The Codex of Business Writing Software for Real-World Solutions 2.pptx
How to effectively utilize project 2010 with share point 2010 mpugsemi_feb2012
1. Leverage Project 2010 with
SharePoint 2010 for
Project Management Success
Tim Cermak, PMP
2. Presentation Objectives
In this presentation, you will learn how to
Assess your project management maturity
Create a SharePoint-based Project Management Information
System (PMIS)
Integrate Microsoft Project information with SharePoint
Empower a project team to collaboratively share relevant
information
Build a project management dashboard in SharePoint
Twitter: @timcermak #project2010
3. Tim Cermak, PMP
Managing Partner, Innovative-e, Inc.
For more information, connect with Tim:
E-Mail: tim.cermak@innovative-e.com
MSFT V-TSP: b-timc@microsoft.com
Twitter: twitter.com/timcermak
LinkedIn: timcermak
Blog: timcermak.wordpress.com
Twitter: @timcermak #project2010
5. Agenda
Is Microsoft Project with SharePoint the Silver Bullet?
Effectively Initiating and Planning Projects
Facilitating Efficient Team Collaboration
Tracking and Reporting Relevant Project Status
Questions and Answers
Twitter: @timcermak #project2010
6. Look Familiar?
Courtesy of NicksTrafficTricks.com
Twitter: @timcermak #project2010
7. Let’s Get Priorities in Order
Tools don’t run projects
Relevant project management process
Responsible and accountable people
Realize that Microsoft Project and SharePoint are tools
Relevant project management process is necessary
Project definition and initial planning is needed prior to using
these tools
Project Charter
High-level Scope
Work Breakdown Structure (WBS)
Twitter: @timcermak #project2010
8. Project Management Maturity
Level 1: Initial Level 2: Repeatable Level 3: Defined
No PM Basic PM
PEOPLE PM Certification
background training
Automated
PM Process workflows ,
PROCESS Ad-hoc
Standardized portfolio
reporting
Templates,
Scheduling and
Paper, Word,
TOOLS Collaboration EPM Tool
Excel, Email
Tool
Twitter: @timcermak #project2010
9. What’s a PMIS?
A Project Management Information System (PMIS) is 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
Twitter: @timcermak #project2010
10. What is Microsoft SharePoint 2010?
The business collaboration platform for the enterprise and
the web
Provides collaborative project management tools to
Centralize project artifacts
Streamline communication
Generate relevant reports
Interact with other Microsoft
tools
Twitter: @timcermak #project2010
11. What is Microsoft Project 2010?
A project management tool that supports
Project Schedule development and management
Planning
Tracking
Resource Management
Project Reporting
It assumes that you
are familiar with a
project management
process
Twitter: @timcermak #project2010
14. Agenda
Is Microsoft Project with SharePoint the Silver Bullet?
Effectively Initiating and Planning Projects
Facilitating Efficient Team Collaboration
Tracking and Reporting Relevant Project Status
Questions and Answers
Twitter: @timcermak #project2010
15. Create PMIS Upon Project Definition
Project definition specifies the five w’s of the project and
success criteria
As soon as a project is defined, create a SharePoint site to
serve as the PMIS
Central repository for
relevant project artifacts
Controlled access
to stakeholders
Ideally, a SharePoint
PMIS site template
is utilized
Twitter: @timcermak #project2010
16. How to Get Started with Project Planning
The initial Work Breakdown Structure (WBS) has to be
developed prior to utilizing Microsoft Project
A WBS is a deliverable based grouping of project tasks
An effective way to define and organize all of the work
required to complete a project
Project Planning 101: http://go.meetdux.com/v3qx
Twitter: @timcermak #project2010
17. Create Microsoft Project Plan
Once the WBS is created, create Microsoft Project Plan
Watch: Effectively Planning, Tracking & Controlling Projects
with Microsoft Project 2010 http://bit.ly/aB9vEi
Twitter: @timcermak #project2010
18. Agenda
Is Microsoft Project with SharePoint the Silver Bullet?
Effectively Initiating and Planning Projects
Facilitating Efficient Team Collaboration
Tracking and Reporting Relevant Project Status
Questions and Answers
Twitter: @timcermak #project2010
24. Agenda
Is Microsoft Project with SharePoint the Silver Bullet?
Effectively Initiating and Planning Projects
Facilitating Efficient Team Collaboration
Tracking and Reporting Relevant Project Status
Questions and Answers
Twitter: @timcermak #project2010
25. What are you tracking?
Typical areas that are tracked
Schedule
Budget
Change
Project tracking entails
Monitoring
Analyzing
Correcting
Twitter: @timcermak #project2010
26. Leveraging Microsoft Project with SharePoint?
With Microsoft Project 2010
Schedule can be synched with a SharePoint project task list
Custom fields can be synchronized as well
This means that
Project resources can
enter updates in
SharePoint
Project managers can
synchronize updates with
Project
Custom field information
can be used to generate
reports Project 2010 Sync with SharePoint:
http://bit.ly/YJthK
Twitter: @timcermak #project2010
27. Creating Reports or Dashboards
Information from the project task list can be displayed in a
dashboard through web parts
SharePoint 2010 comes with out of the box charting web parts
Twitter: @timcermak #project2010
28. Controlling Changes with Workflow
Change request forms can be created with custom lists
Workflows can be leveraged to facilitate the change
control process
Twitter: @timcermak #project2010
29. Agenda
Is Microsoft Project with SharePoint the Silver Bullet?
