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Advanced SharePoint Tools
to Enhance Project
Management
Haniel Croitoru, MSc, PMP, PMI-ACP
O CTO B E R 17, 20 13
Agenda
• Introduction

• The need for technology in the PM’s life
• SharePoint in a nutshell
• Advanced Examples

Advanced...
introductions
3
Who are you?
• SharePoint users
• Project managers
• Other activities

• SharePoint usage
• For project management
• Somet...
Haniel Croitoru
• Senior project manager, scrum master, and business
analyst with over 15 years of experience
• Worked in ...
the need for technology in the PM’s life
6
PM’s mostly communicate!

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

7
Reality check - Information is
poorly managed
• Document duplication

• Poor access control and audit trails
• Finding inf...
Goal:

provide the right information
to the right person
at the right time
in the right format

Advanced SharePoint Tools ...
yyy

sharepoint in a nutshell
10
What is SharePoint
• Web Application platform
• Document and file management
• Collaboration and social networks
• Intrane...
What is SharePoint
• Framework for developing business applications

• Building blocks called web parts/apps
• Combine bui...
The SharePoint Onion
• SharePoint solutions
can be seen as an
onion

Custom Coding
3rd-Party Solutions
Configurations

• E...
Project Management sites
• SharePoint is often under-utilized when setting up
team sites
• It is common to find IT departm...
Advanced SharePoint Tools to Enhance Project Management

8/29/2013

15
What is SharePoint
• Framework for developing business applications

• Building blocks called web parts/apps
• Combine bui...
Project Management sites
• But SharePoint offers so much more for a project
team…

Advanced SharePoint Tools to Enhance Pr...
background
advanced examples
19
What we’ll talk about today
• Metadata & Search

• Microsoft Office integration
• Alerts
• Document Sets
• Communication b...
metadata & search
Metadata & Search
• Metadata – description of data

• Increases findability (search)
• Increases content organization
• Ta...
Showcase #1 – Metadata & Search

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

23
microsoft office integration
Microsoft Office Integration
• Project - tasks

• Outlook – tasks, calendar
• Lync – presence
• Visio - drawings

• Excel ...
Showcase #2 – MS Project,
Calendar, Excel Services

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

2...
alerts
Alerts
• For document libraries and lists

• Uses a push vs. pull approach
• Subscription is individual but can be managed...
document sets
Document Sets
• Relate and manage documents as a unit
• Move away from folders in favour of metadata
• Automatic metadata ...
Showcase #3 – Document Set

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

31
process map
Process Map
• Components of a process
• Map (overview)
• Process descriptions
• Document templates

Advanced SharePoint To...
Showcase #4 – Process Map
Initiation

Planning

Execution

Closing

SOW

Business
Requirements

Detailed
Design

Deploymen...
final thoughts
In closing…
• SharePoint is a large, sophisticated, and complex
web application that serves many purposes in an
organizati...
Thank You
haniel@vertexpoint.com

ca.linkedin.com/in/hanielcroitoru

@TheSharePointPM

www.thesharepointpm.com
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Advanced SharePoint for Project Managers

SharePoint has been the platform of choice for many organizations that need an integrated solution for enterprise content management, document management, business-enabling tools such as search, workflows, social networking, and much more. There are numerous out-of-the-box SharePoint tools that can be used to greatly enhance the communication, reporting, and governance required in project management.

This presentation provides a live presentation of some advanced tools such as dashboards, alerts, Document Sets, charting, process map visualization, and more on the new SharePoint 2013 platform.

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Advanced SharePoint for Project Managers

