Want More Out of your SharePoint Environment? Extend your SharePoint Environment into a Comprehensive IT Infrastructure for Projects, Products and Services
SharePoint is the most common collaboration tool on the market today. It was common in the early adoption years to see SharePoint implementations that were intended for content management purposes only. Now, IT organizations are thinking outside of the box. If you must do more with less, what better way to protect your current investment and minimize costs then to leverage the same platform to bring Project Management, Product Development and Service Management to your IT organization?
Join us in a one hour webinar to learn how you can extend an underutilized SharePoint deployment into a full Enterprise project, product and service management solution. Topics includes:
- Common Uses of SharePoint
- SharePoint Deployment Best Practices
- SharePoint Recommendations
- Benefits of Centralization
- SharePoint for IT Planning and Control – Projects, Products and Services
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Want More Out of your SharePoint Environment? Extend your SharePoint Environment into a Comprehensive IT Infrastructure for Projects, Products and Services
1. Want More Out of your SharePoint
Environment?
Extend your SharePoint Environment into a Comprehensive
IT Infrastructure for Projects, Products and Services
Jim Patterson
2. Topics
Common Uses of SharePoint
SharePoint Deployment Best Practices
SharePoint Recommendations
SharePoint for IT Planning and Control
– Projects, Products and Services
4. Where Most Start
Free version available and easy to start
Users freely add sites/workspaces
Document storage and collaboration
– Improvement over file shares and local storage
– One version of the news
Team sites for general collaboration
– Lists, announcements, other
Capabilities greatly underutilized
5. Increasing Value With Process Complexity
Integrated to ERP and
Structured Data
Production Process &
Vertical Applications
Value
Ad Hoc Process &
Collaboration
Secure Repository
Costs
7. Are You Ready For Bigger Use of SharePoint?
Server farm(s)
Large volumes of data
Wide variety of data
Complexity and navigation
Customization and integration
Consistent use and adoption
8. Planning and Governance
Build team that is cross-organizational
Define the SharePoint COE
Study information architecture
– Taxonomies, content types, etc.
Define technical architecture
Consider user navigation
Involve power users early
– Get buy-in
9. Governance on Site Creation – Request Form
What is the nature of the site?
Who owns the site?
What type of data will be stored?
Will some data become a record?
How many versions of data should be kept?
Expected life space of the site?
Who should have access to the site?
Workflow needed?
Need for imaging?
External collaboration required?
10. Plan and Optimize for Scalability
Look at storage needs
– Document volumes and sizes
Additional network traffic
– LAN or WAN?
Site collections – one or many
– Multiple may be preferred (By business unit?)
Global deployment?
– Replication or multiple farms
12. Leverage 3rd Parties to Fill Gaps
Management tools
Replication
WAN acceleration
Content migration
Backup and archiving
Enhanced workflow
Social extensions
Secure extranet tools
Vertical applications
13. Deployment and Integration Recommendations
Clearly delineate where SharePoint should
or should not be used
Migrate only content that is truly needed
Have “one version of the truth”
Consider customizations carefully
– Future upgrade considerations
14. Recommendations
Early
Develop a content management strategy deploying
Plan and set guidelines for SharePoint usage
Displace some email use, and use SharePoint for collaboration
Architect for flexibility and growth
Long Term
Focus on people and behavior – fit tools to process
Create a SharePoint development/service group
Inventory all sites/repositories, and ID owners and purposes
Set policies on team sites and documents within
Build a library of purpose-specific templates and accepted 3rd
party add-ons
Identify SharePoint dependencies with other applications
15. SharePoint for IT Planning and
Control
for Projects, Products and Services
16. Business Value Proposition
No need for separate, expensive
applications
Generate increased value from the
investment in SharePoint
Increased efficiency by workers
getting all work in a single solution
Opportunity to retire multiple
solutions that can be handled in one
17. Work is Everywhere
Select Plan Execute Control Close
To dos Application
Project Tasks
Issues Backlog
Documents
Defects Approvals
User Recurring
Stories Maintenance
Incidents
Changes
Deliverables
Testing Bugs
18. Disconnected Systems & Processes
Service Application Project
Management Management Management
• Requests • User Stories • Tasks
• Problems • Defects • Issues
• Changes • Tasks • Changes
• Testing • Actions
• Maintenance
• Work is managed by parallel processes
• Multiple entry points of work that is associated
• Departmental silos enforcing their own
processes, priority and deployment
19. Introducing WorkEngine
Portfolio Resource Cost Schedule Work Time
Management Management Management Management Management Management
Enterprise Work
Demand Management Capabilities
Project Application Service
Management Management Management Pre-built
Applications
Tasks To-dos Approvals Changes Bugs Problems Backlogs (Work Processes)
Issues Maintenance Deliverables Testing Service Requests Defects
Work Features
Integration with
Other Systems
Other
LOB’s
20. Built in SharePoint
Work Resource Portfolio Time
Planner Planner Manager Manager
Business
Content Business
Collaboration BCS Search Process
Management Intelligence
Management
21. End to End Project & Work Management
Strategic
Project & Work
Management
Tactical
Project &
Work
Management
22. Enhanced Resource Management Capabilities
Strategic
Project & Work
Management
Tactical
Project &
Work
Management
23. WorkEngine - All Work Together
Business Value
Applications
Services
Incidents
Service Portfolio Projects
Incidents, Changes, Problems
Projects
Reporting
Changes
Metrics
Dashboards
Status Reports
Select Application Portfolio
Work Releases, Backlog, Test Cases
Execution
Demand Resource Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel all work through a common governance and control
structure.
