SP Summit: How To Build A CCS
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21-Oct-2014 -
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Transcript of SP Summit: How To Build A CCS
How to Build a Change Control System in SharePoint PMIS
Dux Raymond Sy, PMP Managing Partner, Innovative-e, Inc.
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Have You Experienced …
Customers adding scope halfway through the project? Management cutting your project budget? Project resources performing unplanned project tasks
because the customer says so?
What Do You Do?
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Objectives
After completing this session, you will learn how to: Leverage the benefits of a change control system Create an automated change request process utilizing the Three-
State Workflow Develop a sophisticated Change Control System with custom
workflows in SharePoint Designer without coding
Dux Raymond Sy, PMP
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Managing Partner, Innovative-E, Inc. Author, “SharePoint for Project Management” by
O’Reilly Media Contract Author & Instructor, Learning Tree
International
For more information, connect with Dux E-Mail: [email protected] LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
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Agenda
What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary
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Controlling Change
Change control is a set of procedures that defines how changes would be addressed in a project
Tracking change involves The number of requests The person or group requesting the change What needs to be changed Impact of the changed Approval or rejection
The change-control procedure must force management to assess the total impact of a change and
agree to the cost before ordering it to be implemented.
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Change Control Process
Proposed change
Impact analysis
and priority
Log details
Inform originator
Management decision Gather info
Yes
No
Later
Schedule
Do now
Log and schedule
review
Log
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Agenda
What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary
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Human Workflows
Businesses depend on processes Automating interactions among the people who participate in a
process can improve how that process functions, increasing its efficiency and lowering its error rate.
Examples of project workflows Expense Reimbursement Change Control Regulatory Compliance __________________________ __________________________
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SharePoint Workflows
Supports the automation of human workflow Enables collaboration by automating the movement of
document or list items through a specific sequence of actions
Based on Windows Workflow Foundation WSS includes a predefined Three-State workflow MOSS provides other workflows SharePoint Designer and Visual Studio .NET
can be used to create custom workflows
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Agenda
What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary
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Enabling Three-State Workflow
Can be applied to any list or document library The issue tracking list template has the three-state workflow
enabled For other lists, workflow settings can be updated by going to the list
settings Requires a list to use a choice column with three or more values
Serves as the state the workflow tracks
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Implementing Three-State Workflow
Three-state workflow can be applied to any list or document library It requires at the most three states to enable the workflow
For example: Initiate, Review, Approve Steps to implement a Three-state workflow:
1. Go to a specific list or library 2. Define Workflow Settings 3. Test the workflow
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Example: Simple Change Request System
Submitted Decision Made In Review
1. Enter Change Request
2. Task assigned to confirm the change request has been received
3. Task assigned to review the change request and make a decision
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Interactive Presentation
Building a Change Control System with Three-State Workflow
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Agenda
What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary
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Three-State Workflow: Realistic?
Out of the Box SharePoint Workflows are generic Almost always doesn’t support specific organizational processes
Custom workflows can be developed SharePoint Designer
No Programming required Visual Studio .NET
Programming is required
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SharePoint Designer
Creates and customizes SharePoint sites Provides professional tools for building interactive SharePoint solutions
without writing code Key features
Customize the look and feel of a SharePoint site Incorporate data from a wide variety of industry standard data sources Build custom workflow with built in Workflow Designer
As of April 2, 2009 – it’s FREE
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Workflow Designer
Used to build custom workflows visually
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Steps in Developing a Custom Workflow
1. Specify the list or library where the workflow will be assigned to 2. Define the condition 3. Specify the action 4. Add more conditions and actions as necessary 5. Add further steps as necessary
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Interactive Presentation
Building a Change Control System with SharePoint Designer
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Agenda
What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary
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Summary
You are now able to: Leverage the benefits of a change control system Create an automated change request process utilizing the Three-
State Workflow Develop a sophisticated Change Control System with custom
workflows in SharePoint Designer without coding
Thank You!
For more information, connect with Dux E-Mail: [email protected] LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
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