The document outlines 7 ways to leverage Microsoft SharePoint for project management success. It describes how SharePoint can be used to (1) easily create a project management information system (PMIS) with minimal technical skills, (2) efficiently manage project information through centralized document storage and version control, and (3) facilitate project collaboration using document collaboration and team communication tools. Additionally, SharePoint can (4) seamlessly integrate with common project management tools like Microsoft Office and enterprise tools, (5) automate typical project processes through workflows, (6) generate relevant project reports and dashboards, and (7) enable mobile access to project information.

1. 7 Ways To Leverage SharePoint
For Project Management Success
Dux Raymond Sy, PMP
Hyatt Regency Cambridge
June 24, 2009
2.30pm – 3.45pm

2. Session Objectives
 After completing this presentation, you will be able to
describe the benefits of utilizing SharePoint as a Project
Management Information System (PMIS)
 In addition, you will be able to comprehend SharePoint’s
capabilities to
 Enable efficient document management
 Integrate common project management tools
 Facilitate team collaboration
 Automate project processes
 Generate relevant project reports
 Allow mobile PMIS access

3. 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

4. Agenda
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Summary

5. Challenges of Project Management
 Project Information Management
 Centralized Repository
 Traceability
 Access Privileges
 Relevance
 Collaboration
 Real Time
 Offline
 Remote

6. Share
+
Point

7. 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 components of collaborative solutions
 WSS
 MOSS

8. What if SharePoint is a Car?
Car SharePoint
Purpose: Purpose:
What’s required? What’s required?

9. SharePoint Geek Vagen

10. WSS vs MOSS
 WSS is the core technology of Microsoft SharePoint
 Considered as the “engine” of SharePoint
 Provides document management and team
collaboration tools
 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 DVD system,
Voice Commands, etc.
 Extended features include Enterprise search,
Personalization, Enterprise Content Management, etc.
 Unlike WSS, MOSS is not available for free

11. What’s a PMIS?
 A standardized set of automated project management
tools available within the organization and integrated into
a system
 Used by the project management team to
 Support the generation and maintenance of project
artifacts
 Facilitate communication and feedback
 Monitor project activities
 Control project changes
 Analyze and forecast project performance
 Contains real-time information essential for initiating,
planning, executing, controlling, and closing a project

12. What’s out there?
 Microsoft SharePoint
 Microsoft Project Server
 Clarity
 Primavera
 Web-based
 Google Team Site
 Basecamp
 Zoho

13. SharePoint as a PMIS
 Individual projects can have a collaborative web site
 Access can be limited to the project team and
appropriate stakeholders
 Project artifacts can be centrally stored and maintained
 Project communications can be streamlined
 Relatively easy to use
 IT intervention is minimal
 Based on familiar tools and
technologies: Web, Windows,
Microsoft Office

14. Agenda
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Summary

15. #1 Easily Create a PMIS
 Technical skill requirement is minimal
 Microsoft Windows
 Microsoft Office
 Familiar with web browsing
 Easily define stakeholder access
 Based on project communication needs
 If deployed appropriately, IT does not
have to deal with
 Updating content
 Defining account privileges
 Maintaining a document repository

17. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu

18. #2 Efficiently Manage Project Information
 SharePoint provides various tools to effectively centralize
and manage project information
 Project Schedule
 Project Documents
 Change Request
 Risk/Issue Log
 Budget
 Document management features
 Information storage
 Check-in/check-out
 Version control
 Content approval

19. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu

20. #3 Facilitate Project Collaboration
 Document Collaboration
 Document Workspaces can be used to jointly develop
requirements document, reports, templates, etc.
 Team Collaboration
 Wikis to document lessons learned
 Discussion boards for offline communication
 Meeting Workspaces to support project meetings

21. Example: Clarifying Requirements

22. #4 Seamlessly Integrate with PM Tools
 E-mail
 Microsoft Office
 Word
 Excel
 PowerPoint
 Project
 Enterprise tools
 Third Party Tools
 Project Publisher
 Intelligant

24. Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas

25. #5 Automate Project Processes
 Common project workflows
 Change Control
 Expense Reimbursement
 Vacation Request
 SharePoint workflows
 Three-State
 Custom workflows

26. Example: Change Request

27. #6 Generate Relevant Reports
 SharePoint can be used to generate relevant
 Interactive summary of a project
 Project tasks information
 Automated alerts
 Dashboards can be created using Web Parts
 Red, Amber, Green (RAG) Status
 Key Performance Indicators (KPI)
 Charts

28. Example: Milestones Dashboard

29. #7 Enable Mobile Access
 A mobile version of a SharePoint site is created
automatically upon creation of a site
 Accessed via the subdirectory /m/
 http://sharepointcafe/m/
 Web pages are optimized
and formatted for a mobile browser
 In addition, e-mail can be used to
interact with a SharePoint PMIS

30. Agenda
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Summary

31. Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux

32. Summary
 You are now able to describe the benefits of utilizing
SharePoint as a Project Management Information System
(PMIS)
 In addition, you can leverage SharePoint’s capabilities to
 Enable efficient document management
 Integrate common project management tools
 Facilitate team collaboration
 Automate project processes
 Generate relevant project reports
 Allow mobile PMIS access

33. Thank You!