25. Demand Management
All Work Requests
are captured from
common Self Service
Portal
Enhance business
user experience with
full visibility of entire
request process
Route Requests to
appropriate team
based on type of
work Requests Projects Applications
Empower Your Business Customer to
Submit Request Through Web Forms
26. IT Governance
Business Value
Applications
Services
Incidents
Service Portfolio Projects
Incidents, Changes, Problems
Projects
Reporting
Changes
Metrics
Dashboards
Status Reports
Work
Type
Application Portfolio
Releases, Backlog, Test Cases
Execution
IT Demand Resource Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel all IT work through a common governance and control
structure.
29. Service Requests
Maintain all service
requests from a
single location
Meet unique needs
based type of service
request
Increase efficiency
through instant
visibility and
assignment
All service requests at your
finger tips
30. Service Level-Agreements
SLA terms logged in
a single system
Service personnel all
aware of contractual
obligations
Customers receive
consistent levels of
service
Manage service agreements as
negotiated
31. Account & Contract Management
Consistent customer
service for internal
and external
customers Account Services Metrics
Contract details
visible, accessible
and enforceable
All customer work is
manageable,
traceable, and Contract Metric
consistent
Account & Contract Information
at your Finger Tips
32. ITPC Governance
Business Value
Applications
Services
Incidents
Service Portfolio Projects
Incidents, Changes, Problems
Projects
Reporting
Changes
Metrics
Dashboards
Status Reports
Work
Type
Application Portfolio
Releases, Backlog, Test Cases
Execution
IT Demand Resource Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel all IT work through a common governance and control
structure.
34. Key Application Management Features
Application Portfolio Management Agile Schedule Management
Resource Management Cost Management
Task & Work Management Time Management
Test Case Management Defect Management
Change Management Document Management
Reporting & Business Intelligence TFS Integration
35. Application Portfolio Management
Maintain inventory
of all company
applications and
assets
Roadmap lifecycle
and maintenance of
all application
investments
Achieve efficiencies
and eliminate
redundancies
Manage application assets
throughout their useful lifecycle
36. Application Workspaces
Applications
managed as valued
assets
All application
metrics tracked and
maintained
Application related
projects and
maintenance all
managed centrally
All application information and
metrics at your finger tips
37. Agile Management
Iterative
development and
maintenance of
application assets
Common tools for
agile, projects and
services
Integration with
TFS Integration
SDLC tools like TFS
Iterative application and
product development
38. IT Governance
Business Value
Applications
Services
Incidents
Service Portfolio Projects
Incidents, Changes, Problems
Projects
Reporting
Changes
Metrics
Dashboards
Status Reports
Work
Type
Application Portfolio
Releases, Backlog, Test Cases
Execution
IT Demand Resource Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel all IT work through a common governance and control
structure.
39. Workspaces for a Variety of Projects
Project Services Software Dev
Workspace Product Workspace Construction Workspace
Workspace Workspace
41. Project Workspaces
Tools that leverage
standard SharePoint
workspaces for
projects
All aspects of project
management
tracked within the
workspace
Project workspace
details automatically
rolled-up to portfolio
All project management data
views and metrics from a single
source
42. Project Schedule Management
Detailed project
schedules and
assignments in a
single system
Bi-directional
integration with MS
Project
Online Work Planner
for non-MS Project Online Project Planner Microsoft Project 2003, 07, 10
Microsoft Project Server 2007, 10
users
Detailed schedule management
in SharePoint with EPM Live
43. Resource Management
Gain Greater Control
of Project Resources
Resource Planning
Across All Work
Resource Capacity
Planning
Resource Workload
and Availability &
Gain Visibility into All
Resource Demands
46. Resource Capacity Planning
Forecast resource
demand for all
portfolio items
FTE or hours based
planning
Resource Capacity
Planning for all
Portfolio items
Demand vs. Capacity
Gain Visibility into All
Resource Demands
48. WorkEngine - All Work Together
Business Value
Applications
Services
Incidents
Service Portfolio Projects
Incidents, Changes, Problems
Projects
Reporting
Changes
Metrics
Dashboards
Status Reports
Select Application Portfolio
Work Releases, Backlog, Test Cases
Execution
Demand Resource Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel all work through a common governance and control
structure.
50. Pre-built Solution Templates
Keep your entire team informed, accountable and connected in a
centralized, web-based environment that is easy-to-use and rapid
to deploy
PMI (PMBOK)
Agile (SCRUM)
MSF
Prince2
CMMI
Professional Services
Project Management Office
Program Management
Construction
EPM Live provides prebuilt project workspace templates
to help get project teams up and running quickly
51. Resource Management
Gain Greater Control
of Project Resources
View Resource
Assignments for All
Work
Resource Planning for
Projects, Applications
and Service related
activities
Resource Workload
and Availability & Gain Visibility into All
Resource Demands
52. Work Management
Initiate Plan Execute Control Close
Risks
Updating Task Status Actions
User Stories
on All Work Assigned Issues Documents
To You Defects
Contracts
Tasks
Problems Defects
Sign Up for Task Bugs Approvals
Deliverables
Status Alert Emails Recurring Changes
Requests Maintenance
Create New Work
Items From a Single
View
Manage and Track All Work
Assigned To You
53. Time Management
Report time-phased
actual work on any
SharePoint Work item
Save, Submit, Select
Period, Add, Remove
Timesheet Items
Capture special time
categories such
as billable, non-billable,
regular, overtime, and
more
Integrate with LOB
applications: Microsoft
Project & Project Server,
QuickBooks, Microsoft
Understand what it really takes
Dynamics GP, Oracle, to do work in your organization
Lawson, etc.
55. Reporting
Flexible charting
webparts for
visualizing all data
SQL Server base
reporting tables for
flexible surfacing of
data
Central repository
for dashboards as a
natural output
Many ways to report and
surface data