Innovative-e

SharePoint 101

Dux Raymond Sy, PMP

Class Objectives   After completing this class, you will be able to leverage the

benefits of utilizing SharePoint

  In addition, you will be able to

  Build a SharePoint Site

  Identify relevant site components

  Customize stakeholders site access requirements

  Integrate common Microsoft Office tools

  Generate on-demand dashboard with Web Parts

Dux Raymond Sy, PMP

  Managing Partner, Innovative-E, Inc.

  Author, “SharePoint for Project Management” by O’Reilly Media

  For more information, connect with Dux

  E-Mail: dux.sy@innovative-e.com

  LinkedIn: meetdux.com/li

  Blog: meetdux.com

  Twitter: twitter.com/meetdux

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

Information Requirements Today

Key Challenges

  _________________________________________________

  _________________________________________________

  _________________________________________________

  _________________________________________________

  _________________________________________________

Information Management Challenge

  Lack of centralized storage

  Information dispersed

  Can be multiple copies of the same document

  Tracking and undoing changes

  Merging changes from multiple users can be problematic

  Defining relevant information access

  Any user with a copy can edit the file

  No way to track who made changes and when

Team Collaboration Challenge

  Real time

  Need to ensure only one user can edit a file at a time

  Need instant communication among group members

  Offline

  Users need to know what changes have been made to a file and when

  Discussion and feedback mechanism is needed

  Remote

  Making information accessible anytime anywhere

  Need a method of tracking changes, seeing who made changes, and rolling back to prior versions

How Do You Do IT?

  _________________________________________________

  _________________________________________________

  _________________________________________________

  _________________________________________________

  _________________________________________________

In a Perfect World

  Accessibility   Information needed can be

accessible in a central location

  One-stop shop

  Team collaboration   Easily work with colleagues

whenever, wherever, and however

  Traceability   Information updates can be easily tracked

  Archive of any changes made is available

  An access log is available

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

Share

+

Point

What’s SharePoint?

  Allows individuals in an organization to easily create and manage their own collaborative Web sites

  Simplifies how people find and share information across boundaries, and enabling better informed decisions

  Seamlessly integrates with Windows and MS Office

  Does not refer to a specific product or technology

  Using the word “Microsoft SharePoint” is like using the word “Microsoft Office”

  Refers to several aspects of Web-based collaborative solutions

  Windows SharePoint Services (WSS) 3.0

  Microsoft Office SharePoint Server (MOSS) 2007

What if SharePoint is a Car?

Car SharePoint

Purpose:

What’s required?

Purpose:

What’s required?

SharePoint Geek Vagen

WSS and MOSS

  WSS is the core technology of Microsoft SharePoint

  If SharePoint is a car, WSS can be considered the “engine”

  Provides the core technology that supports document management and team collaboration

  WSS is available for free as long as your organization is utilizing Windows Server 2003 or above

  MOSS extends the capabilities of WSS

  Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands

  Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.

  Unlike WSS, MOSS is not available for free

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

SharePoint Site Hierarchy

  SharePoint sites are organized in a hierarchy

  Top-level site

  Sub-site

Site Collection

Top-level site

Sub-sites

Deciding Site Hierarchy

  How would you organize sites? What is the logical taxonomy?

  With your organization, choose one of the two high-level Site hierarchy options:

  Single site collection that includes a top-level site and all sites are sub-sites

  Multiple site collections where each site is an independent site collection

Site Creation

  Two main ways of creating a SharePoint sub-site

  Directly from a top-level site using a Web browser

  From any Microsoft Office application

  Steps to create a sub-site:

1.  Go to the Create page

2.  Select Sites and Workspaces

3.  Specify Site Creation Settings

Workshop 1: Creating a SharePoint Site

Please refer to the Workshop Manual

Refining the Site

  Determine if any organizational standards exist for

  Site look and feel

  Navigation

  Usability

  Organizational specific needs

  Regional settings

  Site usage

  Auditing needs

  Regulatory compliance

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

Site Should Enable a Team to

  Centralize information

  May include project contacts, calendar, documents, templates, forms, and checklists

  Maintain history & define access privileges

  Facilitate communication and collaboration

  Collaborative activities such as scheduling a meeting, jointly developing a proposal or informally brainstorming on strategies should be supported

  Automate processes

  In SharePoint, information is stored and organized in lists and libraries

SharePoint Lists

  A collection of shared information items

  Most of the information in a SharePoint site is organized and stored in lists

  Everyone who has access to the site is able to view lists

  Viewing a list is comparable to viewing information in a spreadsheet

Common Lists in a SharePoint Site

  Calendar

  Contacts

  Project task

  Issue tracking

  Custom List

Components of a List

  Lists are composed of two key sections

1. List toolbar

–  New

–  Actions

–  Settings

–  View

2. List item(s)

Creating a List

  Two types of lists that can be created

  Out-of-the-box list

  Custom list

  Steps to create a list:

