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SharePoint For Project Management:Top 12 Features

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  1. “SharePoint for Project Management: The Top 12 Features you get right Out-of-the-Box!” A Webcast Presentation Éamonn McGuinness BrightWork

  2. Logistics for Today’s Webcast • Slide Deck and Webcast Recording download links • expect an email tomorrow, Thursday March 19th • Questions and Answers • The webcast has a large audience • Impractical to take questions on the phone throughout—sorry! • Your phone has already been put on mute for now to avoid accidental background noise • We will answer questions at the end as follows: • From the Microsoft® Office Live Meeting question manager – Click the “Q&A” panel or click “Alt Q” • Opening up the phone line – you press 01 on your phone • After the webcast - extra questions to • Remember to go to the “full screen” in Live Meeting (F5)

  3. Today’s Agenda • Webcast Opening & Introduction (2 mins.) • The Webcast – (25 mins.) • Intro to SharePoint (in 12) and Managing Projects on SharePoint • Live Demo • Summary, References, Suggested Next Steps (3 mins.) • Q & A

  4. Who are BrightWork? • BrightWork develop and market a project management plug-in for SharePoint called BrightWork pmPoint. • BrightWork is a Microsoft Gold Certified partner. • More Info:

  5. BrightWork - The Executive Summary • BrightWork Background • Microsoft Gold Certified ISV partner • Customer problem we focus on • How many organizations need to collaboratively manage projects? (90%+) • How many organizations use Email, Excel and Word but not a high end project management solution? (80%+) • 1995 – Started as Lotus Notes ISV • Have architected commercial project management product on Microsoft … • Exchange 2000 (webstore) • SharePoint 2001 (webstore) • SharePoint 2003 • SharePoint 2007 • Started on West Coast of Ireland - Customers in US, Canada, Mexico, Europe, Russia and Australia • BrightWork Products • SharePoint is for Collaboration • Consider this! – Why not SharePoint for collaborative project management! • BrightWork pmPoint • Process driven project management • You decide the level of process • Manage projects using SharePoint • Templates to manage projects and programs and a PMO • Optional import / export with Microsoft Project • Launched an MBS partner version supporting the Microsoft Sure Step methodology at WPC 2008 in Texas • BrightWork Reporter • Report on SharePoint fields, lists, sites and site collections and distribute these reports • More Info:

  6. Using Microsoft SharePoint … • 12 SharePoint Components: Their Functions: • List ItemsCollection for field values • Lists Containers for list items • Views Different views into the lists • Libraries and Doc Mgmt. Document check in and out • MS Office Integration Open Office docs from web • Workflow Ability to move information • Web parts Windows into information • Web part pages Collections of windows • Navigation Quick Launch, Top Link • Sites Housing for lists, libraries, etc • Site collections Housing for lots of sites • Web applications Housing for site collections

  7. The SharePoint “12-parts” Diagram • What is SharePoint made up of? • List Items • Lists • Views • Libraries and Doc Mgmt. • MS Office Integration • Workflow • Web parts • Web part pages • Navigation • Sites • Site collections • Web applications

  8. … to Manage Projects and Programs • How can the SharePoint elements be used “out of the box”? • List Items Add fields, e.g. project type • Lists Project Tasks and Issues • Views Datasheet and other views • Libraries and Doc Mgmt. Project document control • MS Office Integration Lower deployment barriers • Workflow 3-State Workflow • Web parts Views into task, issue lists • Web part pages Project summary home page • Navigation Add basic structure to projects • Sites Project workspace • Site collections House all common projects • Web applications Contain all customer projects

  9. … to Manage Projects and Programs • How can we “extend” SharePoint for Project Management? • List Items Visual Indicators; Unique Id’s • Lists Task dependency; Charts • Views Gantt and other tailored views • Libraries and Doc. Mgmt. Deliverables by Phase • MS Office Integration Send reports to email, Excel • Workflow Project request and approvals • Web parts Project work reports • Web part pages Executive project dashboard • Navigation Process mapping, extendible nav. • Sites Site templates for many project types • Site collections Project/Program Management Office • Web applications Separate customer areas

  10. Demo:“SharePoint for Project Management“ Demo Sequence • List Items • Lists • Views • Libraries and Doc. Mgmt. • Web parts • MS Office Integration • Web part pages • Navigation • Sites • Site collections • Workflow • Web applications Refer to Appendix 1 for a screenshot demo on slides

  11. Project Management on SharePoint 1. Manage individual projects to success 2. Manage across a program of projects 3. Evolve the way projects are managed IT Department Marketing Group Enterprise-wide (2.2) Notifications and reports (2.1) Create Project Office sites (1.3) Projectdata flows to dashboards (3.1) Customize to suit (3.2) Capture & reuse best practices Project Management Templates Team Members Project Managers Program Managers Senior Management Business Projects IT Projects Projects of all Shapes and Sizes (1.2) Notifications and reports (1.1) Create new project workspace

  12. Some Advice from Experience! • Build in the extra project management features needed • Be very faithful to the SharePoint interface and structure • For ease of deployment and maintenance • Next 4 slides talk to: • Develop a simple process for project management • Build templates that mimic different project types • This can work for small or large organizations • Be careful to balance structure with flexibility

  13. Process Driven Project Management pmPoint recognizes that level of process required depends on the organization’s maturity and on the particular needs of the individual projects.

