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SECOND EDITION
SharePoint 2010 for Project
Management
Dux Raymond Sy
Beijing
•
Cambridge
•
Farnham
•
Köln
•
Sebastopol
•
Tokyo
www.it-ebooks.info
SharePoint 2010 for Project Management, Second Edition
by Dux Raymond Sy
Copyright © 2012 Innovative-e, Inc. All rights reserved.
Printed in the United States of America.
Published by O’Reilly Media, Inc., 1005 Gravenstein Highway North, Sebastopol, CA 95472.
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October 2008: First Edition.
February 2012: Second Edition.
Revision History for the Second Edition:
2012-01-11 First release
See http://oreilly.com/catalog/errata.csp?isbn=9781449306373 for release details.
Nutshell Handbook, the Nutshell Handbook logo, and the O’Reilly logo are registered trademarks of
O’Reilly Media, Inc. SharePoint 2010 for Project Management, the image of a black fox squirrel, and
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While every precaution has been taken in the preparation of this book, the publisher and author assume
no responsibility for errors or omissions, or for damages resulting from the use of the information con-
tained herein.
ISBN: 978-1-449-30637-3
[LSI]
1326292606
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Table of Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
1. Project Kickoff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What Is a PMIS? 4
Deciding to Use a PMIS 4
What Is SharePoint? 5
Other Options 8
Our Case Study: SharePoint Dojo, Inc. 8
Best Practices Checklist 9
Summary 9
2. Setting Up the PMIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
How Will You Organize Your PMIS? 12
Using Site Templates 14
Creating a SharePoint 2010 Site 14
Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation 15
Part 1: Creating the PMIS 16
Part 2: Customizing the Site Theme 17
Part 3: Adding an Announcement List 18
Part 4: Displaying Announcements on the Home Page 20
Workshop 2.1 Debriefing 22
Customizing the PMIS 22
Workshop 2.2: Updating Your Site’s Regional Settings 25
Workshop 2.2 Debriefing 25
Best Practices Checklist 26
Summary 26
3. Adding PMIS Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using SharePoint Lists 28
Creating SharePoint Lists 34
Workshop 3.1: Creating and Populating Lists 35
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Part 1: Creating and Populating a Calendar List 36
Part 2: Creating and Populating a Contacts List 38
Part 3: Creating a Risks List 40
Part 4: Creating a Project Tasks List 41
Part 5: Creating and Populating a Custom Resource List 41
Part 6: Displaying the New Lists on the Home Page 46
Workshop 3.1 Debriefing 48
Using Libraries 49
Creating a Document Library (a How-To) 52
Populating a Document Library 55
Workshop 3.2: Creating and Populating a Document Library 55
Part 1: Creating a Document Library 55
Part 2: Populating a Document Library 57
Workshop 3.2 Debriefing 60
Organizing Project Information 60
Best Practices Checklist 61
Summary 61
4.
Adding Stakeholders to the PMIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Project Communications Plan 64
Site Access in SharePoint 65
Creating SharePoint Groups 65
Adding Site Members 66
Enabling the Access Request Feature 69
Customizing Permissions 70
Workshop 4.1: Adding Site Members 73
Part 1: Adding Site Members 74
Part 2: Customizing List Permissions 75
Workshop 4.1 Debriefing 77
Best Practices Checklist 79
Summary 79
5.
Supporting Team Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Enabling Document Management Solutions 82
Overview of Check-Out/Check-In 83
Overview of Version History 85
Overview of Content Approval 87
Workshop 5.1: Updating a Project Document 89
Part 1: Requiring Check-Out 89
Part 2: Checking Out and Editing a Document from the Document
Library 91
Part 3: Viewing All the Changes Made to the Document 93
Workshop 5.1 Debriefing 96
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Facilitating Team Collaboration 96
Wikis 97
Discussion Boards 98
Document Workspaces 99
Creating a Document Workspace 100
Best Practices Checklist 102
Summary 102
6. Project Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Tracking Project Tasks 104
Tracking Risks 107
Workshop 6.1: Updating the Schedule and Tracking Risks 110
Part 1: Updating the Project Tasks List 110
Part 2: Populating and Updating the Project Tasks List 112
Part 3: Documenting Risks 115
Workshop 6.1 Debriefing 119
Controlling Changes with Workflow 119
Workshop 6.2: Creating a Change Control System with
Three-State Workflow 122
Part 1: Creating a Custom List 123
Part 2: Customizing the Three-State Workflow 124
Part 3: Testing the Workflow 130
Workshop 6.2 Debriefing 135
Best Practices Checklist 135
Summary 135
7. Project Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Custom Views 137
Workshop 7.1: Creating a Custom View 141
Workshop 7.1 Debriefing 145
Using Web Parts for Interactive Reporting 145
Workshop 7.2: Maximizing Project Reporting with Web Parts 150
Part 1: Updating Web Parts on Your PMIS Home Page 150
Part 2: Creating a Project Dashboard 153
Part 3: Finalizing the Dashboard 160
Workshop 7.2 Debriefing 163
Subscribing to Alerts 163
Using Meeting Workspaces 166
Workshop 7.3: Creating a Meeting Workspace 169
Workshop 7.3 Debriefing 171
Best Practices Checklist 172
Summary 172
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8. Integrating PM Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Integrating Microsoft Project into SharePoint 174
