Richmond SharePoint User Group
January 2011
Project Management Tools in SharePoint
Bob Ramos and Greg Brown
Project Management Tools
1.
2.
3.
4.
Who has the excel checklist?
Where are latest weekly report updates?
The sponsor/boss keeps asking for updates
I do not have MS Project, how can I provide
updates?
5. Latest on Risks, Issues, Change Control?
6. Remote access and capture of Agile Wall
How SharePoint can be used to facilitate Project
Management.
Richmond Share Point User Group, Jan 2011
2
SharePoint: Project Management
Take away simple best practice web part
solutions that can help you and your project
team with SharePoint. Tools include: Waterfall
Schedules, Risk and Issues; Status Reporting,
Change Control, Agile wall documentation, and
more.
Richmond Share Point User Group, Jan 2011
3
Waterfall Project Schedules
• Performers who do not have access to the MS
Project Schedule
• One at a time updating, Who has opened in
Edit and gone to lunch?
• Do we trust everyone to update the schedule?
• Edit Performers Updates, “Never gonna get
done” “More Complex than Expected”
Richmond Share Point User Group, Jan 2011
4
Waterfall Project Schedules
1.
2.
3.
4.
Republish MS Project Schedule to Share Point
Collect Updates from Performers with SP
Copy from SharePoint
Paste to MS Project
Richmond Share Point User Group, Jan 2011
5
1. ADD: MS Project screen shot
Unique ID
Actual Finish
Richmond Share Point User Group, Jan 2011
6
Reproduce Project Schedule on a SP List
Performer enters Actual Start Actual Finish
Richmond Share Point User Group, Jan 2011
7
Copy from SP
Paste into MS Project
Richmond Share Point User Group, Jan 2011
8
4. Add: compare
MS Excel
Compare SharePoint and MS Project
UID
1438
Actual Start Actual Finish
IF(ISERROR(VLOOKUP(UID,SHAREPOINT,15,FALSE(
MS Project
Richmond Share Point User Group, Jan 2011
SharePoint
9
Richmond Share Point User Group, Jan 2011
10
Compare Table:
Yellow Columns VLookUp SP Info
Richmond Share Point User Group, Jan 2011
11
Green Column
IF no new SP info, then use MPP
IF new SP Data, then use SP data
Richmond Share Point User Group, Jan 2011
12
Paste Green Columns back into MS Project
Richmond Share Point User Group, Jan 2011
13
Risks and Issues
• Template has ‘special’ attributes
– Versioning
– Workflow emails
• Create Various Screens
• Single list confused by multiple occurrences of
an Issue. Risk: lost mail, Issue: exists multiple
times a day
• Customize Response Strategy
Richmond Share Point User Group, Jan 2011
14
Richmond Share Point User Group, Jan 2011
15
Richmond Share Point User Group, Jan 2011
16
Richmond Share Point User Group, Jan 2011
17
Richmond Share Point User Group, Jan 2011
18
Risks that will be
addressed
Risks that will be logged
but the project is willing to
accept (tolerable risk)
Richmond Share Point User Group, Jan 2011
19
Formula to define
RED, Yellow or Green
Richmond Share Point User Group, Jan 2011
20
Using MS Excel as
Development Tool to
write Formula
Notice Colored (())
Richmond Share Point User Group, Jan 2011
21
Simple Status Collection
Performer Input Page
Richmond Share Point User Group, Jan 2011
22
Simple Status Collection
Richmond Share Point User Group, Jan 2011
23
Simple Status Collection
Data Sheet for PM
Richmond Share Point User Group, Jan 2011
24
Status Reporting
• Gant Bars (provided hit F5 to refresh)
• Project Manager’s / Stakeholder’s view
– No Navigation – “to save screen real estate”
• Performers' view – name names
• Quick Perfect Information
• Design Shortcut “Style Under Cursor”
– Todd Bleeker:
http://mindsharpblogs.com/todd/archive/2005/1
0/25/798.html
Richmond Share Point User Group, Jan 2011
25
Performers
are able to
record their
progress in
SharePoint
Richmond Share Point User Group, Jan 2011
26
Status Reporting
• Gant Bars (provided hit F5)
Richmond Share Point User Group, Jan 2011
27
Status Reporting IE view
• Gant Bars (provided hit F5)
Richmond Share Point User Group, Jan 2011
28
Status Reporting SPD view
Richmond Share Point User Group, Jan 2011
29
Status Gant Bars
• “Customizing List Views with XSLT
Transformations in SharePoint Designer 2007”
• http://MSDN.Microsoft.com/enus/library/cc300164(printer).aspx
• Anup Kafle, 3Sharp [
http://www.3sharp.com/default.aspx ]
• February 2008
Richmond Share Point User Group, Jan
2011
30
Agile Wall
•
•
•
•
•
•
•
•
Backlog of tasks
