Meeting # 99 Welcome to the Minnesota SharePoint User Group March 13 th, 2013 SharePoint and Project...

Meeting # 99http://sharepointmn.com

Welcome to the Minnesota SharePoint

User Group

March 13th, 2013

SharePoint and Project Management

Donald Donais & Dave Fischer

Donald Donais


Agenda

• MNSPUG General Information• SharePoint & Project

• General Principals• Tracking Projects• Connecting to Documents• Communications & Alerts• Reporting & Dashboards• Other Considerations

Break• Project Online & Project Server 2013• Evaluations & Giveaways


User Group Goal / Objectives

Develop and support a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions


MNSPUG Sponsors

Avtex (www.avtex.com)

Benchmark Learning (www.benchmarklearning.com)

Microsoft (www.microsoft.com)

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

http://www.avtex.com/

http://www.newhorizonsmn.com/

http://www.microsoft.com/

http://www.wrox.com/

http://www.oreilly.com/


MN SharePoint Users Group Website

• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: [email protected]

mailto:[email protected]

mailto:[email protected]


Social Networking

• Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page

http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG

http://www.linkedin.com/groups?gid=1878792


MNSPUG Sponsorship

• Two Opportunities to Sponsor• Annual Sponsorship ($2500 annually)

Money Will Help Fund MNSPUG Events Annual Sponsorship will be Reviewed Yearly Cannot be in Direct Competition with Another Annual Sponsor Looking for:

• Microsoft SharePoint ISV• Microsoft Learning Provider• Microsoft Licensing Account Reseller

• Lunch Sponsorship


MNSPUG Sponsorship Continued

• Lunch Sponsorship ($500 for a lunch) Sponsor a Lunch Event Following MNSPUG Event This can be geared toward your specific SharePoint product or

capabilities


Upcoming Schedule

• Next Meeting April 10th 9:00 AM to 11:30 AM TBA Microsoft Technology Center Check www.SharePointMN.com for updates!

• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina

http://www.sharepointmn.com/


Local and Online EventsMicrosoft Webcast Calendar of Eventshttp://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter

SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AMhttp://sharepointshoptalk.blogspot.com/

SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m.http://sharepointmnlegal.com

SharePoSH – Online Virtual Eventhttp://www.shareposh.com/Pages/default.aspx

SharePoint Fest – March 18th – 20th 2013 Denver, Coloradohttp://www.sharepointfest.com/Denver/

Share Conference – April 10th – 12th 2013 Atlanta, Georgiahttp://www.sharepointfest.com/Denver/

SharePoint Best Practices Conference – May 15th – 17th Rush Creek Golf Course, Minneapolishttps://www.bestpracticesconference.com/SitePages/Default.aspx

SharePoint Saturday Twin Cities – May 18th, 2013 Normandale Community College, Bloomingtonhttp://sharepointsaturday.com/twincities

Anything Else?

http://www.microsoft.com/events/webcasts/calendar/monthview.aspx

http://sharepointshoptalk.blogspot.com/

http://sharepointmnlegal.com/

http://www.shareposh.com/Pages/default.aspx

http://www.sharepointfest.com/Denver/

http://www.sharepointfest.com/Denver/

https://www.bestpracticesconference.com/SitePages/Default.aspx

http://sharepointsaturday.com/twincities


Evaluations & Giveaways!


Presenters


Donald Donais• SharePoint Consultant• Father & Drummer • @dondonais• http://talesfromitside.wordpress.com

Introductions

http://talesfromitside.wordpress.com/


David Fischer• President and CEO of Milestone

Consulting• http://lnkd.in/ajjbSU

Introductions

http://lnkd.in/ajjbSU

http://lnkd.in/ajjbSU


Who Are You?

• Who are SharePoint People who need to Manage Projects?• Who are Project Managers?• Who are people who Manage Projects?• Who is currently using MS Project Server (any version)?• Who is interested in MS Project Server?• Who has seen SharePoint 2013?• Who has seen Project 2013?


General Principals


Why SharePoint and Project Management?


Where Can SharePoint Help?

Project Tracking

Project Documents

Communication

Metrics


Crawl, Walk, Run

• Crawl Out of the Box Features

• Walk Integration with MS Project Third Party Tools

• Run MS Project Server Custom Development with Other Applications


Getting Started

• Same As Any Other Product• Discovery

What is the PMO Process? What types of projects is this helping to manage? Information Architecture/Taxonomy Document/Content Management Roles

• Implementation Documentation of Solution Training


Information Architecture/Taxonomy

• How is a user going to navigate?• User Interface

Single SharePoint Site Collection with all Projects Rolling Up Specific Content to Top Level Consistent Site Layout/Structure

• How is Content Divided Up? List/Library vs. Site/Sub-site Global and Local Navigation


Document/Content Management

• Content Types Document Templates

• Workflows Out of the Box SharePoint Designer Custom Third Party Vendor

• Site Columns• Content Approval• Check-Out• Versioning


Project/SharePoint Roles

• Project Specific Roles Project Manager Project Team Members Team Leads? Executive Sponsor Project Sponsor/Director

• SharePoint Specific Roles SharePoint Owner SharePoint Member SharePoint Approver SharePoint Visitor

Project Role SharePoint Role Permissions

Project Manager Owner Full Control

Project Team Members

Member Contribute

Team Leads Member & Approver Contribute; Approval

Executive Sponsor Visitor Read

Project Sponsor/Director

Visitor Read


SharePoint Training• Train Based on Roles

Owners – Needs the Most• Permissions• Creating Sites• Document Management Features• Lists and Libraries• Web Parts• Much More

Members• Adding Content Lists/Libraries• Adding Metadata• Creating Personal Views• Connecting to Office