Workshop 8.1: Using Microsoft Project 176
Workshop 8.1 Debriefing 178
Using Microsoft Excel and SharePoint 178
Creating a Custom List from an Existing Excel Spreadsheet 179
Exporting an Excel Spreadsheet to SharePoint As a Custom List 180
Synchronizing Excel Tables with a SharePoint List 182
Workshop 8.2: Synchronizing Excel with SharePoint 185
Part 1: Creating an Excel Table 185
Part 2: Synchronizing the SharePoint List with Excel 188
Workshop 8.2 Debriefing 189
Best Practices Checklist 189
Summary 190
9. Project Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Overview of Creating a PMIS Template 192
Overview of Archiving the PMIS 194
Workshop 9.1: Creating a PMIS Site Template 195
Workshop 9.1 Debriefing 198
Ensuring Stakeholder Buy-In 198
1. Leverage and Prove the Value of SharePoint as a PMIS on a Pilot Project 198
2. Provide User Support in Learning and Utilizing SharePoint 199
3. Measure and Broadcast Success 199
4. Gather Feedback 200
Best Practices Checklist 201
Summary 201
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
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Preface
Ang hindi marunong lumingon sa pinangalingan
ay hindi makakarating sa paroroonan.
(He who does not know how to look back at where
he came from will never get to his destination.)
—Dr. José P. Rizal, Philippine national hero
Do you find yourself asking for more time whenever you work on a project? Do you
ever get the extra time you asked for? Well, if you’re like me, you rarely get the extra
time you need from your customers. This got me thinking about how I can buy more
time for my projects.
I decided to find out if I could gain more time by reducing inefficiencies within the
project team (which also includes myself). In a recent project, I monitored and analyzed
a few individuals for a week and was amazed at what I discovered.
During an average eight-hour workday, each individual spent about 45 minutes looking
for information. For example, when asked by a client to retrieve a specific status report,
the project coordinator had to look for it on the network share, in her email inbox, in
the project folder of her computer, and she even had to call up another colleague to
help her find it. This typical mode of searching took up time that could have been spent
on something more productive. In addition, project resources were unproductive due
to poor document management practices, inefficient project communication stand-
ards, and ineffective project collaboration tools. According to a May 31, 2007, New
York Times article, “Time Wasted? Perhaps It’s Well Spent” (http://www.nytimes.com/
2007/05/31/fashion/31work.html), a Microsoft study found that American workers, on
average, spend 45 hours a week at work, with 16 of these hours described as
“unproductive.”
Although 45 minutes may not sound like a lot, when you look at the bigger picture, it
essentially means that a team of 20 people wastes 900 minutes a day. In a three-month
project, that is 54,000 minutes, or roughly 38 personal days—more than one-third of
the project!
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Other than time, how much does this cost the project and the organization? Well,
depending on who you’re considering, 45 minutes might cost $50 for a project coor-
dinator or $250 for a technical contractor, each day.
Bottom line: time and money are not well spent. What if my team could regain just 20
of those 45 minutes wasted each day?
With SharePoint, we achieved this and more. Apart from increasing productivity, we
were able to:
• Automate status reporting for stakeholders
• Use collaboration to generate real-time project lessons learned that were easily
accessible by a globally dispersed team
• Synchronize standard project information such as calendars, contacts, and
documents
• Document and track project risks and issues
• Maintain a quality log
• Integrate existing project management tools such as email, Microsoft Word, Excel,
and Project into SharePoint
• Create and manage a change control system
For me, the best part of using SharePoint was that once the IT/IS department performed
the installation and initial configuration, I didn’t have to burden anybody to set up and
further configure this unique Project Management Information System (PMIS)—I did
it all myself. In addition, I was still able to better use existing tools like Microsoft Office
along with SharePoint.
That’s what this book is all about. By clearly mapping the relationships between project
management processes and project stakeholders, and by leveraging tools like Share-
Point, you will learn how to apply common and practical project management techni-
ques using SharePoint. More importantly, with this book you will quickly master
SharePoint so you can build a PMIS that can help you efficiently coordinate commu-
nication and collaboration throughout your project team.
Who Should Read This Book
This book will be most valuable to individuals working on projects who want to adapt
SharePoint for project management, including:
Project managers
By managing a project officially or unofficially, project managers are involved from
the project’s inception to its closure. Their responsibilities include project plan-
ning, executing, monitoring, controlling, and closing. In addition, they lead a
project team and are the project liaison with key stakeholders.
