1. Project Management in SharePoint
2/22/2019 4:57 AM
Project Management in SharePoint
Steve Pucelik
Sr Premier Field Engineer - Microsoft
© Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. Agenda Project Management Activities
SharePoint Information Architecture
Managing the Project
SharePoint Search
Power BI reporting
Agenda

3. Project Management Activity

4. Planning is a life skill

5. Typical Project Lifecycle
Initiation
Planning
Execution
Support and Close Out
Summary
Project kickoff and setting expectations.
Assets
Project Site
Documents
Meet with stakeholders and gather requirements and build the project plan.
Tasks
Risks
Build the solution using the requirements.
Issues
Deliver the solution to the customer.
Iterative

6. Project Dashboard
One place for users and project managers to view project information
Displays only tasks/issues assigned to you across projects
Refiners for easily find specific projects
All Search/content type driven

7. Information Architecture

8. Site Hierarchy

9. Content Type Structure
Created at the site collection root
Standard Site Columns/Content types
Used SharePoint site columns where you can
This is CRITICAL for a targeted search experience

10. Project site template Standard way of creating new project sites
Created using standard SharePoint subsite creation process
Project Template contains all lists/libraries/content types
Does not carry forward branding/logos
Typically created in the \projects site but not required
Security can be set at the site level or inherited depending on the project sensitivity

11. Managing the project

12. Project Status List Every project has this list
1 item list using the ProjectStatus content type
Project managers should update this with project demographics
Uses the ProjectStatus Content type – critical for rolling up information using search

13. Tasks are tasks…issues are issues…
Manage tasks, issues and risks like you normally would.
Documents are documents that every project has and is essential for a successful implementation.
Keep it simple and don’t over engineer it. This is where people start to get confused and shut down.

14. SharePoint Search

15. Project Dashboard Content Search web part is your friend
Managed Properties for the columns displayed need to be setup
Display templates control the presentation
Everything is content type driven.

16. Managed Properties Map the crawled property to a managed property
Use the Refinable* managed properties.
Refiners rely on these
Re-index the list/library if you’re properties don’t show up

17. KQL targets the content types

18. Display Templates - Design
Edit both the control and item templates in SharePoint Designer
Managed properties drive the display values
Publishing feature needs to be enabled to generate the .js file
A little HTML/JavaScript and you’re done!

19. Item Template
Change the <title> to something more descriptive. This is what users will see when selecting an item template in the web part properties pane
Add the managed properties from the content type
The names MUST match the managed property value in the search schema

20. Control Template

21. Property Mappings
The mappings that you specify on the Item template populate the property mapping in the web part properties
These must match what is in the mapping properties element of the item template

22. Refiners
The Refinable* managed properties will be available in addition to the SharePoint reserved properties
Review the Sample Values to make sure you have the right one
Provide a friendly name for the Display name

23. Power BI

24. Project Summary

25. Task Summary

26. Risk Summary

27. It’s all REST based
Each data source has a parameter for the REST query you want to execute
Querystring based parameters against the search API
Query parameter is the KQL
SelectProperties – managed properties that become “table” fields

28. Transforming the JSON Response
All REST responses are in the JSON format.
Within Power BI we can “tablefy” the results (get it into rows and columns)
The resulting table can be used in our dashboards and reports

29. Transforming the JSON Response
End result is rows and columns
Use this in you’re PowerBI dashboards and reports
Power BI takes care of all the “plumbing”. All you need to do is get the REST query right

30. Work with the results
Focus on using the *SearchResult “table” for your dashboards and reports
Normal PowerBI functionality applies
Simply refresh the data sources for current results from the search index.

31. References Display Templates in GitHub KQL Cheat Sheet
PowerBI template for any REST query
References

32. Questions