag: #pm4sp

34. Agenda
 Can’t We Just Focus on the Technology?
 Establish Success Criteria
 Collaboratively Engineer a Solution
 Define Project Objectives
 Develop Relevant Project Plan
 Execute and Control the SharePoint Project
 Questions and Answers
Twitter: @meetdux Hashtag: #pm4sp

35. Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: meetdux
Don’t Miss http://ExecutiveInsightsDC.com
How did you like the presentation?
http://meetdux.com/feedback/
Twitter: @meetdux Hashtag: #pm4sp

36. Thank
You!