Effectively Initiating and Planning Projects
Facilitating Efficient Team Collaboration
Tracking and Reporting Relevant Project Status
Questions and Answers
Twitter: @timcermak #project2010
30. Microsoft Project for the Masses
Guidance for mid-size orgs with resource and schedule
management challenges without standardized PM
processes, training and tools
Shows how an organization can get up and running to
solve a particular set of problems in the quickest manner
possible
A practical approach to get quick wins for both
management and all stakeholders
For more info http://spgur.us/MSPFM
Twitter: @timcermak #project2010
ObjectivesIntroPassion around technology, but more importantly good use of technologyTechnology is useless put into good useI’ve been iin this space a number of years (PPM, SP, getting into O365), and worked with clients (large and small scale). Many are or are trying to use and grow their PM practices, and using technology.One thing that is apparent is that most are using a lot of MSFT technologies, but not always using them wellExample: you have MS Project on desktopUse Gantt chartList tasks, link, etc.Or, your going to do PM, here’s your toolYou try to use it, and it doesn’t work like you ant it to, or it’s too ridged, blah blahThis tool sucksSo then they want project server; we need project serverSo I ask why (and ask in different language as they are quiet like you), and they laugh, blah blahDo you have a way to capture and manage the tasks that need to be done, in a priority? Across programs?Do you have a way to manage resources effectively? Do you have a process? Skill sets, etc.Do you have people that that’s all they do, is manage these process and the work? No, that’s why we need a toolThe tools is just a tool! So the next time someone says that Project/Project Server sucks, you look the, straight in the eye and say ‘You Suck’ --- it’s a toolAgendaBefore I start showing you, set the stageTalk about picture. Have people guess in PM environmentTake 3-4 answersInteresting is that no one mentioned having bad PM tools
Fundamental things that we need to doWe will look at things like tools, and there are a number of tools out there, sitting on your desktop, and your still relying on email. BTW, email is the number 1 PM tool. Think about it, where’s that status reports, when is that meeting, where’s that updateWhat’s wrong with that? Nothing, it’s a 1973 technologyWe’re going to look at project 2010 with O365We’re going to go beyond PMWhen you think of PM, you think of MSFT project There’s collaborationSharing of informationReportingCommunicationGet promoted? Dashboards
Pride ourselves around Project and SharePointKeep it brief and positive/relevant
Before I begin, I want to put ourselves in the right mindset/frameworkDoes this picture look familiar, and this is a representation of a project environmentThen walk through each windowTo the crowd: guys, why does this happen. Even today, what is happening to lead to these disparate perspectives?Address the audience: add something about how relative to communication, aren’t you happy that you are on every single email, whether it’s relevant or not, almost to a spam degree?None of you said because they have bad project management tools; it’s all about the people and process
Most in people no pm backgroundEasiest actions, throw a tool at itNeed basic template and tool standards
PM is made up of three things --- and it’s not ‘or’ it’s ‘and’.How many of you have project server? How many of you have project server and people don’t like it?What may be happening is the tools jump from left to the right box, but each segment has to move in lock stepThe people need not just education, but change management (if it ain’t broken don’t fix it) --- I love my paper and pensSo what I am advocating, let’s take baby steps, move from level 1 to 2.
Let’s talk about PMIS; any PMP’s remember this from the exam (tools column); the idea of a PMIS is automated project management tool within an organization, integrated as a single system; and the PMIS most often used today is email. PMIS is designed to manage communicationShare documentsTrack key milestones such as meetings, events, etc.
We’re going to review tonight using SharePoint instead of the email system for the PMIS
The tools set tonight is:Project 2010: Project does three things really well:Schedule (development/management)ResourcingReportingThe second main bullet is the Million dollar shot: it assumes that you are familiar with a project management processHow many times have we heard “why does it do this, what’s going on with this thing?Because it assumes you know what you are doing with itIt’s like giving a kids a box of tolls and telling him to go have fun
O365 is a MSFT offering in the cloudSharePoint ExchangeLync: IM toolInstead of installing everything and taking care of everything, MSFT takes care of it – literally. We times it, it takes 5 minutes to get an account. You can try it out for free for 30 days. Charges per seat/per user
Part of a component of O365 is SharePoint onlineSP is MSFT’s collaboration platform --- it’s a platform. That’s why when you ask someone what is SP, you get 10K answers (it’s content management, it’s document management, it’s like reporting)
Tonight we’re going to approach using these tools and platforms from a typical project lifecycleWhich tools come into play at the stge of the project lifecycle that you are
There needs to be a charter, need to pick a PM, Ideally, with your project definition, you create your PMIS, and we’re going to use SharePoint for thisSo, we’re going to pretend. We’re going to open a coffee shop/café. Our assignment is open one in Detroit-----Go To Demo-----
Sound PM, planning processes, etc.Develop your WBSOpening a coffee shop, I have to have a scheduleWe already have a project template
----go to demo----Project is a scheduling toolProject is a resource toolProject is a reporting tool
