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Published byAlan Fowler Modified over 7 years ago
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Implementing Collaborative Project Management with BrightWork
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Agenda – Introductory Call
Introductions (BrightWork Solution Specialist) Review meeting agenda and objectives (BrightWork Solution Specialist) Summary of the Customer Needs and the Solution proposed (All) Overview of the BrightWork 3D deployment process (BrightWork Customer Success Architect) {optional} The Design stage begins (BrightWork Customer Success Architect) Define agenda, attendees for the next meeting and schedule (BrightWork Customer Success Architect)
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3D – Objective and Key Principles
Our Objective: Make it easy for you and your group to get to … “Project Management Success, on SharePoint” using 3D, a clear, transparent change management process Design … using best practices Deliver … from configurable templates Deploy … with training as needed
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BrightWork 3D Deployment Process
DESIGN DEPLOY DELIVER Requirements Evolve Plan Design Configure Verify Adjust Train Go Live Support BrightWork Agile Deployment Class
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BrightWork 3D Deployment Process
The Backlog of your Collaborative Project Management Success Requirements START EVOLVE EVOLVE FURTHER DESIGN DEPLOY DELIVER DESIGN DEPLOY DELIVER DESIGN DESIGN DELIVER DELIVER DEPLOY DEPLOY BrightWork Agile Deployment Class
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BrightWork 3D Deployment Process
DESIGN DEPLOY DELIVER Requirements Complete Handover Understand Vision Document Requirements Evolve Plan Build Evolve Plan Protect Evolve Plan Approve Evolve Plan Design Select Templates Outline Site Hierarchy Decide Template Configuration Configure Train for Configuration Configure Templates Create Hierarchy Verify Identify Stakeholders Verify Design Prioritize Feedback Adjust Adjust Templates Configure-Verify-Adjust Final Verification Train Create Rollout Plan incl. Training Prepare Training Deliver Training Go Live Feedback Adjust Support Handover to Customer Success Check On-Demand Training Survey Post-Deployment BrightWork Agile Deployment Class
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How long does deployment typically take?
An iteration may take between 2 and 12 weeks. Factors that influence duration are: Project Management in use today versus what will be implemented Infrastructure readiness Speed of process / management level decisions Resource availability and skill levels External and organizational constraints It’s typically preferable to take on less rather than more in the first iteration
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Training Planning - What is your Desired Role?
You and BrightWork Configure, You Maintain You are a very active part of the Design and Build team and take an equal to greater share of the configuration work. You will complete more training up front, and will be empowered to learn as we configure together. You Supply Requirements and BrightWork Configures Your organization has a defined, documented set of requirements prepared for the BrightWork deployment manager to build near-exclusively. Training is limited to demoing of features to instigate design. BrightWork consultant remote access to your BrightWork environment is strongly advised.
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Training Planning We advise completing the BrightWork Introductory Guide training early in the Design stage, alongside your dedicated BrightWork Trainer (Ciara McCarthy). If it’s your decision to contribute actively to template configuration alongside your BrightWork consultant, then it is recommended you also complete the BrightWork Configuration training (with Ciara) – ideally early in the Deliver stage. There will also be plenty of opportunity later in the Deliver stage to enjoy learning as you and your consultant work hands-on with your project management templates. In the Deploy stage we will work with you to plan role based user training for Project Managers, Team Members and Senior Executives.
