Making the most of SharePoint to organize and manage your projects
Using SharePoint to Manage Project...
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Using SharePoint to Manage Project Documentation Oakwood Systems Group, Inc. Lloyd Miller, PMP Director of Delivery Assurance Glenn Goldberg, VTS-P SharePoint Practice Manager
Transcript of Using SharePoint to Manage Project...
Using SharePoint to Manage
Project Documentation
Oakwood Systems Group, Inc.
Lloyd Miller, PMP
Director of Delivery Assurance
Glenn Goldberg, VTS-P
SharePoint Practice Manager
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Oakwood Vision & Mission
Founded in 1981, Oakwood’s historical perspective coupled with current
expertise in established and emerging technologies provides a unique value-
add to organizations of all sizes across the U.S.
Oakwood Systems Group is focused on creating business value with
technology solutions crafted to maximize our clients’ success.
Our deep relationship with Microsoft, coupled with our extensive capabilities
across the Microsoft platform, make us the preferred provider of Microsoft-
based technology solutions, delivered professionally to our clients’
specifications and expectations.
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Active Directory
Server Platform
Identity Management
Systems Management
Desktop Deployment
Messaging / Communications
Security
Online Services
Application Development
Business Intelligence
Portals and Collaboration
Enterprise Content Management
Mobility Solutions
Application Integration
Web Development
Online Services
Assessments and MS Packaged Services
Project Management Consulting and Tools
Business Process Consulting
IT Services Management Consulting & Services
Roadmaps and Remediation
Enterprise Architecture
Infrastructure
Technology Solutions
Business
Technology Solutions
Enterprise Advisory
Services
Technology & Services Capabilities
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Oakwood’s Engagement Architecture
Delivery
Excelleration
Methodology TM
Project
Management
Methodology
Delivery
Assurance
Methodology
Engagement Approach
Account Management
IDENTIFY
Supporting Processes
DESIGN BUILD DEPLOY MANAGE
Dis
cove
r3D
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Virtual Technical
Specialist Professionals
SQL Server
Systems Center Configuration Manager
SharePoint
Commerce Server
Project Server
Desktop Deployment
Systems Center Operations Manager
Mobility
Web Development
Application Lifecycle Management
Exchange Server
BizTalk
IT Generalist – CoreIO
IT Generalist – APIO, BPIO
Oakwood’s Relationship with Microsoft Competencies and Designations
2011 Microsoft Partner of the Year
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Project Content Pains
Content Proliferation
Unmanaged Copies of Documents
Standardization of Template Challenges
Large File Issues
Hard to Manage Related Documents
Project Plan Exposure is Limited
Virtually No Discoverability of Content
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Content Proliferation
Documents stored in:
• File Shares
• Desktop Folders
• Public Folders
• Collaboration sites
Resulting Pain:
• Hard to Find Documents
• Lack of Governance
• Multiple Copies and Versions
Organize content
into projects for
single sourcing
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Versioning and
Copy Tracking
Unmanaged Copies of Documents
Non-centralized Document Management resulting in copies upon copies of
documents
Versioning is barely manageable
• File Name Versioning (very, very bad)
• No Master Document
No Document History and Auditing for Compliance
Basic File Attributes Only (Created By and Date only Reliable Attribute)
• Only the Last Change is known
Submission Approvals are Rare Due to Custom
Code
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Standardization of Template Challenges
Templates get updated and approved all the time
Traditional publishing of new/revised templates requires manual
communication
Results In:
• Users use old templates 85% of the time
• Communication of the template change is more costly than the form modification
itself
Content Types
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Large File Issues
Project documents emailed back and forth
• Email usually blocks files over 10 MB in size
• Copy after copy is often stored in Exchange or email server archives, even though
the document is out of date or not used any more
Burning of files to disc or USB drive frowned upon
SharePoint Large
File Handling
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Hard to Manage Related Documents
Many projects have related documents
Should be processed together, but usually are not
Think of a checklist of content being gathered
• Control Documents are Usual Workaround
Document Sets and
Workflows
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Project Plan Exposure is Limited
Project Plans by all Project Managers
Usually subject to the same pains as all other content
Exposure to project team requires exporting or printing plan out
Expensive to license MS Project for each team member.
Way too expensive to publish to all organizational users without Project!
Enterprise Solutions abound but are big investments
Microsoft Project
Synchronization
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Virtually No Discoverability of Content
Searching and Navigation are cumbersome
Results for searches miss key documents
No ability to identify and mark important or high caliber documents
Classification with
Metadata and Ratings
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Solving Project Content Woes With SharePoint
Content Proliferation
• Organize content into projects for single sourcing
Unmanaged Copies of Documents
• Versioning and Copy Tracking
Standardization of Template Challenges
• Content Types
Large File Issues
• SharePoint Large File Handling
Hard to Manage Related Documents
• Document Sets and Workflows
Project Plan Exposure is Limited
• Microsoft Project Synchronization
Virtually No Discoverability of Content
• Classification with Metadata and Ratings
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Project Portal Demo
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Project Portal Planning – Collect Details
1. Identify what type of project(s) define the core of your business
2. Understand the lifecycle of a project from inception to project closure
• Archival and Retention needs should be addressed
3. Classify Types of Information Managed
• Documents and list design is derived from this information
4. Volume of Information
5. Input, Approval, and Feedback Processes
6. Security
• Accessibility Needs
• Roles: Contributors vs. Read Only
7. Integration Points
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Project Portal Planning – Design Site
Encourage user adoption, reporting, training simplicity, and maintainability by
designing a reusable project site template
Libraries
Lists
Announcements
Workflows
Content Types
Look and Feel
Security
Sites can still be customized on a project by project basis
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Questions?
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Thank You
Glenn Goldberg, Microsoft VTSP Oakwood Systems Group
Practice Lead – Portals, Collaboration and ECM
Twitter: ggunk
