This document outlines best practices for managing SharePoint projects presented by Dux Raymond Sy. The presentation covers establishing success criteria through collaborative engineering and planning. It emphasizes defining objectives and deliverables, developing a work breakdown structure and schedule, properly staffing the project, and tracking progress through monitoring, analysis, and change management. The goal is to provide techniques for defining requirements, prioritizing needs, gaining executive support, and ultimately delivering successful SharePoint implementations on time and on budget.
1. Best Practices in Managing
SharePoint Projects
Dux Raymond Sy, PMP
Recorded presentation: http://vimeo.com/16138581
2. Twitter: @meetdux #sptechcon #pm4sp
Presentation Objectives
Ā”ļ”āÆ In this presentation, you will learn the essential components
of managing and delivering successful SharePoint projects
Ā”ļ”āÆ Ā In addition, you'll learn key techniques in:
Ā”ļ”āÆ Establishing Project Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Developing Relevant Project Plan
Ā”ļ”āÆ Executing and Controlling a SharePoint Project
3. Twitter: @meetdux #sptechcon #pm4sp
Dux Raymond Sy, PMP
Ā”ļ”āÆ Managing Partner, Innovative-E, Inc.
Ā”ļ”āÆ Author, āSharePoint for Project
Managementā by OāReilly Media
Ā”ļ”āÆ For more information, connect with Dux
Ā”ļ”āÆ E-Mail: dux.sy@innovative-e.com
Ā”ļ”āÆ Twitter: twitter.com/meetdux
Ā”ļ”āÆ LinkedIn: meetdux.com/li
Ā”ļ”āÆ Blog: meetdux.com
4. Twitter: @meetdux #sptechcon #pm4sp
Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
5. Twitter: @meetdux #sptechcon #pm4sp
SharePoint Implementation Continuum
Draconian IT
Control
Empowerment
Wild Wild West
Chaos
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Typical Implementation Scenarios
Ā”ļ”āÆ Pilot deployment for IT then magically it becomes an
enterprise production deployment
Ā”ļ”āÆ No planning
Ā”ļ”āÆ Everything is ad-hoc
Ā”ļ”āÆ No budget earmarked
Ā”ļ”āÆ Heavily customized implementation by techies lacking
SharePoint skillz
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What are the key steps?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
8. Twitter: @meetdux #sptechcon #pm4sp
Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
9. Twitter: @meetdux #sptechcon #pm4sp
Ā”ļ”āÆ Why is SharePoint being implemented?
Ā”ļ”āÆ What is the Priority?
Ā”ļ”āÆ Time
Ā”ļ”āÆ Cost/Budget
Ā”ļ”āÆ Scope
Ā”ļ”āÆ Identify Key Stakeholders
Ā”ļ”āÆ Sponsor
Ā”ļ”āÆ Customer
Ā”ļ”āÆ Team
Key Steps to Define Project Success
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Ā”ļ”āÆ Project Phases
Ā”ļ”āÆ Initiation
Ā”ļ”āÆ Planning
Ā”ļ”āÆ Execution
Ā”ļ”āÆ Control
Ā”ļ”āÆ Closing
Ā”ļ”āÆ Roles and Responsibilities
Ā”ļ”āÆ Project Communication
Ā”ļ”āÆ Project Tracking
Establish Rules of Engagement
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Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
12. Twitter: @meetdux #sptechcon #pm4sp
Executive SharePoint Ignorance is Not Bliss
Ā”ļ”āÆ Execs ordered SharePoint to be deployed
Ā”ļ”āÆ Do they REALLY understand the value of SharePoint to the
organization?
Ā”ļ”āÆ Is the budget realistic?
Ā”ļ”āÆ As the enlightened ones, itās our responsibility to raise
executive awareness about SharePoint
Ā”ļ”āÆ Read ā5 Reasons Why Executive SharePoint Ignorance is
Not Blissā http://go.meetdux.com/393b
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Educate and Engage the Business
Ā”ļ”āÆ SharePoint is more than just a glorified network share
Ā”ļ”āÆ Stress that SharePoint is a platform
Ā”ļ”āÆ Tip: Address their pain points
Ā”ļ”āÆ Provide high-level technology overview
Ā”ļ”āÆ Discuss business challenges
Ā”ļ”āÆ Map it to a SharePoint Solution
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Donāt Call It SharePoint!
