This document provides an overview of using SharePoint for project management out of the box. It discusses using SharePoint lists and libraries to track projects, documents, tasks, and metrics. It also covers connecting tasks to documents, communication features like alerts and workflows, creating dashboards, and integrating with Microsoft Project. The document provides guidance on getting started with an implementation including information architecture, roles, and training.

1. SharePoint: Out of the Box Project
Management
MindSurf October 15th, 2013

2. Donald Donais
Avtex SharePoint Consultant
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais

3. Agenda
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General Principals
Tracking Projects
Connecting to Documents
Communications & Alerts
Reporting & Dashboards
Other Considerations

4. General Principals

5. Why SharePoint and Project
Management?

6. Where Can SharePoint Help?
Project Tracking
Project
Documents
Metrics
Communication

7. Crawl, Walk, Run
• Crawl
 Out of the Box Features
• Walk
 Integration with MS Project
 Third Party Tools
• Run
 MS Project Server
 Custom Development with Other Applications

8. Getting Started
• Same As Any Other Product
• Discovery
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What is the PMO Process?
What types of projects is this helping to manage?
Information Architecture/Taxonomy
Document/Content Management
Roles
• Implementation
 Documentation of Solution
 Training

9. Information Architecture/Taxonomy
• How is a user going to navigate?
• User Interface
 Single SharePoint Site Collection with all Projects
 Rolling Up Specific Content to Top Level
 Consistent Site Layout/Structure
• How is Content Divided Up?
 List/Library vs. Site/Sub-site
 Global and Local Navigation

10. Document/Content Management
• Content Types
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Document Templates
• Workflows
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Out of the Box
SharePoint Designer Custom
Third Party Vendor
Site Columns
Content Approval
Check-Out
Versioning

11. Project/SharePoint Roles
• Project Specific Roles
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Project Manager
Project Team Members
Team Leads?
Executive Sponsor
Project Sponsor/Director
Project Role
SharePoint Role
Permissions
Project Manager
Owner
Full Control
Project Team
Members
Member
Contribute
Member & Approver
Contribute; Approval
Executive Sponsor
Visitor
Read
Project
Sponsor/Director
Visitor
Read
Team
• SharePoint Specific Roles Leads
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SharePoint Owner
SharePoint Member
SharePoint Approver
SharePoint Visitor

12. SharePoint Training
• Train Based on Roles
 Owners – Needs the Most
• Permissions
• Creating Sites
• Document Management Features
• Lists and Libraries
• Web Parts
• Much More
 Members
• Adding Content Lists/Libraries
• Adding Metadata
• Creating Personal Views
• Connecting to Office
 Visitors
• Navigating Around SharePoint
• Opening and Reading Documents

13. Tracking Projects

14. Project Sites
• FAB 40 Template - SharePoint 2007 & 2010
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Project Tracking Workspace
Budgeting and Tracking Multiple Projects
Change Request Management
IT Team Workspace
• Team Sites (All Versions)
• Project Site (SharePoint 2013)
 Basic Team Site
 Automatically Includes Task list and Timeline
 Notebook – a.k.a. OneNote

15. Built In Lists
• Tasks List (All Versions)
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Tracking Tasks
Predecessors Added in 2010
• Project Task List (All Versions)
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Gantt View
Predecessors Added in 2010
• Calendars (All Versions)
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Calendar Overlay Added in 2010
• Issues List (All Versions)
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Bug Tracking
• Contact List (All Versions)
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Contact Information
Custom List (All Versions)
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Milestones, Overall Project Master List

16. Access Services
• SharePoint Enterprise Version 2010 or 2013
 Tables, Queries, Forms, Reports
 Issues Web Database
 Projects Web Database
• SharePoint 2010
 Web Databases SharePoint Sites
• SharePoint 2013
 SharePoint Apps
 Need Access 2013
 Creates SQL Database per Access App

17. Microsoft Project 2010/2013
• Purpose for MS Project and SharePoint?
 Synchronize Tasks
• MS Project 2010/SharePoint 2010
 Create or Overwrite Task or Project Task List
 Tasks and Subtasks Difficult
 Create Custom Fields in MS Project
• Map Fields to SharePoint
• MS Project 2013/SharePoint 2013
 Create or Overwrite Task or Project Task List
 Tasks and Subtasks are Separate and Easy to Use
 Create Custom Fields in MS Project
• Map Fields to SharePoint