1.  Go to the Create page

2.  Select the type of list to be created

3.  Specify the list settings

Workshop 2: Creating and Populating Lists

Please refer to the Workshop Manual

Libraries

  Files are stored and organized in libraries

  Similar to storing files in folders

  Provides a centralized location

  Document storage

  Controlled access of documents

  Libraries are advanced lists

  Features and functionalities in lists are mostly applicable to libraries

  There are four types of libraries

  In a Site, you would typically use a document library

Creating a Document Library

  Multiple ways to create a document library

  From the browser

  From Microsoft Office

  Steps to create a list:

1.  Go to the Create page

2.  Select Document Library

3.  Specify the list settings

Workshop 3: Creating a Document Library

Please refer to the Workshop Manual

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

Adapting Communications Requirements

  Information needs of stakeholders

  Identify the type of information a stakeholder would need

  What is the frequency?

  Will they retrieve the information or should it be sent to them?

  Stakeholder influence and interest defines Site access

  How much access would a stakeholder have?

SharePoint Site Access

  SharePoint sites are intended for a community of users

  It is the responsibility of the site owner to define who the site members are

  Typically, site membership is defined when the site is being created

  Site membership also defines what the member can do

  How are site members added?

1. Site members can be manually added by the site owner

2. Site access can be requested by any user

Site Permissions

  Two ways to assign permissions

  SharePoint Groups

  Individual user permissions

  Default permission levels in SharePoint include:

  Full Control: has full site control

  Design: can add content and customize pages

  Contribute: can add content

  Read: has read-only access to the site

  Best Practice: vast majority of users will have Contribute permission

Workshop 4: Adding Stakeholders

Please refer to the Workshop Manual

Access Level

  Site

  List or Library

  Item Level

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

Revisiting Lists and Libraries

  Apart from centrally storing documents, lists and document libraries provide several document management features

  Check-out/check-in

  Version history

  Content approval

Workshop 5: Updating a Document

Please refer to the Workshop Manual

Collaboration Tools

  Wikis   A Web site in which users can easily edit any page

  In project environments, it provides an easy way to record lessons learned

  Discussion boards   Similar to online message boards on the Web

  Like news groups or Web logs

  Provides threaded discussion capability

  Participants can reply to any message in the discussion

Example: Clarifying Requirements

Integrating Microsoft Office 2007

  Outlook

  Synchronize calendars and contacts

  Display tasks, libraries, discussion boards

  Excel

  Synchronize spreadsheets to SharePoint lists

SharePoint Tracking Components

  Project Task List

  Define project tasks, assignments, start date, & due date

  Indicate task status

  Track percentage complete

  Display information in a Gantt chart view

  Issue Tracking List

  Manage issues

  Assign responsibilities

  Specify progress

  Identify solution

Workshop 6: Project Tracking

Please refer to the Workshop Manual

SharePoint Reporting Tools

  Custom Views

  Views that are created to match user or group interest

  For example, we are interested in viewing project documents that were modified by the sponsor during project initiation

  Web Parts

  Customizable software components that serves a particular purpose

  Can be used to create project dashboards

Workshop 7: Creating a Project Dashboard

Please refer to the Workshop Manual

Agenda

  Information Management Challenges

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Stakeholders to the Site

  Supporting Team Collaboration and Reporting

  Adapting SharePoint to Your Environment

  Summary

  The challenge in a major technology rollout is …

  Remember, people can change as

  The change is worthwhile

  It would bring great benefits primarily at a personal level then at the organizational level

It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things.

—Niccolò Machiavelli, Italian statesman and philosopher

Creating and Reusing Templates

  An existing SharePoint Site can be saved as a site template

  All the lists, libraries, views, and Web Parts that were used will be stored

  The content can be optionally stored as well

  The site template can be used as a basis for the creation of a new Site

Provide User Support

  Training

  Books

  Web-based videos

  Instructor-led

  Self-service help / FAQ

  Checklists

  Templates

  How-to Guides

  Feedback mechanism

  Gather user ideas, suggestions, comments

Agenda

  Why SharePoint?

  Setting Up a SharePoint Site

  Adding Site Components

  Including Project Stakeholders to the Site

  Supporting Team Collaboration

  Project Tracking and Reporting

  Adapting SharePoint to Your Project Environment

  Summary

Summary   You are now able to leverage the benefits of utilizing a

SharePoint site

  In addition, you are able to

  Build a SharePoint Site

  Identify relevant site components

  Customize stakeholders site access requirements

  Integrate common Microsoft Office tools

  Generate on-demand dashboard with Web Parts

Innovative-e

Thank You!

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