  1. 1. Advanced SharePoint Tools to Enhance Project Management Haniel Croitoru, MSc, PMP, PMI-ACP O CTO B E R 17, 20 13
  2. 2. Agenda • Introduction • The need for technology in the PM’s life • SharePoint in a nutshell • Advanced Examples Advanced SharePoint Tools to Enhance Project Management 10/17/2013 2
  3. 3. introductions 3
  4. 4. Who are you? • SharePoint users • Project managers • Other activities • SharePoint usage • For project management • Something else Advanced SharePoint Tools to Enhance Project Management 10/17/2013 4
  5. 5. Haniel Croitoru • Senior project manager, scrum master, and business analyst with over 15 years of experience • Worked in public and private sector verticals including healthcare, financial services, utilities, and consulting Scrum Master, Project Manager, SharePoint Evangelist • Since 2003 focusing on SharePoint, delivering solutions and contributing as Business Analyst and Trainer • Masters of Science in Computer Science with a specialty in Computer-Assisted Orthopedic Surgery from Queen’s University and a Master’s Certificate in Project Management from the York Schulich School of Business • Project Management Professional (PMP) since 2007 and an Agile Certified Practitioner since 2013 Advanced SharePoint Tools to Enhance Project Management 10/17/2013 5
  6. 6. the need for technology in the PM’s life 6
  7. 7. PM’s mostly communicate! Advanced SharePoint Tools to Enhance Project Management 10/17/2013 7
  8. 8. Reality check - Information is poorly managed • Document duplication • Poor access control and audit trails • Finding information is tedious • Lack of consistency between project sites • Poor team collaboration There exists a need for better management of projectrelated information and communication Advanced SharePoint Tools to Enhance Project Management 10/17/2013 8
  9. 9. Goal: provide the right information to the right person at the right time in the right format Advanced SharePoint Tools to Enhance Project Management 10/17/2013 9
  10. 10. yyy sharepoint in a nutshell 10
  11. 11. What is SharePoint • Web Application platform • Document and file management • Collaboration and social networks • Intranets, extranets, websites • Enterprise search • Business intelligence • System, process integration • Workflow automation • Part of Microsoft Office suite – tight integration Advanced SharePoint Tools to Enhance Project Management 10/17/2013 11
  12. 12. What is SharePoint • Framework for developing business applications • Building blocks called web parts/apps • Combine building blocks to meet specific business needs • Lots of web parts that allow for Microsoft Office data to be viewed and manipulated inside SharePoint Advanced SharePoint Tools to Enhance Project Management 10/17/2013 12
  13. 13. The SharePoint Onion • SharePoint solutions can be seen as an onion Custom Coding 3rd-Party Solutions Configurations • Each additional layer adds cost and complexity but offers more functionality Advanced SharePoint Tools to Enhance Project Management Out of the box 10/17/2013 13
  14. 14. Project Management sites • SharePoint is often under-utilized when setting up team sites • It is common to find IT departments creating blank Team Sites or out-of-the-box Document Libraries to replace network drives Advanced SharePoint Tools to Enhance Project Management 10/17/2013 14
  15. 15. Advanced SharePoint Tools to Enhance Project Management 8/29/2013 15
  16. 16. What is SharePoint • Framework for developing business applications • Building blocks called web parts/apps • Combine building blocks to meet specific business needs Advanced SharePoint Tools to Enhance Project Management 8/29/2013 16
  17. 17. Project Management sites • But SharePoint offers so much more for a project team… Advanced SharePoint Tools to Enhance Project Management 10/17/2013 17
  18. 18. background
  19. 19. advanced examples 19
  20. 20. What we’ll talk about today • Metadata & Search • Microsoft Office integration • Alerts • Document Sets • Communication between web parts Advanced SharePoint Tools to Enhance Project Management 10/17/2013 20
  21. 21. metadata & search
  22. 22. Metadata & Search • Metadata – description of data • Increases findability (search) • Increases content organization • Tags instead of folders Advanced SharePoint Tools to Enhance Project Management 10/17/2013 22
  23. 23. Showcase #1 – Metadata & Search Advanced SharePoint Tools to Enhance Project Management 10/17/2013 23
  24. 24. microsoft office integration
  25. 25. Microsoft Office Integration • Project - tasks • Outlook – tasks, calendar • Lync – presence • Visio - drawings • Excel – tables, charts, KPI • Access - databases • Infopath – forms • Visual Studio - development Advanced SharePoint Tools to Enhance Project Management 10/17/2013 25
  26. 26. Showcase #2 – MS Project, Calendar, Excel Services Advanced SharePoint Tools to Enhance Project Management 10/17/2013 26
  27. 27. alerts
  28. 28. Alerts • For document libraries and lists • Uses a push vs. pull approach • Subscription is individual but can be managed by an admin Advanced SharePoint Tools to Enhance Project Management 10/17/2013 28
  29. 29. document sets
  30. 30. Document Sets • Relate and manage documents as a unit • Move away from folders in favour of metadata • Automatic metadata tagging • Customized view (more than just folders) • Workflows • • • • • Send to Repository Approvals Set fields on a Document Set to certain value Assign contents for approval Assign tasks for users to work on a document set • Use a Note Board (social collaboration web part) to discuss latest changes Advanced SharePoint Tools to Enhance Project Management 10/17/2013 30
  31. 31. Showcase #3 – Document Set Advanced SharePoint Tools to Enhance Project Management 10/17/2013 31
  32. 32. process map
  33. 33. Process Map • Components of a process • Map (overview) • Process descriptions • Document templates Advanced SharePoint Tools to Enhance Project Management 10/17/2013 33
  34. 34. Showcase #4 – Process Map Initiation Planning Execution Closing SOW Business Requirements Detailed Design Deployment Plan Project Charter WBS Architecture Test Plan Project Plan Monitoring & Control Change Requests Status Reports Advanced SharePoint Tools to Enhance Project Management Financial Reports Project Health Reports Risk Logs Issue Logs 10/17/2013 34
  35. 35. final thoughts
  36. 36. In closing… • SharePoint is a large, sophisticated, and complex web application that serves many purposes in an organization • With little guidance and training SharePoint out of the box can greatly improve project communication and information management • Don’t be afraid to ask your IT department for SharePoint Advanced SharePoint Tools to Enhance Project Management 10/17/2013 36
  37. 37. Thank You haniel@vertexpoint.com ca.linkedin.com/in/hanielcroitoru @TheSharePointPM www.thesharepointpm.com

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