Ā”ļ”āÆ Generic Solutions
Ā”ļ”āÆ Corporate Intranet
Ā”ļ”āÆ Content Management
Ā”ļ”āÆ Specific Solutions
Ā”ļ”āÆ Employee Onboarding System for Human Resources
Ā”ļ”āÆ Conference Room Scheduling System for Facilities
Ā”ļ”āÆ Project Management Information System for PMs
Ā”ļ”āÆ System Integration
Ā”ļ”āÆ Custom Application Development
15. Twitter: @meetdux #sptechcon #pm4sp
Keep Priorities In Order
Ā”ļ”āÆ You canāt do it all!
Ā”ļ”āÆ What business need should you solve first?
Ā”ļ”āÆ What are common features that can be deployed?
Ā”ļ”āÆ Project scope must be limited and specific
Ā”ļ”āÆ Whatās important? Time? Budget? Functionality?
Ā”ļ”āÆ Tip: Involve decision makers in planning and prioritization
Ā”ļ”āÆ Read āHow to Prioritize Business Needs When
Implementing SharePointā http://go.meetdux.com/sbyv
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Proper Requirements Development
Watch: Best Practices in Gathering Requirements
for SharePoint Projects http://bit.ly/cwdCBp
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Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
19. Twitter: @meetdux #sptechcon #pm4sp
Ā”ļ”āÆ A clear, quantifiable statement of project intent
Ā”ļ”āÆ Why is the project being undertaken?
Ā”ļ”āÆ What will the project achieve?
Ā”ļ”āÆ Who is the customer?
Ā”ļ”āÆ When is the deadline?
Ā”ļ”āÆ Where will the project be implemented?
Ā”ļ”āÆ Any constraints?
Define Project Goal
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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.
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Ā”ļ”āÆ Apart from the end product, what are the essential
project artifacts and or milestones that needs to be
completed?
Ā”ļ”āÆ For example:
Ā”ļ”āÆ Governance Plan
Ā”ļ”āÆ Training
Ā”ļ”āÆ Content Migration
Ā”ļ”āÆ SharePoint 2010 Installation and Configuration
Identify Relevant Deliverables
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Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
23. Twitter: @meetdux #sptechcon #pm4sp
Define the Work Needed
Ā”ļ”āÆ 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
Governance Training
Content
Migration
Install &
Configure
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What Are You Estimating For?
Duration Work Resource
Attend SPTechCon
Paint This Room
Install SharePoint 2010
on Single Server
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IT, Can You Handle This?
Ā”ļ”āÆ Implementation
Ā”ļ”āÆ Do you have the relevant skillsets
to plan, engage with the business,
deploy SharePoint?
Ā”ļ”āÆ Are key processes for release
management, disaster recovery,
auditing in place?
Ā”ļ”āÆ Support and Maintenance
Ā”ļ”āÆ What does the support structure look like?
Ā”ļ”āÆ Resources available for maintaining related technologies?
Ā”ļ”āÆ Future Releases
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Staff Your SharePoint Project Realistically
IT group
ā¢āÆSharePoint developer
ā¢āÆSharePoint infrastructure
specialist
ā¢āÆSharePoint architect
Business group
ā¢āÆSharePoint business analyst
ā¢āÆSharePoint trainer
ā¢āÆSharePoint designer
Committed Sponsor
+
Project Manager
29. Twitter: @meetdux #sptechcon #pm4sp
Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
30. Twitter: @meetdux #sptechcon #pm4sp
How Do You Track Progress?
āThe 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. ā
ā George Bernard Shaw,
Essayist and Nobel laureate
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SharePoint Project Tracking
Ā”ļ”āÆ Making time to gather intelligence about the progress of
the project is a significant priority for the project manager
Ā”ļ”āÆ What critical elements of a project do you track?
qļ±āÆ Schedule
qļ±āÆ Risks
qļ±āÆ Changes
qļ±āÆ _____________________
qļ±āÆ _____________________
Ā§ļ§āÆ Tracking with percentages doesnāt mean jack squat
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Key Steps in Project Tracking
Ā”ļ”āÆ Monitoring Progress
Ā”ļ”āÆ Analyzing Status
Ā”ļ”āÆ Correcting the Schedule
Ā”ļ”āÆ Managing Changes
34. Twitter: @meetdux #sptechcon #pm4sp
Agenda
Ā”ļ”āÆ Canāt We Just Focus on the Technology?
Ā”ļ”āÆ Establish Success Criteria
Ā”ļ”āÆ Collaboratively Engineer a Solution
Ā”ļ”āÆ Define Project Objectives
Ā”ļ”āÆ Develop Relevant Project Plan
Ā”ļ”āÆ Execute and Control the SharePoint Project
Ā”ļ”āÆ Questions and Answers
35. Twitter: @meetdux #sptechcon #pm4sp
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/