1. Implementing Collaborative Project Management with BrightWork

2. 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) 

3. 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

4. BrightWork 3D Deployment Process
DESIGN
DEPLOY
DELIVER
Requirements
Evolve Plan
Design
Configure
Verify
Adjust
Train
Go Live
Support
BrightWork Agile Deployment Class

5. 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

6. 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

7. 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

8. 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.

9. 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.

10. 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

11. 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)

12. 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

13. 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

14. 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

15. 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

16. Select Templates Needed in this Iteration

17. Select Templates Needed in this Iteration

18. Sample Hierarchy

19. 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

20. 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

21. 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.

22. Project Management – Options
Use a BrightWork Deployment project site (preferable) – see screenshot below
Alternatively use Microsoft Project, or continue to use this slide deck

23. 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

24. 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

25. 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

26. 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

27. 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

28. Train the Design Team
Train the Customer design team using the relevant set of BrightWork configuration training guides …

29. 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 …

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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)

37. 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

38. Deploy: Project Management Assistance
Validate the Evolve Plan with key stakeholders and revise as necessary
Close this iteration and conduct a Post-Mortem