SharePoint Saturday Cincinnati
October 27, 2012
Leveraging SharePoint as a Project Management
Tool across the Enterprise
October 27, 2012
Shila Nagarsenker, PMP. MCTS
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The material and examples in this presentation are copyrighted by Shila B Nagarsenker, 2012
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Spooky AGENDA
 Introduction
 Situation Analysis – What’s the Problem?
 Business/Stakeholder Needs
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Project Manager
Project Team
EPMO
Organization
 SharePoint Capabilities
 Solution using SharePoint for Project Sites
 Value Proposition & Summary
 Q&A
This material is copyrighted by Shila B Nagarsenker, 2012
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Some scary info about me
• PMI-Certified Project Manager (PMP)
• MCTS – Microsoft Certified Technical Specialist
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Active Member, Cincinnati SharePoint Users Group
Co-Founder, Northern Kentucky SP Users Group
United Way WINGs member
Creative Writing Group
Volunteer for American Council of the Blind
Blog: ShilaTech@wordpress.com
Twitter: @ShilaTech
Find me on www.LinkedIn.com
This material is copyrighted by Shila B Nagarsenker, 2012
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NKY SharePoint Users Group
Serving the Northern Kentucky and Cincinnati area
SAVE THE
DATE!!
Thursday, January 10th, 2013, 3-5 PM
Covington Radisson Inn
668 West Fifth Street, Covington, Kentucky 41011
Keynote Session: How the Federal Home Loan bank uses SharePoint
for its public web content management. Speaker: Tom Daria
Business User Track: Panel discussion on user adoption with Steve
Caravajal, Microsoft Corporation
Technical Track: Shane Young, Rackspace Hosting
Join us afterwards for Socializing and Networking at SharePint in
the revolving restaurant in the hotel, sponsored by Sogeti.
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I’ve heard of multi-tasking but…
This material is copyrighted by Shila B Nagarsenker, 2012
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Stakeholder Needs
 Project Manager
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Follow an established, consistent process for all projects
Prepare required project artifacts
Location for project documentation
Team communications and collaboration
Gain and store approvals for artifacts
 Enterprise Project Office (EPMO)
 Ensure compliance with standards and practices
 Communicate current artifacts and templates
 Access to Project Documentation
 Organization
 Ensure compliance with standards and practices
 Findability and Access to Project Documentation
This material is copyrighted by Shila B Nagarsenker, 2012
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Multiple Project Management Methodolgies
Examples
 Small Development (Dev1)
 Medium Development (Dev2)
 Large Development (Dev3)
 Small Infrastructure (Inf1)
 Medium Infrastructure (Inf2)
 Large Infrastructure (Inf3)
This material is copyrighted by Shila B Nagarsenker, 2012
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Artifacts Required for Different Methodolgies
 Small Development (Dev1)
 Staffing Matrix
 Project Life Cycle Document
 Medium Development (Dev2)
 Staffing Matrix
 Requirements Document
 Test Plan
 Large Development (Dev3)
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Staffing Matrix
Requirements Document
Technical Specifications
Test Plan
This material is copyrighted by Shila B Nagarsenker, 2012
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Artifacts for DEV1 Methodology
Staffing Matrix
Project Life Cycle Document
This material is copyrighted by Shila B Nagarsenker, 2012
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Artifacts for DEV2 Methodology
Staffing Matrix
Requirements Document
Test Plan
This material is copyrighted by Shila B Nagarsenker, 2012
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SharePoint Capabilities
Site Collection and Sites
Document Libraries
•Version Control
•Check In/Check Out
•Approval Workflows
Lists
Surveys
Slide Libraries
Security
Content Types
This material is copyrighted by Shila B Nagarsenker, 2012
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WHAT IS A CONTENT TYPE?
This material is copyrighted by Shila B Nagarsenker, 2012
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Content Type
A content type is a reusable collection of
metadata (attributes), workflow, behavior,
and other settings for a category of items or
documents in a Microsoft SharePoint
Foundation 2010 list or document library.