Visitors• Navigating Around SharePoint• Opening and Reading Documents


Tracking Projects


Project Sites

• FAB 40 Template - SharePoint 2007 & 2010 Project Tracking Workspace Budgeting and Tracking Multiple Projects Change Request Management IT Team Workspace

• Team Sites (All Versions)• Project Site (SharePoint 2013)

Basic Team Site Automatically Includes Task list and Timeline Notebook – a.k.a. OneNote


Built In Lists• Tasks List (All Versions)

Tracking Tasks Predecessors Added in 2010

• Project Task List (All Versions) Gantt View Predecessors Added in 2010

• Calendars (All Versions) Calendar Overlay Added in 2010

• Issues List (All Versions) Bug Tracking

• Contact List (All Versions) Contact Information

Custom List (All Versions) Milestones, Overall Project Master List


Access Services

• SharePoint Enterprise Version 2010 or 2013 Tables, Queries, Forms, Reports Issues Web Database Projects Web Database

• SharePoint 2010 Web Databases SharePoint Sites

• SharePoint 2013 SharePoint Apps Need Access 2013 Creates SQL Database per Access App


Microsoft Project 2010/2013

• Purpose for MS Project and SharePoint? Synchronize Tasks

• MS Project 2010/SharePoint 2010 Create or Overwrite Task or Project Task List Tasks and Subtasks Difficult Create Custom Fields in MS Project

• Map Fields to SharePoint• MS Project 2013/SharePoint 2013

Create or Overwrite Task or Project Task List Tasks and Subtasks are Separate and Easy to Use Create Custom Fields in MS Project

• Map Fields to SharePoint


Demo

• SharePoint Site/List Options• Access Services• MS Project Integration


Connecting to Documents


Document Management Features• Ensure One Version of the Truth• Content Types/Site Columns (SharePoint 2007-2013)

Document Templates Metadata Persistent Workflows Document Sets (SharePoint 2010 & 2013)

• Content Approval (SharePoint 2007-2013) Not Available Until Approved

• Check-Out vs. Collaboration (SharePoint 2007-2013) Check-Out on Documents Only Office Web App/Office Co-Authoring Capabilities

• Versioning Major and Minor Number of Versions Retained


Connecting to Tasks

• Used to Relate Content (Lists and Libraries)• Lookup Column (SharePoint 2007-2013)

Connects Lists Relationally Enforce Relationship Behavior (2010 & 2013) Limited to the SharePoint Site

• Displaying Tasks/Associated Documents Web Part Connections – Web Part Pages Default Display Form


Demo

• Project Content Types• Document Management Settings• Associating Tasks and Documents


Communication & Alerts


Alerts• Very Powerful and Most Overlooked Tool• Automatically Communicating Activity• SharePoint Alerts

List/Library Level Item/Document Level Search Level

• Options Include Users Send Alerts for These Changes When to Send Alerts

MOST IMPORTANTLY – YOU CAN SIGN SOMEBODY ELSE UP!


Workflows – Out of the Box

• Add Automated to and Existing Business Process• Used to Communicate or Effect Document Lifecycle• Workflows Include:

Approval Collect Feedback Collect Signatures Three-state Disposition Approval• Information Management Policy


Custom Workflows

• SharePoint Designer 2007 – 2013 Advanced Workflows to Alert to Interact with Content Conditions & Actions Stages &

• SharePoint Designer 2010/2013 and Visio Workflow Visualization

• Third Party Vendors Nintex K2


Other Communication• Real Simple Syndication (RSS Feeds)

Subscribe to RSS Feed RSS Feed Readers

• Connecting to Outlook Tasks Calendars Contacts

• SharePoint Workspace 2010• SkyDrive (SharePoint 2013)• Tags and Notes (SharePoint 2010 – 2013)

Tag Content, Lists/Libraries or Pages• Following (SharePoint 2013)

Followed Content is Available in My Site


Demo

• SharePoint Alerts• Out of the Box Workflows• Following


Dashboards


Web Parts & Views

• Quick Look at Important Info• Can Display

Project Need SharePoint Solution

My Tasks on Project Site List Web Part with View Filtering by User or My Tasks (SP 2013)

Tasks Displayed on Calendar Calendar View of the Task List

Relevant Documents to User Web Part Relevant Documents

Key Metrics Excel Services (Enterprise 2007 – 2013)

Project Status KPI or Status List (Enterprise 2007 – 2010)

Aggregated Tasks or Documents Content Query Web Part, Content Search Web Part, or Search Scopes


Task Aggregation

• SharePoint 2013 Features• My Tasks

Aggregate Across All SharePoint Include Tasks From Exchange 2013 Include Tasks from Project 2013

• Different Views Important and Upcoming Active Completed By Task List


Demo

• Creating a Dashboard• My Tasks


• SharePoint 2007 FAB 40 http://technet.microsoft.com/en-us/sharepoint/bb407286.aspx

• SharePoint 2010 FAB 40 http://www.techsolutions.net/SharePointSolutions.aspx

• Microsoft Office – SharePoint and Project http://

office.microsoft.com/en-us/support/results.aspx?qu=project&ex=2&filter=1&av=osu

Resources

http://technet.microsoft.com/en-us/sharepoint/bb407286.aspx

http://technet.microsoft.com/en-us/sharepoint/bb407286.aspx

http://www.techsolutions.net/SharePointSolutions.aspx

http://www.techsolutions.net/SharePointSolutions.aspx

http://office.microsoft.com/en-us/support/results.aspx?qu=project&ex=2&filter=1&av=osu




Break Time


Last But Not Least

• Please Fill Out Evaluations• Drawings for Giveaways• Today’s Presenters:

Donald Donais David Fischer


Thanks for coming!

Meeting # 99 Welcome to the Minnesota SharePoint User Group March 13 th, 2013 SharePoint and Project...

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