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DESIGN using collaborative project management best practices
Requirements Complete Handover Understand Vision Document Requirements Evolve Plan Build Evolve Plan Protect Evolve Plan Approve Evolve Plan Design Select Templates Outline Site Hierarchy Decide Template Configuration
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Design: Requirements – Evolve Plan – Design
Complete Handover Complete any remaining items for the handover from the BrightWork Solutions Specialist Understand Vision Work with your senior project management Sponsor to capture your organization’s project management vision Review other customers’ case studies and examples to observe possibilities Use BrightWork Sample Area as necessary to very lightly train for this visioning and requirements discovery process Consider completing the BrightWork Introductory Training Guide Document Requirements Explain and discuss all known short and long term needs (including infrastructure)
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Requirements (sample below)
A light standard approach to managing projects in a single site A single site to manage multiple related small projects A more structured process for managing projects Departmental work tracking for non-project work Build a Project Methodology into BrightWork to include: Charter/Project Statement Tasks Resource Planning Issues/Risks Low Complexity Status/Progress Reporting Deploy a Project Management Office to manage projects and portfolios Implement rollup reporting dashboards Implement a portfolio management/project intake process (B) = Backlog, secondary item
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Design: Requirements – Evolve Plan – Design
Build Evolve Plan Decide requirements for this iteration, and requirements to be placed on the Backlog (ideally prioritized), and ideally an associated measure of success Protect Evolve Plan Talk through and document issues and risks which could affect this iteration and make adjustments to the Plan Check this iteration of the Evolve Plan against the project management maturity and appetite of the target group and make adjustments to the Evolve Plan as necessary Approve Evolve Plan Obtain Plan sign off by the deployment project’s most senior executive Save the Plan in a place it can be accessed and changed in a controlled manner
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Identify Deployment Risks and Mitigation
Identify conditions that could cause delays or issues for the deployment Discuss mitigation activities to help prevent the risk from occurring Risk: Poor user adoption Mitigation: Provide adequate Team Member and Project Manager training during Rollout phase Don’t overload the iteration with excess process or customization Risk: Improper template design Mitigation: Verify configuration with other stakeholders during Design stage & provide feedback at BrightWork team meetings Risk: Infrastructure issues Mitigation: Follow Microsoft’s best practices Risk: Lack of executive involvement/on-going monitoring of progress Mitigation: Explain benefits to executives and secure involvement
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Design: Requirements – Evolve Plan – Design
Select Templates Select in-scope templates as determined by this iteration’s Evolve Plan Outline Site Hierarchy Decide the project site hierarchy Decide Template Configuration Choose a configuration level per template appropriate at the present time Decide the configuration environment – BrightWork Staging or customer on-premises using BrightWork image with built-in Training & Sample areas
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Select Templates Needed in this Iteration
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Select Templates Needed in this Iteration
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Sample Hierarchy
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Configuration, Customization or Both?
As BrightWork is built on SharePoint, a highly configurable and customizable platform, customers have the option to choose either configuration or customization or both to deliver on project management requirements. Configuration: Advantage Very simple to execute and no highly technical skills needed Very clean for upgrading from version to version (usually upgrades with no intervention) BrightWork is designed so that the template changes desired tend to only require configuration (which can be carried out by non IT skilled people) and do not require customization (which require IT skills). Disadvantage Certain actions may not be possible – e.g. advanced workflows or systems integration (e.g. to ERP systems). Customization: Possible to do almost anything with either SharePoint Designer or by writing code Requires advanced technical skills to deliver and to maintain May be tricky to maintain and to upgrade to new versions depending on how the customization is delivered Customer needs to have someone who will deliver initial customizations and on-going support
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Design: Project Management Assistance
The following are some extra tasks of a project management nature that are not covered by the preceding Design steps. Assign team roles and responsibilities Decide where this 3D project will be tracked and managed Develop the current Evolve Plan with the steps and a timeline Validate the Evolve Plan with key stakeholders and revise as necessary
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Assign the Project Team Roles
Responsibilities Assigned To Project Manager (Customer) Drives the overall deployment project for the customer and is from the customer. This is the all-important manager and cheer leader role. BrightWork Consultant (BrightWork) Provide services including advice, product training, design and configuration support and consulting. BrightWork Trainer Provides training of the configured templates to end users during the Deploy stage. SharePoint Administrator (Customer) Responsible for the BrightWork installation and deeper SharePoint technical support on site. BrightWork Designers (Customer, BrightWork) Responsible for mapping the local project management process to BrightWork templates on SharePoint. Senior Stakeholder(s) Departmental or functional managers whose support is necessary for a successful deployment. May run the first set of projects. Executive Sponsor(s) Funds, approves and directs the BrightWork implementation in the customer organization.
