Welcome to the
Minnesota SharePoint
User Group
Donald Donais
March 13th, 2013
SharePoint and Project Management
Donald Donais & Dave Fischer
http://sharepointmn.com
Meeting # 99
Agenda
• MNSPUG General Information
• SharePoint & Project
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General Principals
Tracking Projects
Connecting to Documents
Communications & Alerts
Reporting & Dashboards
Other Considerations
Break
• Project Online & Project Server 2013
• Evaluations & Giveaways
http://sharepointmn.com
Meeting # 99
User Group Goal / Objectives
– Develop and support a local community focused on
Microsoft SharePoint Technologies
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Educate user group members about SharePoint Technologies
Transfer knowledge within the community
Communicate best practices
Introduce new products / solutions
http://sharepointmn.com
Meeting # 99
MNSPUG Sponsors
Avtex (www.avtex.com)
Benchmark Learning
(www.benchmarklearning.com)
Microsoft (www.microsoft.com)
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
http://sharepointmn.com
Meeting # 99
MN SharePoint Users Group Website
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SharePoint Resource Documents
SharePoint Resource links
RSS Feeds
Meeting Schedule
Past User Group Presentations
Past User Group Recordings
Sponsorship Information
• http://sharepointmn.com
• Email: sharepoint@sharepointmn.com
http://sharepointmn.com
Meeting # 99
Social Networking
• Linked In group – The most interactive… includes job postings…
– Post Job Posting on the Jobs Discussion page
– http://www.linkedin.com/groups?gid=1878792
• Twitter tags - @MNSPUG and #MNSPUG
http://sharepointmn.com
Meeting # 99
MNSPUG Sponsorship
• Two Opportunities to Sponsor
• Annual Sponsorship ($2500 annually)
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Money Will Help Fund MNSPUG Events
Annual Sponsorship will be Reviewed Yearly
Cannot be in Direct Competition with Another Annual Sponsor
Looking for:
• Microsoft SharePoint ISV
• Microsoft Learning Provider
• Microsoft Licensing Account Reseller
• Lunch Sponsorship
http://sharepointmn.com
Meeting # 99
MNSPUG Sponsorship Continued
• Lunch Sponsorship ($500 for a lunch)
– Sponsor a Lunch Event Following MNSPUG Event
– This can be geared toward your specific SharePoint product or
capabilities
http://sharepointmn.com
Meeting # 99
Upcoming Schedule
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Next Meeting
– April 10th 9:00 AM to 11:30 AM
– TBA
– Microsoft Technology Center
– Check www.SharePointMN.com for updates!
• Ongoing Schedule
– 2nd Wednesday of every month
– 9:00 to 11:30 am
– Microsoft Technical Center - Edina
http://sharepointmn.com
Meeting # 99
Local and Online Events
Microsoft Webcast Calendar of Events
http://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter
SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AM
http://sharepointshoptalk.blogspot.com/
SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m.
http://sharepointmnlegal.com
SharePoSH – Online Virtual Event
http://www.shareposh.com/Pages/default.aspx
SharePoint Fest – March 18th – 20th 2013 Denver, Colorado
http://www.sharepointfest.com/Denver/
Share Conference – April 10th – 12th 2013 Atlanta, Georgia
http://www.sharepointfest.com/Denver/
SharePoint Best Practices Conference – May 15th – 17th Rush Creek Golf Course, Minneapolis
https://www.bestpracticesconference.com/SitePages/Default.aspx
SharePoint Saturday Twin Cities – May 18th, 2013 Normandale Community College, Bloomington
http://sharepointsaturday.com/twincities
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Meeting # 99
Evaluations & Giveaways!
http://sharepointmn.com
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Presenters
http://sharepointmn.com
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Introductions
Donald Donais
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http://sharepointmn.com
SharePoint Consultant
Father & Drummer
@dondonais
http://talesfromitside.wordpress.com
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Introductions
David Fischer
• President and CEO of Milestone Consulting
• http://lnkd.in/ajjbSU
http://sharepointmn.com
Meeting # 99
Who Are You?
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Who are SharePoint People who need to Manage Projects?
Who are Project Managers?
Who are people who Manage Projects?
Who is currently using MS Project Server (any version)?
Who is interested in MS Project Server?