18. • SharePoint Site/List Options
• Access Services
• MS Project Integration

19. Connecting to Documents

20. Document Management Features
• Ensure One Version of the Truth
• Content Types/Site Columns (SharePoint 2007-2013)
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Document Templates
Metadata
Persistent Workflows
Document Sets (SharePoint 2010 & 2013)
• Content Approval (SharePoint 2007-2013)
 Not Available Until Approved
• Check-Out vs. Collaboration (SharePoint 2007-2013)
 Check-Out on Documents Only
 Office Web App/Office Co-Authoring Capabilities
 Best Practice – Always Display Check Out To Column in View
• Versioning
 Major and Minor
 Number of Versions Retained
 Best Practice – Display the Versions Column in View

21. Connecting to Tasks
• Used to Relate Content (Lists and Libraries)
• Lookup Column (SharePoint 2007-2013)
 Connects Lists Relationally
 Enforce Relationship Behavior (2010 & 2013)
 Limited to the SharePoint Site
• Displaying Tasks/Associated Documents
 Web Part Connections – Web Part Pages
 Default Display Form

22. • Content Types
• Document Management Settings
• Associating Tasks and Documents

23. Communication & Alerts

24. Alerts
• Very Powerful and Most Overlooked Tool
• Automatically Communicating Activity
• SharePoint Alerts
 List/Library Level
 Item/Document Level
 Search Level
• Options Include
 Users
 Send Alerts for These Changes
 When to Send Alerts
MOST IMPORTANTLY – YOU CAN SIGN SOMEBODY ELSE UP!

25. Workflows – Out of the Box
• Add Automated to and Existing Business Process
• Used to Communicate or Effect Document Lifecycle
• Workflows Include:
 Approval
 Collect Feedback
 Collect Signatures
 Three-state
 Disposition Approval
• Information Management Policy

26. Custom Workflows
• SharePoint Designer 2007 – 2013
 Advanced Workflows to Alert to Interact with Content
 Conditions & Actions
 Stages &
• SharePoint Designer 2010/2013 and Visio
 Workflow Visualization
• Third Party Vendors
 Nintex
 K2

27. Other Communication
• Real Simple Syndication (RSS Feeds)
 Subscribe to RSS Feed
 RSS Feed Readers
• Connecting to Outlook
 Tasks
 Calendars
 Contacts
• SharePoint Workspace 2010
• SkyDrive (SharePoint 2013)
• Tags and Notes (SharePoint 2010 – 2013)
 Tag Content, Lists/Libraries or Pages
• Following (SharePoint 2013)
 Followed Content is Available in My Site

28. • SharePoint Alerts
• Out of the Box Workflows
• Following (SharePoint 2013)

29. Dashboards

30. Web Parts & Views
• Quick Look at Important Info
• Can Display
Project Need
SharePoint Solution
My Tasks on Project Site
List Web Part with View Filtering by User or My Tasks (SP
2013)
Tasks Displayed on Calendar
Calendar View of the Task List
Relevant Documents to User
Web Part Relevant Documents
Key Metrics
Excel Services (Enterprise 2007 – 2013)
Project Status
KPI or Status List (Enterprise 2007 – 2010)
Aggregated Tasks or Documents Content Query Web Part, Content Search Web Part, or
Search Scopes

31. Task Aggregation
• SharePoint 2013 Features
• My Tasks
 Aggregate Across All SharePoint
 Include Tasks From Exchange 2013
 Include Tasks from Project 2013
• Different Views
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Important and Upcoming
Active
Completed
By Task List

32. • Creating a Dashboard
• My Tasks (SharePoint 2013)

33. Third Party Project Management Tools
• Project Server 2013
 Installs on top of SharePoint 2013
 Promote or Demote SharePoint Task Lists
 Project Dashboard
• Project Management Central – Bamboo Solutions
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Rides on to of SharePoint 2007/2010/2013
Process and Change Management
Resource Allocation and Reporting
Cost, Risk, and Issue Tracking
• EMP Live
 Portfolio, Project, Cost, Resource, Work Management Features
 Timesheet Capabilities
 Integration with Outlook, Excel, Access & MS Project

34. Resources
• Microsoft Office – SharePoint and Project
 http://office.microsoft.com/en-us/support/results.aspx?qu=project&ex=2&filter=1&av=osu
• Project Server 2013
 http://bit.ly/1am2yud
• Project Management Central - Bamboo Solutions
 http://bit.ly/17qoYKe
• EMP Live
 http://bit.ly/16cppaI

35. Q&A

36. MN SharePoint Users Group Website
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SharePoint Resource Documents
SharePoint Resource links
RSS Feeds
Meeting Schedule
Past User Group Presentations
Past User Group Recordings
Sponsorship Information
• http://sharepointmn.com
• Email: sharepoint@sharepointmn.com

37. Avtex IT Pro Consultant
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais