2. Activity: Reality of Managing Information
On a sheet of paper, identify three challenges in
managing information
For example:
Multiple tools used
Cannot keep track of document versions
Cannot define access control
Swap this sheet of paper with another person
Edit their challenges
Add your challenges
3. Class Objectives
After completing this class, you will be able to leverage the
benefits of utilizing SharePoint
In addition, you will be able to
Build a SharePoint Site
Identify relevant site components
Customize stakeholders site access requirements
Integrate common Microsoft Office tools
Generate on-demand dashboard with Web Parts
4. Dux Raymond Sy, PMP
Managing Partner, Innovative-E, Inc.
Author, “SharePoint for Project
Management” by O’Reilly Media
Contract Author & Instructor,
Learning Tree International
For more information, connect with Dux
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux
5. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
8. Information Management Challenge
Lack of centralized storage
Information dispersed
Can be multiple copies of the same document
Tracking and undoing changes
Merging changes from multiple users can be
problematic
Defining relevant information access
Any user with a copy can edit the file
No way to track who made changes and when
9. Team Collaboration Challenge
Real time
Need to ensure only one user can edit a file at a time
Need instant communication among group members
Offline
Users need to know what changes have been made to a
file and when
Discussion and feedback mechanism is needed
Remote
Making information accessible anytime anywhere
Need a method of tracking changes, seeing who made
changes, and rolling back to prior versions
10. How Do You Do IT?
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11. In a Perfect World
Accessibility
Information needed can be
accessible in a central location
One-stop shop
Team collaboration
Easily work with colleagues
whenever, wherever, and however
Traceability
Information updates can be easily tracked
Archive of any changes made is available
An access log is available
12. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
14. What’s SharePoint?
Allows individuals in an organization to easily create and
manage their own collaborative Web sites
Simplifies how people find and share information across
boundaries, and enabling better informed decisions
Seamlessly integrates with Windows and MS Office
Does not refer to a specific product or technology
Using the word “Microsoft SharePoint” is like using the
word “Microsoft Office”
Refers to several aspects of Web-based collaborative
solutions
Windows SharePoint Services (WSS) 3.0
Microsoft Office SharePoint Server (MOSS) 2007
15. What if SharePoint is a Car?
Car SharePoint
Purpose: Purpose:
What’s required? What’s required?
17. WSS and MOSS
WSS is the core technology of Microsoft SharePoint
If SharePoint is a car, WSS can be considered the “engine”
Provides the core technology that supports document
management and team collaboration
WSS is available for free as long as your organization is
utilizing Windows Server 2003 or above
MOSS extends the capabilities of WSS
Going back to our car analogy, MOSS provides extended
capabilities such as GPS, a DV D system, Voice Commands
Extended features include Enterprise search,
Personalization, Enterprise Content Management, etc.
Unlike WSS, MOSS is not available for free
18. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
19. SharePoint Site Hierarchy
SharePoint sites are organized in a hierarchy
Top-level site
Sub-site
Top-lev el site
Sub-sites
Site Collection
20. Deciding Site Hierarchy
How would you organize sites? What is the logical
taxonomy?
