how to best manage sharepoint projects
Post on 12-May-2015
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Best Practices for Managing SharePoint Projects
Dux Raymond Sy, PMP, MVP
Recorded Video: http://vimeo.com/24852736
Twitter: @meetdux #sptechcon #pm4sp
Presentation Objectives
¡ In this presentation, you will learn the essential components of managing and delivering successful SharePoint projects
¡ In addition, you'll learn key techniques in:
¡ Establishing Project Success Criteria
¡ Collaboratively Engineer a Solution
¡ Developing Relevant Project Plan
¡ Executing and Controlling a SharePoint Project
Twitter: @meetdux #sptechcon #pm4sp
Dux Raymond Sy, PMP
¡ Managing Partner, Innovative-E, Inc.
¡ SharePoint Server MVP
¡ Author, “SharePoint for Project Management” by O’Reilly Media
¡ For more information, connect with Dux
¡ E-Mail: dux.sy@innovative-e.com
¡ Twitter: twitter.com/meetdux
¡ LinkedIn: meetdux.com/li
¡ Blog: meetdux.com
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp
Typical Implementation Scenarios
¡ Pilot deployment for IT then magically it becomes an enterprise production deployment ¡ No planning
¡ Everything is ad-hoc
¡ No budget earmarked
¡ Heavily customized implementation by techies lacking SharePoint skillz
Twitter: @meetdux #sptechcon #pm4sp
SharePoint Implementation Continuum
Draconian IT Control
Governed
Empowerment Wild Wild West
Chaos
Twitter: @meetdux #sptechcon #pm4sp
What are the key steps?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp
¡ Generic Solutions ¡ Corporate Intranet
¡ Content Management
¡ Specific Solutions ¡ Employee Onboarding System for Human Resources
¡ Conference Room Scheduling System for Facilities
¡ Project Management Information System for PMs
¡ System Integration
¡ Custom Application Development
What is Your SharePoint Project?
Twitter: @meetdux #sptechcon #pm4sp
¡ Why is SharePoint being implemented?
¡ What is the Priority? ¡ Time
¡ Cost/Budget
¡ Scope
¡ Identify Key Stakeholders ¡ Sponsor
¡ Customer
¡ Team
Key Steps to Define Project Success
Twitter: @meetdux #sptechcon #pm4sp
¡ Project Phases ¡ Initiation
¡ Planning
¡ Execution
¡ Control
¡ Closing
¡ Roles and Responsibilities
¡ Project Communication
¡ Project Tracking
Establish Rules of Engagement
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp
¡ A clear, quantifiable statement of project intent ¡ Why is the project being undertaken?
¡ What will the project achieve?
¡ Who is the customer?
¡ When is the deadline?
¡ Where will the project be implemented?
¡ Any constraints?
Define Project Goal
Twitter: @meetdux #sptechcon #pm4sp
Project Goal Example
The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins.
Twitter: @meetdux #sptechcon #pm4sp
¡ Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed?
¡ For example: ¡ Governance Plan
¡ Training
¡ Content Migration
¡ SharePoint 2010 Installation and Configuration
Identify Relevant Deliverables
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp
Define the Work Needed
¡ A WBS is a deliverable-based grouping of project tasks and an effective way to define and organize all of the work required to complete a project
SharePoint 2010 Upgrade
Governance Training Content
Migration Install &
Configure
Twitter: @meetdux #sptechcon #pm4sp
What Are You Estimating For?
Duration Work Resource
Attend SPTechCon
Paint This Room
Install SharePoint 2010 on Single Server
Twitter: @meetdux #sptechcon #pm4sp
Create the Network Diagram
¡ Identify task dependencies
Watch: Project Planning 101 http://bit.ly/3Md01E
Twitter: @meetdux #sptechcon #pm4sp
Create the Schedule
Twitter: @meetdux #sptechcon #pm4sp
IT, Can You Handle This?
¡ Implementation ¡ Do you have the relevant skillsets
to plan, engage with the business, deploy SharePoint?
¡ Are key processes for release management, disaster recovery, auditing in place?
¡ Support and Maintenance ¡ What does the support structure look like?
¡ Resources available for maintaining related technologies?
¡ Future Releases
Twitter: @meetdux #sptechcon #pm4sp
Staff Your SharePoint Project Realistically
IT group • SharePoint developer • SharePoint infrastructure
specialist • SharePoint architect
Business group • SharePoint business analyst • SharePoint trainer • SharePoint designer
Committed Sponsor +
Project Manager
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp
How Do You Track Progress?
“The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “
— George Bernard Shaw, Essayist and Nobel laureate
Twitter: @meetdux #sptechcon #pm4sp
SharePoint Project Tracking
¡ Making time to gather intelligence about the progress of the project is a significant priority for the project manager
¡ What critical elements of a project do you track? q Schedule
q Risks
q Changes
q _____________________
q _____________________
§ Tracking with percentages doesn’t mean jack squat
Twitter: @meetdux #sptechcon #pm4sp
Key Steps in Project Tracking
¡ Monitoring Progress
¡ Analyzing Status
¡ Correcting the Schedule
¡ Managing Changes
Twitter: @meetdux #sptechcon #pm4sp
Example: Tracking Progress Effectively
Twitter: @meetdux #sptechcon #pm4sp
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.
Twitter: @meetdux #sptechcon #pm4sp
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
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Twitter: @meetdux #sptechcon #pm4sp
Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: meetdux
How did you like the presentation? http://meetdux.com/feedback/
Thank You!
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