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[...]... have used SharePoint before, you will gain practical knowledge in applying SharePoint for project management Are using SharePoint for project management purposes This book is focused on helping you leverage SharePoint for project management, regardless of what industry you are in The concepts and techniques in this book apply to IT, construction, government, education, finance, and healthcare projects... with your project management processes Establish a PMIS for your project Centralize project documents Streamline project communication Become familiar with your SharePoint environment Summary • Successful projects result from sound project management practices, standards, and processes • You can increase project productivity by decreasing project inefficiencies Summary | 9 www.it-ebooks.info • SharePoint s... of SharePoint for Project Management was published SharePoint has exploded in the enterprise; in a recent report from AIIM, project management is the top use of SharePoint today (http://www.aiim.org/Research/ Industry-Watch /SharePoint- 2011) With this second edition, I would like to thank the following for their unwavering support, trust, and patience: • The Lord God for the awesome plan He has for. .. their processes for improvement Guess what? The same thing applies to project management 2 | Chapter 1: Project Kickoff www.it-ebooks.info Use a Project Management Information System (PMIS) to support your project management processes As any experienced project manager would validate, having an easy-to-use, accessible, reliable, and scalable collaborative platform can contribute greatly to a project s success... developing your project management process, go to http://www spforpm.com for a step-by-step guide, complete with supporting templates, documents, and references Project Kickoff | 3 www.it-ebooks.info What Is a PMIS? As defined by the Project Management Institute (PMI; see http://www.pmi.org), a Project Management Information System (PMIS) is a standardized set of automated project management tools... Microsoft Office 2010 Preface | ix www.it-ebooks.info My Assumptions in Writing This Book My assumptions are that you: Have some sort of project management experience You have managed projects formally or informally and are familiar with fundamental project management concepts and practices Are new to SharePoint You may have heard of SharePoint or have been told to use SharePoint to manage your projects If... advantage of SharePoint 2010 in a PMIS is to familiarize yourself with the structure of SharePoint 2010 sites SharePoint 2010 sites are collaborative websites that are organized in a hierarchy They are composed of top-level sites and subsites, as shown in Figure 2-1 Figure 2-1 SharePoint site hierarchy A top-level site is created upon installation of SharePoint 2010 (SharePoint Foundation 2010 or SharePoint. .. Analyzes and forecasts project performance • Disseminates project status to relevant stakeholders • Provides real-time information essential for initiating, planning, executing, controlling, and closing a project Deciding to Use a PMIS No matter how small or large a project is, being able to efficiently manage project information whenever, wherever, and however can greatly contribute to project success... PMIS must be established for each project team, enabling all the teams to share and collaborate on detailed project information, risks, and lessons learned in real time To accomplish all of these goals, SharePoint Dojo has adopted PMI standards for project governance and implemented a PMIS using Microsoft SharePoint You will need to set up your own SharePoint PMIS for your project Best Practices Checklist... www.it-ebooks.info • Microsoft Project for the Masses: FREE Resource Management Solution (http:// spgur.us/MSPFM) Books: • Making Things Happen: Mastering Project Management by Scott Berkun (O’Reilly, 2008) • Applied Project Management: Best Practices on Implementation by Harold Kerzner (Wiley, 1999) • Microsoft SharePoint 2010 Plain & Simple by Jonathan Lightfoot and Chris Beckett (Microsoft Press, 2010) Contents . www.it-ebooks.info www.it-ebooks.info SECOND EDITION SharePoint 2010 for Project Management Dux Raymond Sy Beijing • Cambridge • Farnham • Köln • Sebastopol • Tokyo www.it-ebooks.info SharePoint 2010 for Project Management, Second. working on projects who want to adapt SharePoint for project management, including: Project managers By managing a project officially or unofficially, project managers are involved from the project s. heard of SharePoint or have been told to use SharePoint to manage your projects. If you have used SharePoint before, you will gain practical knowledge in applying SharePoint for project management. Are
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Xem thêm: SharePoint 2010 for Project Management pdf, SharePoint 2010 for Project Management pdf, Chapter 2. Setting Up the PMIS, Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation, Workshop 2.2: Updating Your Site’s Regional Settings, Workshop 3.1: Creating and Populating Lists, Workshop 3.2: Creating and Populating a Document Library, Chapter 4. Adding Stakeholders to the PMIS, Workshop 5.1: Updating a Project Document, Workshop 6.1: Updating the Schedule and Tracking Risks, Workshop 6.2: Creating a Change Control System with Three-State Workflow, Workshop 7.1: Creating a Custom View, Workshop 7.2: Maximizing Project Reporting with Web Parts, Workshop 7.3: Creating a Meeting Workspace, Workshop 8.2: Synchronizing Excel with SharePoint, Workshop 9.1: Creating a PMIS Site Template