With your organization, choose one of the
two high-level Site hierarchy options:
Single site collection that includes a
top-level site and all sites are sub-sites
Multiple site collections where
each site is an independent
site collection
21. Site Creation
Two main ways of creating a SharePoint sub-site
Directly from a top-level site using a Web browser
From any Microsoft Office application
Steps to create a sub-site:
1. Go to the Create page
2. Select Sites and Workspaces
3. Specify Site Creation Settings
23. Refining the Site
Determine if any organizational standards exist for
Site look and feel
Navigation
Usability
Organizational specific needs
Regional settings
Site usage
Auditing needs
Regulatory compliance
24. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
25. Site Should Enable a Team to
Centralize information
May include project contacts, calendar, documents,
templates, forms, and checklists
Maintain history & define access privileges
Facilitate communication and collaboration
Collaborative activities such as scheduling a meeting,
jointly developing a proposal or informally brainstorming
on strategies should be supported
Automate processes
In SharePoint, information is stored and organized in lists
and libraries
26. SharePoint Lists
A collection of shared information items
Most of the information in a SharePoint site is organized
and stored in lists
Everyone who has access to the site is able to view lists
V iewing a list is comparable to viewing information in a
spreadsheet
27. Common Lists in a SharePoint Site
Calendar
Contacts
Project task
Issue tracking
Custom List
28. Components of a List
Lists are composed of two key sections
1. List toolbar
– New
– Actions
– Settings
– V iew
2. List item(s)
29. Creating a List
Two types of lists that can be created
Out-of-the-box list
Custom list
Steps to create a list:
1. Go to the Create page
2. Select the type of list to be created
3. Specify the list settings
31. Libraries
Files are stored and organized in libraries
Similar to storing files in folders
Provides a centralized location
Document storage
Controlled access of documents
Libraries are advanced lists
Features and functionalities in lists are mostly applicable
to libraries
There are four types of libraries
In a Site, you would typically use a document library
32. Creating a Document Library
Multiple ways to create a document library
From the browser
From Microsoft Office
Steps to create a list:
1. Go to the Create page
2. Select Document Library
3. Specify the list settings
34. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
35. Adapting Communications Requirements
Information needs of stakeholders
Identify the type of information a stakeholder would need
What is the frequency?
Will they retrieve the information or should it be sent to
them?
Stakeholder influence and interest defines Site access
How much access would a stakeholder have?
36. SharePoint Site Access
SharePoint sites are intended for a community of users
It is the responsibility of the site owner to define who the
site members are
Typically, site membership is defined when the site is being
created
Site membership also defines what the member can do
How are site members added?
1. Site members can be manually added by the site owner
2. Site access can be requested by any user
37. Site Permissions
Two ways to assign permissions
SharePoint Groups
Individual user permissions
Default permission levels in SharePoint include:
Full Control: has full site control
Design: can add content and customize pages
Contribute: can add content
Read: has read-only access to the site
Best Practice: vast majority of users will have Contribute
permission
40. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
41. Revisiting Lists and Libraries
Apart from centrally storing documents, lists and document
libraries provide several document management features
Check-out/check-in
V ersion history
Content approval
43. Collaboration Tools
Wikis
A Web site in which users can easily edit any page
In project environments, it provides an easy way to record
lessons learned
Discussion boards
Similar to online message boards on the Web
Like news groups or Web logs
Provides threaded discussion capability
Participants can reply to any message in the discussion
48. SharePoint Reporting Tools
Custom V iews
V iews that are created to match user or group interest
For example, we are interested in viewing project
documents that were modified by the sponsor during
project initiation
Web Parts
Customizable software components that serves a
particular purpose
Can be used to create project dashboards
50. Agenda
Information Management Challenges
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Stakeholders to the Site
Supporting Team Collaboration and Reporting
Adapting SharePoint to Your Env ironment
Summary
51. It must be considered that there is nothing more difficult
to carry out nor more doubtful of success nor more
dangerous to handle than to initiate a new order of
things.
—Niccolò Machiavelli, Italian statesman and philosopher
The challenge in a major technology rollout is …
Remember, people can change as
The change is worthwhile
It would bring great benefits primarily at a personal level
then at the organizational level
52. Creating and Reusing Templates
An existing SharePoint Site can be saved as a site template
All the lists, libraries, views, and Web Parts that were used
will be stored
The content can be optionally stored as well
The site template can be used as a basis for the creation of
a new Site
53. Provide User Support
Training
Books
Web-based videos
Instructor-led
Self-service help / FAQ
Checklists
Templates
How-to Guides
Feedback mechanism
Gather user ideas, suggestions, comments
54. Agenda
Why SharePoint?
Setting Up a SharePoint Site
Adding Site Components
Including Project Stakeholders to the Site
Supporting Team Collaboration
Project Tracking and Reporting
Adapting SharePoint to Your Project Env ironment
Summary
55. Summary
You are now able to leverage the benefits of utilizing a
SharePoint site
In addition, you are able to
Build a SharePoint Site
Identify relevant site components
Customize stakeholders site access requirements
Integrate common Microsoft Office tools
Generate on-demand dashboard with Web Parts