Content types enable you to manage the
settings for a category of information in a
centralized, reusable way
This material is derived from Microsoft Corporation
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Let’s apply the concept of Content Types
Staffing Matrix
•Project Number
•Project Name
•Project Manager
•Process Group
•EPMO-approved
Template
•Approval of
completed artifacts
This material is copyrighted by Shila B Nagarsenker, 2012
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Let’s apply the concept of Content Types
Staffing Matrix
•Project Number
•Project Name
•Project Manager
•Process Group
•EPMO-approved
Template
•Approval of
completed artifacts
This material is copyrighted by Shila B Nagarsenker, 2012
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Let’s apply the concept of Content Types
Requirements Document
•Project Number
•Project Name
•Project Manager
•Process Group
•EPMO-approved
Template
•Approval of
completed artifacts
This material is copyrighted by Shila B Nagarsenker, 2012
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SharePoint Scopes
 Farm
 Web Application
 Site Collection (Project Portfolio)
 Sites (Individual Projects)
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SharePoint Farm, Onion Farm, Hmmm I
think I’ve got it!
This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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I know life is like a box of
chocolates but seriously?
• A bag of
• An
is like a Portfolio of projects??
is like a project??
I’m glad I didn’t pay for this.
This material is copyrighted by Shila B Nagarsenker, 2012
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Project Portfolio
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You can configure in different ways
This material is copyrighted by Shila B Nagarsenker, 2012
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EPMO can maintain list of the most
current Project Artifact Templates
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EPMO –approved
Templates
This material is copyrighted by Shila B Nagarsenker, 2012
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Project Portfolio
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Standard yet flexible for PM
This material is copyrighted by Shila B Nagarsenker, 2012
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Project Artifacts with Versioning and
Approval status
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Add an Artifact
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This material is copyrighted by Shila B Nagarsenker, 2012
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Remember to Check-in
This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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This material is copyrighted by Shila B Nagarsenker, 2012
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Supporting Documents
This material is copyrighted by Shila B Nagarsenker, 2012
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Contact List
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Slide Library
This material is copyrighted by Shila B Nagarsenker, 2012
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Built-in Surveys
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Dev 3 Project
This material is copyrighted by Shila B Nagarsenker, 2012
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Set Defaults
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SharePoint Project Sites Value Proposition-Employee
 Direct access to all required documentation for various
methodologies including the most up-to-date EPMO templates.
 Ability to collaborate and communicate in one place using
SharePoint lists and libraries to manage versions of documents,
issues, risks, action items, and anything else needed.
 More efficient and simplified artifact approval process through
SharePoint workflow automation. Ensures proper links are sent.
 Ability to manage artifact versions using SharePoint version control.
 PM has ability to manage security and configuration of project sites
to individual needs while maintaining overall consistent framework
 Project teams can find project documentation easily and reduction of
negative impact due to turnover or reorganization.
This material is copyrighted by Shila B Nagarsenker, 2012
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SharePoint Project Sites Value Proposition-Enterprise
 Formalized and organized artifact approvals through
SharePoint workflow automation available for audit,
compliance and EPMO tollgate reviews.
 Ensures usage of the most up-to-date EPMO artifact
templates.
 Consistent repositories for all project documentation.
 Provides foundation for future integration between other
Project Management systems and SharePoint for a more
automated, seamless project lifecycle management.
This material is copyrighted by Shila B Nagarsenker, 2012
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User Adoption and
rollout considerations
• Pilot Group
o Identify issues, education needs
o Find champions
• Consider scenarios
o New projects
o Projects In-process
• Transition plan
o Closed projects
o Archiving projects
o Phased rollout
• Education and Support
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Online
Laminated Info Card
In-person
Use Champions
This material is copyrighted by Shila B Nagarsenker, 2012
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• PDU reporting information will be posted on the
SPS Cincinnati site by early next week.
SharePoint Saturday Cincinnati
October 27, 2012
• Please fill out evaluations
• Giveaways at the end of the day and SharePint
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Feel free to contact me
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Email: shila2011A@gmail.com
Blog: ShilaTech@wordpress.com
Twitter: @ShilaTech
www.LinkedIn.com
This material is copyrighted by Shila B Nagarsenker, 2012
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ScarePint
Right here at the UC Bearcat Lounge
immediately following the closing
session
Generously sponsored by
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Thanks To Our Sponsors
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