Divide into Sprints
Create Task Cards
Assign Level of Effort to Task Card
Sprinting
Select Task Card
Progress Task Cards
Burn down Chart
Richmond Share Point User Group, Jan 2011
31
Agile Site
Richmond Share Point User Group, Jan 2011
32
Product Backlog
On Top: Story List with Sprint
On Bottom: Task Listing by Sprint
Richmond Share Point User Group, Jan 2011
33
Web Page includes both a listing of Stories at the top of the
page and a Task list at the bottom of the page
Richmond Share Point User Group, Jan 2011
34
Story Board View
Individual Task Cards
Richmond Share Point User Group, Jan 2011
35
Story Board view includes
‘quick entry’ box at the top
of page
Richmond Share Point User Group, Jan 2011
36
Story Board View
Individual Task Cards organized by
Task Status and then by Story
Richmond Share Point User Group, Jan 2011
37
Task Detail screen
Richmond Share Point User Group, Jan 2011
38
Task Card
Update an individual task
Richmond Share Point User Group, Jan 2011
39
Task Card to be selected from Wall or printed
Richmond Share Point User Group, Jan 2011
40
Demonstration – Print task cards for the team white board
When viewing an individual task, select the hyperlink of the task name, then
Control + “P” to print the task card
Richmond Share Point User Group, Jan 2011
41
Burndown
Chart Details
Richmond Share Point User Group, Jan 2011
42
Richmond Share Point User Group, Jan 2011
43
Functionality Demonstration - View a burndown chart by sprint
On Project “Home” page, select Sprint for Burndown Chart
To select which Sprint we used a Web part from Bamboo Solutions
http://store.bamboosolutions.com
Richmond Share Point User Group, Jan 2011
44
Functionality Demonstration - Create/describe stories
Detailed Story Entry
Quick Story Entry
At top of default
Story List
Richmond Share Point User Group, Jan 2011
45
Functionality Demonstration - Create/describe sprints
Detailed Sprint Entry
Quick Sprint Entry
At top of default
Story List
Richmond Share Point User Group, Jan 2011
46
Functionality Demonstration - Create/describe releases
Detailed Release Entry
Quick Release Entry
At top of default
Release List
Richmond Share Point User Group, Jan 2011
47
Functionality Demonstration - Create/describe tasks
Detailed Task Entry
Quick Task Entry
At top of default
Task List
Richmond Share Point User Group, Jan 2011
48
Functionality Demonstration - Assign performer from a list
The field
“Assigned To”
Searches for Users
allowing performers to
be selected from the
list of users based on
the selection provided
in the “Find” box.
Richmond Share Point User Group, Jan 2011
49
Functionality Demonstration - Assign a priority to the task
In quick entry pane select Priority
In detail entry screen select Priority
Richmond Share Point User Group, Jan 2011
50
Demonstration - Associate tasks with stories - drop down list
An authorized user
creates the Story List
The above
listing of
Stories
appears as a
Drop Down list
as an attribute
of an individual
Task
Richmond Share Point User Group, Jan 2011
51
Demonstration - Associate tasks with sprints - drop down list
The default Task List includes a quick entry form with a drop down of Sprint Names
from the Sprint list
Richmond Share Point User Group, Jan 2011
52
Demonstration - Associate tasks with releases - drop down list
Task entry includes drop down list taken from the release list
Richmond Share Point User Group, Jan 2011
53
Demonstration - Update 'work remaining' on a specific task daily
When viewing individual Task select “Update” button
Richmond Share Point User Group, Jan 2011
54
Demonstration - Update 'work remaining' on a specific task daily
“Update” button takes user to an update screen that allows for entry of attributes
Richmond Share Point User Group, Jan 2011
55
Demonstration - View tasks and task status within a sprint
Task View “By_Sprint”
Richmond Share Point User Group, Jan 2011
56
Demonstration - View task status by assigned performer
Task View “By_Assigned_To”
Richmond Share Point User Group, Jan 2011
57
Richmond Share Point User Group, Jan 2011
58
SharePoint: Project Management
1)Waterfall Schedules,
2)Risk and Issues,
3)Status Reporting,
4)Change Control,
5)Agile wall documentation
Richmond Share Point User Group, Jan 2011
59
Questions
and
Answers
gregory.m.brown@gmail.com
robertodramos@yahoo.com
Richmond Share Point User Group, Jan 2011
60