Presented at SPTechCon Boston 2011

1. Best Practices for
Managing SharePoint Projects
Dux Raymond Sy, PMP, MVP
Recorded Video: http://vimeo.com/24852736

2. Presentation Objectives
¡ In this presentation, you will learn the essential components
of managing and 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 #sptechcon #pm4sp

3. Dux Raymond Sy, PMP
¡ 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 #sptechcon #pm4sp

4. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp

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 #sptechcon #pm4sp

6. SharePoint Implementation Continuum
Draconian IT Governed Wild Wild West
Control Empowerment Chaos
Twitter: @meetdux #sptechcon #pm4sp

7. What are the key steps?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
Twitter: @meetdux #sptechcon #pm4sp

8. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp

9. What is Your SharePoint Project?
¡ 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 #sptechcon #pm4sp

10. 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 #sptechcon #pm4sp

11. Establish Rules of Engagement
¡ Project Phases
¡ Initiation
¡ Planning
¡ Execution
¡ Control
¡ Closing
¡ Roles and Responsibilities
¡ Project Communication
¡ Project Tracking
Twitter: @meetdux #sptechcon #pm4sp

12. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp

13. 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 #sptechcon #pm4sp

14. 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 #sptechcon #pm4sp

15. 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 #sptechcon #pm4sp

16. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp

17. 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 #sptechcon #pm4sp

18. What Are You Estimating For?
Duration Work Resource
Attend SPTechCon
Paint This Room
Install SharePoint 2010
on Single Server
Twitter: @meetdux #sptechcon #pm4sp

19. Create the Network Diagram
¡ Identify task dependencies
Watch: Project Planning 101 http://bit.ly/3Md01E
Twitter: @meetdux #sptechcon #pm4sp

20. Create the Schedule
Twitter: @meetdux #sptechcon #pm4sp

21. 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 #sptechcon #pm4sp

22. 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 #sptechcon #pm4sp

23. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp

24. 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 #sptechcon #pm4sp

25. 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 #sptechcon #pm4sp

26. Key Steps in Project Tracking
¡ Monitoring Progress
¡ Analyzing Status
¡ Correcting the Schedule
¡ Managing Changes
Twitter: @meetdux #sptechcon #pm4sp

27. Example: Tracking Progress Effectively
Twitter: @meetdux #sptechcon #pm4sp

28. Controlling Change
¡ Change control is a set of procedures that defines how
changes would be addressed in a project
¡ Tracking change involves
¡ The number of requests
¡ The person or group requesting the change
¡ What needs to be changed
¡ Impact of the changed
¡ Approval or rejection
The change-control procedure must force management
to assess the total impact of a change and
agree to the cost before ordering it to be implemented.
Twitter: @meetdux #sptechcon #pm4sp

29. Change Control Process
Proposed
change
Inform Do now
Log
details originator
Impact
analysis
and
Schedule
priority Yes
Management Log
Gather info
decision No
Log and
Later schedule
review
Twitter: @meetdux #sptechcon #pm4sp

30. Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp

31. 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 #sptechcon #pm4sp

32. Thank
You!