Who has seen SharePoint 2013?
Who has seen Project 2013?
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Meeting # 99
General Principals
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Why SharePoint and Project Management?
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Where Can SharePoint Help?
Project Tracking
Project
Documents
Metrics
Communication
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Crawl, Walk, Run
• Crawl
 Out of the Box Features
• Walk
 Integration with MS Project
 Third Party Tools
• Run
 MS Project Server
 Custom Development with Other Applications
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Meeting # 99
Getting Started
• Same As Any Other Product
• Discovery
 What is the PMO Process?
 What types of projects is this helping to manage?
 Information Architecture/Taxonomy
 Document/Content Management
 Roles
• Implementation
 Documentation of Solution
 Training
http://sharepointmn.com
Meeting # 99
Information Architecture/Taxonomy
• How is a user going to navigate?
• User Interface
 Single SharePoint Site Collection with all Projects
 Rolling Up Specific Content to Top Level
 Consistent Site Layout/Structure
• How is Content Divided Up?
 List/Library vs. Site/Sub-site
 Global and Local Navigation
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Meeting # 99
Document/Content Management
• Content Types
 Document Templates
• Workflows
 Out of the Box
 SharePoint Designer Custom
 Third Party Vendor
• Site Columns
• Content Approval
• Check-Out
• Versioning
http://sharepointmn.com
Meeting # 99
Project/SharePoint Roles
• Project Specific Roles
 Project Manager
 Project Team Members
 Team Leads?
 Executive Sponsor
 Project Sponsor/Director
• SharePoint Specific Roles
 SharePoint Owner
 SharePoint Member
 SharePoint Approver
 SharePoint Visitor
http://sharepointmn.com
Project Role
SharePoint Role
Permissions
Project Manager
Owner
Full Control
Project Team
Members
Member
Contribute
Team Leads
Member & Approver
Contribute; Approval
Executive Sponsor
Visitor
Read
Project
Sponsor/Director
Visitor
Read
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SharePoint Training
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Train Based on Roles
 Owners – Needs the Most
• Permissions
• Creating Sites
• Document Management Features
• Lists and Libraries
• Web Parts
• Much More
 Members
• Adding Content Lists/Libraries
• Adding Metadata
• Creating Personal Views
• Connecting to Office
 Visitors
• Navigating Around SharePoint
• Opening and Reading Documents
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Tracking Projects
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Project Sites
• FAB 40 Template - SharePoint 2007 & 2010
 Project Tracking Workspace
 Budgeting and Tracking Multiple Projects
 Change Request Management
 IT Team Workspace
• Team Sites (All Versions)
• Project Site (SharePoint 2013)
 Basic Team Site
 Automatically Includes Task list and Timeline
 Notebook – a.k.a. OneNote
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Meeting # 99
Built In Lists
• Tasks List (All Versions)
 Tracking Tasks
 Predecessors Added in 2010
• Project Task List (All Versions)
 Gantt View
 Predecessors Added in 2010
• Calendars (All Versions)
 Calendar Overlay Added in 2010
• Issues List (All Versions)
 Bug Tracking
• Contact List (All Versions)
 Contact Information
 Custom List (All Versions)
 Milestones, Overall Project Master List
http://sharepointmn.com
Meeting # 99
Access Services
• SharePoint Enterprise Version 2010 or 2013
 Tables, Queries, Forms, Reports
 Issues Web Database
 Projects Web Database
• SharePoint 2010
 Web Databases SharePoint Sites
• SharePoint 2013
 SharePoint Apps
 Need Access 2013
 Creates SQL Database per Access App
http://sharepointmn.com
Meeting # 99
Microsoft Project 2010/2013
• Purpose for MS Project and SharePoint?
