Presented at Orlando SharePoint USer Group April 6, 2011

1. How to Effectively
Plan, Execute & Control
SharePoint Projects
Dux Raymond Sy, PMP
Video Recording: http://vimeo.com/22604942

2. Presentation Objectives
¡ In this presentation, you will learn the essential components
of delivering successful SharePoint projects
¡ In addition, you'll learn key techniques in:
¡ Establishing Project Success Criteria
¡ Collaboratively Engineer a Solution
¡ Developing Relevant Project Plan
¡ Executing and Controlling a SharePoint Project
Twitter: @meetdux #ospug

3. Dux Raymond Sy, PMP, MVP
¡ Managing Partner, Innovative-e, Inc.
¡ SharePoint Server MVP
¡ Author, “SharePoint for Project
Management” by O’Reilly Media
¡ For more information, connect with Dux
¡ E-Mail: dux.sy@innovative-e.com
¡ Twitter: twitter.com/meetdux
¡ LinkedIn: meetdux.com/li
¡ Blog: meetdux.com
Twitter: @meetdux #ospug

4. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

5. Typical Implementation Scenarios
¡ Pilot deployment for IT then magically it becomes an
enterprise production deployment
¡ No planning
¡ Everything is ad-hoc
¡ No budget earmarked
¡ Heavily customized implementation by techies lacking
SharePoint skillz
Twitter: @meetdux #ospug

6. SharePoint Implementation Continuum
Draconian IT Governed Wild Wild West
Control Empowerment Chaos
Twitter: @meetdux #ospug

7. What are the key steps?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
Twitter: @meetdux #ospug

8. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

9. Key Steps to Define Project Success
¡ Why is SharePoint being implemented?
¡ What is the Priority?
¡ Time
¡ Cost/Budget
¡ Scope
¡ Identify Key Stakeholders
¡ Sponsor
¡ Customer
¡ Team
Twitter: @meetdux #ospug

10. Establish Rules of Engagement
¡ Project Phases
¡ Initiation
¡ Planning
¡ Execution
¡ Control
¡ Closing
¡ Roles and Responsibilities
¡ Project Communication
¡ Project Tracking
Twitter: @meetdux #ospug

11. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

12. Executive SharePoint Ignorance is Not Bliss
¡ Execs ordered SharePoint to be deployed
¡ Do they REALLY understand the value of SharePoint to the
organization?
¡ Is the budget realistic?
¡ As the enlightened ones, it’s our responsibility to raise
executive awareness about SharePoint
¡ Read “5 Reasons Why Executive SharePoint Ignorance is
Not Bliss” http://go.meetdux.com/393b
Twitter: @meetdux #ospug

13. Educate and Engage the Business
¡ SharePoint is more than just a glorified network share
¡ Stress that SharePoint is a platform
¡ Tip: Address their pain points
¡ Provide high-level technology overview
¡ Discuss business challenges
¡ Map it to a SharePoint Solution
Twitter: @meetdux #ospug

14. Don’t Call It SharePoint!
¡ Generic Solutions
¡ Corporate Intranet
¡ Content Management
¡ Specific Solutions
¡ Employee Onboarding System for Human Resources
¡ Conference Room Scheduling System for Facilities
¡ Project Management Information System for PMs
¡ System Integration
¡ Custom Application Development
Twitter: @meetdux #ospug

15. Keep Priorities In Order
¡ You can’t do it all!
¡ What business need should you solve first?
¡ What are common features that can be deployed?
¡ Project scope must be limited and specific
¡ What’s important? Time? Budget? Functionality?
¡ Tip: Involve decision makers in planning and prioritization
¡ Read “How to Prioritize Business Needs When
Implementing SharePoint” http://go.meetdux.com/sbyv
Twitter: @meetdux #ospug

16. Example: Prioritizing SharePoint Features
Twitter: @meetdux #ospug

17. Proper Requirements Development
Watch: Best Practices in Gathering Requirements
for SharePoint Projects http://bit.ly/cwdCBp
Twitter: @meetdux #ospug

18. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

19. Define Project Goal
¡ A clear, quantifiable statement of project intent
¡ Why is the project being undertaken?
¡ What will the project achieve?
¡ Who is the customer?
¡ When is the deadline?
¡ Where will the project be implemented?
¡ Any constraints?
Twitter: @meetdux #ospug

20. Project Goal Example
The current SharePoint 2007 intranet will be
upgraded to SharePoint 2010 throughout the
university in order to increase adoption and
reduce IT support requirements.
The upgrade should be completed a month
before Fall semester begins.
Twitter: @meetdux #ospug

21. Identify Relevant Deliverables
¡ Apart from the end product, what are the essential
project artifacts and or milestones that needs to be
completed?
¡ For example:
¡ Governance Plan
¡ Training
¡ Content Migration
¡ SharePoint 2010 Installation and Configuration
Twitter: @meetdux #ospug

22. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

23. Define the Work Needed
¡ A WBS is a deliverable-based grouping of project tasks
and an effective way to define and organize all of the
work required to complete a project
SharePoint 2010 Upgrade
Content Install &
Governance Training
Migration Configure
Twitter: @meetdux #ospug

24. What Are You Estimating For?
Duration Work Resource
Attend SPSNOLA
Paint This Room
Install SharePoint 2010
on Single Server
Twitter: @meetdux #ospug

25. Create the Network Diagram
¡ Identify task dependencies
Watch: Project Planning 101 http://bit.ly/3Md01E
Twitter: @meetdux #ospug

26. Create the Schedule
Twitter: @meetdux #ospug

27. IT, Can You Handle This?
¡ Implementation
¡ Do you have the relevant skillsets
to plan, engage with the business,
deploy SharePoint?
¡ Are key processes for release
management, disaster recovery,
auditing in place?
¡ Support and Maintenance
¡ What does the support structure look like?
¡ Resources available for maintaining related technologies?
¡ Future Releases
Twitter: @meetdux #ospug

28. Staff Your SharePoint Project Realistically
Committed Sponsor
+
Project Manager
IT group
• SharePoint developer
• SharePoint infrastructure Business group
specialist
• SharePoint architect • SharePoint business analyst
• SharePoint trainer
• SharePoint designer
Twitter: @meetdux #ospug

29. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

30. How Do You Track Progress?
“The only man who behaved sensibly was my
tailor; he took my measurement anew every time
he saw me, while all the rest went on with their old
measurements and expected them to fit me. “
— George Bernard Shaw,
Essayist and Nobel laureate
Twitter: @meetdux #ospug

31. SharePoint Project Tracking
¡ Making time to gather intelligence about the progress of
the project is a significant priority for the project manager
¡ What critical elements of a project do you track?
q Schedule
q Risks
q Changes
q _____________________
q _____________________
§ Tracking with percentages doesn’t mean jack squat
Twitter: @meetdux #ospug

32. Key Steps in Project Tracking
¡ Monitoring Progress
¡ Analyzing Status
¡ Correcting the Schedule
¡ Managing Changes
Twitter: @meetdux #ospug

33. Example: Tracking Progress Effectively
Twitter: @meetdux #ospug

34. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #ospug

35. Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: meetdux
How did you like the presentation?
http://meetdux.com/feedback/
Twitter: @meetdux #ospug

36. Thank
You!