  14. BrightWork pmPoint – Executive Summary “Project Management for organizations of all shapes and sizes” "pmPoint facilitated the implementation of a new agile process for our projects, because of the extra project management features pmPoint added to SharePoint. “ "pmPoint on SharePoint was easy to implement and provided us with a tool that could be mastered extremely quickly by our project managers.“ “pmPoint reminds me of Albert Einstein when he said, 'Make things as simple as possible, but no simpler'. Enough said!” "Skanska USA Building uses pmPoint to successfully manage our IT projects across the entire enterprise.” "pmPoint provides us with a project management tool based on how we work today and evolving to where we want to be.“ "pmPoint for project management is now an integral part of RPA's suite of user SharePoint applications.” “pmPoint provided us with an economical yet scalable solution for managing our project portfolio.  We now have better standards for collecting project data and a intuitive tool that makes the work visible.” “pmPoint is an innovative way to use SharePoint to manage different projects across 29 countries." CJ,, Korea – 10 users George, Pennsylvania Office of Attorney General. – 20 users Sven, Up-Great., Switzerland – 50 users Andy, Skanska Construction, NJ, USA – 70 users Gary, Enterprise and Partner Group, Microsoft. – 150 users Maurice, Railway Procurement Authority, Ireland – 250 users Chris, Group Health Cooperative, Seattle, USA– 500 users Morten, Columbus IT., Norway – 1,500 users

  15. “Just Plug-In pmPoint to Detangle the Wires”BrightWork's Project Management Solution Allows Sheppard Mullin to Skip Routine Fire Drills • As law firm Sheppard Mullin grew worldwide, the IT department spent great effort trying to manage many, many projects at once. The pain has ended with BrightWork pmPoint, the first collaborative project management application offering structure and flexibility. BrightWork pmPoint is a project management plug-in for your SharePoint environment that works great! • “We have a weekly meeting, and in 30 minutes we know the status of every project. We can look at a single report across many projects, or for just one project. BrightWork pmPoint provides a penetrating visibility into our projects, allowing us to see and address issues, ultimately leading to a much better success rate,” • Dora Martinez, Director of Project Management for Sheppard Mullin. • Read More on Microsoft Live Space

  16. Webcast - The Executive Summary • SharePoint is now the world’s leading platform for collaboration. • SharePoint can and is being used out of the box to manage projects. • You can customize and extend SharePoint with the necessary flexible structure and the required reporting for project and cross-project management – either build or buy.

  17. More References for this webcast • Find out more about the SharePointplatform • Appendix 1 – a slide demo of the SharePoint platform in use for Project Management • A blog: Manage Projects on SharePoint • More information on the pmPoint software from BrightWork

  18. Candidate next steps after this webcast • Visit … If you haven’t already done so, please sign up for a free trial. • Need more information? • • USA +1-617-357-9000 ext 701 • Europe +353-91-514-492

  19. Q&A • First - Online • From the Microsoft® Office Live Meeting question manager • Click “Q&A” panel or “Alt Q” to open the Question Manager • Second – on the phone • Opening up the phone line • To ask a question on the phone, please press the 01 key on your phone We’d love to hear more detailed feedback on this webcast email ... To get more related materials please visit:

  20. Appendix 1 “SharePoint for Project Management” A Screenshot Demo on Slides

  21. Extend SharePoint - (1) List Items In-List KPIs

  22. Extend SharePoint - (2) Lists Other project managers like to work in Microsoft Project. pmPoint allows a Project Manager to plan a project in Microsoft Project and to then import it into SharePoint and either manage the plan in SharePoint or periodically export it back out to Microsoft Project.

  23. Extend SharePoint - (3) Views Some project managers like a work breakdown structure (with tasks, sub-tasks and task dependencies). This can be facilitated within SharePoint with pmPoint‘s Project Schedule list.

  24. Extend SharePoint - (4) Libraries & Doc. Mgmt. Use libraries to manage work

  25. Extend SharePoint - (5) MS Office Integration Give stakeholders the option to get their project reports in Microsoft Excel.

  26. Extend SharePoint - (6) Workflow The Project Requests lists shown here has a workflow that checks the Status of the request and will create new work items if a project is approved for creation.

  27. Extend SharePoint - (6) Web Parts

  28. Extend SharePoint - (8) Web part pages

  29. Extend SharePoint - (9) Navigation Divide Project Office into functional areas Easily access multiple web part pages Plan the project by moving down through the lists on the quick launch (menu) and fill in the blanks, e.g. project statement, goals, tasks, deliverables, issues, etc..

  30. Extend SharePoint - (10) Sites pmPoint project sites are created from templates or by copying existing project sites pmPoint project sites are ideal project containers

  31. Extend SharePoint - (11) Site Collections pmPoint Site Collections are advanced Program Management Offices that you can structure into a hierarchy that matches your project management and organizational needs

  32. Extend SharePoint - (12) Web Apps Give clients ownership of their projects