 Synchronize Tasks
• MS Project 2010/SharePoint 2010
 Create or Overwrite Task or Project Task List
 Tasks and Subtasks Difficult
 Create Custom Fields in MS Project
• Map Fields to SharePoint
• MS Project 2013/SharePoint 2013
 Create or Overwrite Task or Project Task List
 Tasks and Subtasks are Separate and Easy to Use
 Create Custom Fields in MS Project
• Map Fields to SharePoint
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Meeting # 99
• SharePoint Site/List Options
• Access Services
• MS Project Integration
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Connecting to Documents
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Document Management Features
• Ensure One Version of the Truth
• Content Types/Site Columns (SharePoint 2007-2013)
 Document Templates
 Metadata
 Persistent Workflows
 Document Sets (SharePoint 2010 & 2013)
• Content Approval (SharePoint 2007-2013)
 Not Available Until Approved
• Check-Out vs. Collaboration (SharePoint 2007-2013)
 Check-Out on Documents Only
 Office Web App/Office Co-Authoring Capabilities
• Versioning
 Major and Minor
 Number of Versions Retained
http://sharepointmn.com
Meeting # 99
Connecting to Tasks
• Used to Relate Content (Lists and Libraries)
• Lookup Column (SharePoint 2007-2013)
 Connects Lists Relationally
 Enforce Relationship Behavior (2010 & 2013)
 Limited to the SharePoint Site
• Displaying Tasks/Associated Documents
 Web Part Connections – Web Part Pages
 Default Display Form
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Meeting # 99
• Project Content Types
• Document Management Settings
• Associating Tasks and Documents
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Communication & Alerts
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Alerts
• Very Powerful and Most Overlooked Tool
• Automatically Communicating Activity
• SharePoint Alerts
 List/Library Level
 Item/Document Level
 Search Level
• Options Include
 Users
 Send Alerts for These Changes
 When to Send Alerts
MOST IMPORTANTLY – YOU CAN SIGN SOMEBODY ELSE UP!
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Meeting # 99
Workflows – Out of the Box
• Add Automated to and Existing Business Process
• Used to Communicate or Effect Document Lifecycle
• Workflows Include:
 Approval
 Collect Feedback
 Collect Signatures
 Three-state
 Disposition Approval
• Information Management Policy
http://sharepointmn.com
Meeting # 99
Custom Workflows
• SharePoint Designer 2007 – 2013
 Advanced Workflows to Alert to Interact with Content
 Conditions & Actions
 Stages &
• SharePoint Designer 2010/2013 and Visio
 Workflow Visualization
• Third Party Vendors
 Nintex
 K2
http://sharepointmn.com
Meeting # 99
Other Communication
• Real Simple Syndication (RSS Feeds)
 Subscribe to RSS Feed
 RSS Feed Readers
• Connecting to Outlook
 Tasks
 Calendars
 Contacts
• SharePoint Workspace 2010
• SkyDrive (SharePoint 2013)
• Tags and Notes (SharePoint 2010 – 2013)
 Tag Content, Lists/Libraries or Pages
• Following (SharePoint 2013)
 Followed Content is Available in My Site
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Meeting # 99
• SharePoint Alerts
• Out of the Box Workflows
• Following
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Dashboards
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Web Parts & Views
• Quick Look at Important Info
• Can Display
Project Need
SharePoint Solution
My Tasks on Project Site
List Web Part with View Filtering by User or My Tasks (SP
2013)
Tasks Displayed on Calendar
Calendar View of the Task List
Relevant Documents to User
Web Part Relevant Documents
Key Metrics
Excel Services (Enterprise 2007 – 2013)
Project Status
KPI or Status List (Enterprise 2007 – 2010)
Aggregated Tasks or Documents Content Query Web Part, Content Search Web Part, or
Search Scopes
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Meeting # 99
Task Aggregation
• SharePoint 2013 Features
• My Tasks
 Aggregate Across All SharePoint
 Include Tasks From Exchange 2013
 Include Tasks from Project 2013
• Different Views
 Important and Upcoming
 Active
 Completed
 By Task List
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• Creating a Dashboard
• My Tasks
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Resources
• SharePoint 2007 FAB 40
 http://technet.microsoft.com/en-us/sharepoint/bb407286.aspx
• SharePoint 2010 FAB 40
 http://www.techsolutions.net/SharePointSolutions.aspx
• Microsoft Office – SharePoint and Project
 http://office.microsoft.com/en-us/support/results.aspx?qu=project&ex=2&filter=1&av=osu
http://sharepointmn.com
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Break Time
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Last But Not Least
• Please Fill Out Evaluations
• Drawings for Giveaways
• Today’s Presenters:
– Donald Donais
– David Fischer
http://sharepointmn.com
Meeting # 99
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Meeting # 99