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Project Management – Options
Use a BrightWork Deployment project site (preferable) – see screenshot below Alternatively use Microsoft Project, or continue to use this slide deck
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Create the Plan and Schedule for this Iteration
1) DESIGN – Planned Completion Date: Requirements Complete Handover Understand Vision Document Requirements Evolve Plan Build Evolve Plan Protect Evolve Plan Approve Evolve Plan Design Select Templates Outline Site Hierarchy Decide Template Configuration Project Management Tasks Assign team roles and responsibilities Decide where this 3D project will be tracked and managed
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Create the Plan and Schedule for this Iteration
2) DELIVER – Planned Completion Date: Configure Train for Configuration Configure Templates Create Hierarchy Verify Identify Stakeholders Verify Design Prioritize Feedback Adjust Adjust Templates Configure-Verify-Adjust Final Verification Project Management Tasks Create a process that cycles C-V-A until all the current iteration requirements are met Track and re-plan the project as necessary
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Create the Plan and Schedule for this Iteration
3) DEPLOY – Planned Completion Date: Train Create Rollout Plan incl. Training Prepare Training Deliver Training Go Live Feedback Adjust Support Handover to BrightWork Customer Success Check On-Demand Training Survey Post-Deployment Project Management Tasks Update the deployment project plan as necessary Close this iteration and conduct a project post-mortem
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DELIVER starting with configurable templates
Configure Train for Configuration Configure Templates Create Hierarchy Verify Identify Stakeholders Verify Design Prioritize Feedback Adjust Adjust Templates Configure-Verify-Adjust Final Verification
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Deliver: Configure – Verify – Adjust
Train for Configuration If it’s your decision to contribute actively to template configuration alongside your BrightWork consultant, then it is recommended you also complete the BrightWork Configuration training (with Ciara). Configure Templates Feel free to request and enjoy on-the-job configuration training as we make our way through any needed template changes Understand the “Support Boundaries” in the Configure steps Create Hierarchy Create a preliminary project site hierarchy based on the previously documented draft
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Train the Design Team Train the Customer design team using the relevant set of BrightWork configuration training guides …
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Configure Templates: The Options
For each selected template you can: Configure Project Management Process / Lists Configure Project Management Reporting Improve the Overall look and feel See the configuration guides in the BrightWork Training area for more information …
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FYI … Support versus Billable Deployment Services
BrightWork Support covers: Break / fix problem resolution? e.g. error, unexpected behaviour, service interrupted, etc. Where do I find information on … (training, download latest release, upgrade guides, webinars, how to configure reports, etc.)? This does not cover the actual delivery of this training BrightWork or Partner Billable Deployment Services are needed for: Training, including courses in the BrightWork Training Catalog Consulting on design, rollout, etc. Configuration of BrightWork e.g. setting up new reports, creating new metrics, workflows Infrastructure setup and configuration
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Deliver: Configure – Verify – Adjust
Identify Key Stakeholders Senior Executives who will be reviewing report data Representative Project Managers and Team Members Verify Design Verify the template design with key stakeholders at this stage to review and validate the latest design work before continuing Ensure the amount of project management process being implemented is feasible in your environment Prioritize Feedback With key stakeholders, determine requirements to be adjusted immediately, and those to be added to the Backlog
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Deliver: Configure – Verify – Adjust
Adjust Templates Configure-Verify-Adjust Sometimes (but not always) we need to cycle through the Configure-Verify-Adjust process to make Project Management Success more likely Final Verification Complete final verification with Stakeholders
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Deliver: Project Management Assistance
Create a process that cycles Configure-Verify-Adjust until all the current iteration requirements are met Validate the Evolve Plan with key stakeholders and revise as necessary Track and re-plan the project as necessary
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DEPLOY with on demand and as needed user training
Create Rollout Plan incl. Training Prepare Training Deliver Training Go Live Go Live Feedback Adjust Support Handover to BrightWork Customer Success Check On-Demand Training Survey Post-Deployment
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Deploy: Train – Go Live – Support
Create a Rollout Plan including User Training Determine initial set of projects to manage Consider: An Engagement with a BrightWork Training Specialist (Ciara McCarthy) Collaborative Project Management training (can be tailored to your environment) - access the BrightWork guide here BrightWork Training program based on key roles: Team Member, Project Manager and Senior Executive Prepare Training Prepare training materials for each of the key roles (Team Member, Project Manager, Senior Manager) Grant user access to the BrightWork sites with appropriate permissions for current set of users Deliver Training Use prepared user training material Consider individual 1:1 follow-up training after the group sessions
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Deploy: Train – Go Live – Support
Feedback Conduct a feedback session with the team after some initial usage Adjust Adjust Templates Determine items to be adjusted immediately, and those that will be added to the Backlog (preferably prioritized)
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Deploy: Train – Go Live – Support
Handover to BrightWork Customer Success Ensure a formal transition to BrightWork Account Management and Support, including: BrightWork Reviews, Support Desk, Training Resources Review again the Support v’s Services information Check On-Demand Training Consider all available support services, including the online community with on-demand training Survey Post-Deployment
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Deploy: Project Management Assistance
Validate the Evolve Plan with key stakeholders and revise as necessary Close this iteration and conduct a Post-Mortem
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