1. SharePoint for Managing Projects David Totten, SharePoint Consultant david@totten1.com 919-641-3327

2. About the Speaker Swimming and Roller Skating PMP, REP, MCTS SharePoint SharePoint Consulting David Totten, 919-641-3327

3. Overview Define SharePoint Review Course Objectives Describe potential cost savings when utilizing SharePoint Demonstrate project management capabilities of SharePoint Summary

4. Objectives - 1 Identify common problems in Managing Projects > No Matter what Organization you work for there are common problems faced by all PMs EmailMeetings Wars

5. Objectives - 2 Demonstrate how SharePoint can help Project Managers overcome various communication problems compilingreminding

6. Objectives - 3 Describe how SharePoint can enhance Co Workers project communication initiatives CMSAccountability

7. Common Problems Poor document management > A lot of project related documents are kept on people local computer systems Inefficient status reporting >visual web based reports Poorly conducted meeting >successful meetings = successful projects Gaps in change control management No template reuse Inefficient communication >How much time on E-mail ….. Send 50 Emails a day Gaps in Requirement Gathering

8. What is SharePoint Web Based System CMSCentralization Key Components v2007 WSSMOSS Key Components v2010 SharePoint Foundation server 2010 SharePoint 2010 Server Integrates with systems Access Database Oracle Database SAP free

9. Site Structure and Hierarchy Site collection Subsites Top-level sites Site Administration Templates Reporting visibility for Senior Mgt UrL Links – budget dept. UrL Links – Audit dept. Calendar – Budget dept. Calendar – Audit dept. Project(x)Project(y)Project(z)

10. BT Financial Groups- 40 PMs Result PMs save 3 hrs a weekResulting in 5000hrsSavings of 490K Solution automating the process of extracting information from other systems and populating this data into forms Problem take the manual processes out of chasing people for information and copying it from other systems

11. BT Financial Groups- 40 PMs Result Resulting in 420hrs per yearSavings of 50K Solution Meta data search and versioning Problem searching for documentsphoning contributors updating and consolidating multiple spreadsheets maintaining older versions of spreadsheets for auditing purposes

12. Architecture - 2 web servers -2 MS SQL Database Servers

13. Document Management Capabilities VersioningMeta DataSecurityWorkflowsSearch Approve / Reject Audit Capabilities

14. Document Management

16. Meetings

17. Centralization Template for Structure and Order Historical Snapshot Time Mgt Cross Training Road Map Decisions Requirements Validation

18. Meetings Accountability Updated and Email goes out Cross Training Road Map Decisions Requirements Validation

19. Change Mgt - Workflows Serial workflows Parallel workflows Document Retention Electronic Signatures Example – Vacation / Conference Room Calendar Problem – long response time

20. Security

25. Status Reporting Report Visibility for Executive Management JohnCarol

26. Reporting Project Closure

27. Reporting -WebEx -NetMeeting-GoTo Meeting

28. Gathering Requirements Document Work Space Project Based on DocSOPProposal, RFP Discussion Boards Email WarsMessage ThreadsRFPs and SOPs, ProposalReduced Paper Trail WIKIs Hawaiian term for "quick"— online destination where users can freely create or edit Web page content Lessons Learned, FAQs

29. Gathering Requirements Yearly Reviews -Ethics Docs - HR Policys

30. Project Closure Task Capabilities TemplatesSurveys

31. Project Closure Task

32. Summary Document management > Many projects based on getting a document out Status reporting >visual web based reports and it compliments WebEx and GoTo Meeting Meetings Mgt >successful meetings = successful projects Change control management Template reuse Project Communication >How much time on E-mail ….. Send 50 Emails a day Requirement Gathering

33. Summary Cost Savings - BT Financial Groups- 40 PMs Result PMs save 3 hrs a weekResulting in 5000hrsSavings of 490K Solution automating the process of extracting information from other systems and populating this data into forms Problem take the manual processes out of chasing people for information and copying it from other systems

34. Other Capabilities Capabilities PMORegulatory ComplianceInventory MgtConfiguration Mgt http://NCPMI.orghttp://NCPMI.org Nov 5, 6