Nov 21, 2015
How To Manage Projects in SharePoint using Out of the Box Features
Gregory Zelfond SharePoint Advocate SharePoint Maven
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About Me
Gregory Zelfond 10+ years of experience with SharePoint SharePoint Advocate, blogger Love to solve business problems using code-free, out of the box SharePoint configurations Owner of SharePoint Maven sharepointmaven.com
@gregoryzelfond
Agenda Business objectives 3 options
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Office 365 Groups Document Sets Project Sites
Dashboards & Reporting Q&A
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BUSINESS OBJECTIVES sharepointmaven.com
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What is the problem you are trying to solve?
Consistency with documentation Consolidate various information sources Enforcement of Project Management methodology Project Management Office (PMO) Dashboards and Reporting Informal Meeting Space sharepointmaven.com
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Things to keep in mind… Project Management discipline/maturity within an organization SharePoint maturity within an organization Know your audience User Adoption & Training
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THE 3 OPTIONS sharepointmaven.com
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OFFICE 365 GROUPS sharepointmaven.com
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DEMO
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Office 365 Groups & Project Management GREAT FOR… Organizations/teams that run lots of mini-projects Organizations that don’t need to follow formal methodology Informal projects that don’t require any oversight
OFFICE 365 GROUPS… Are easy to create and setup Have no administrative overhead
sharepointmaven.com
@gregoryzelfond
Office 365 Groups
sharepointmaven.com
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DOCUMENT SETS sharepointmaven.com
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DEMO
sharepointmaven.com
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Document Sets & Project Management GREAT FOR… Organizations/teams that run lots of mini-projects Teams that need to ease their users into metadata concept Situations where unique security/permission are required for each project
DOCUMENT SETS… Organize documents in a presentable fashion Allow for “light” project management without overhead of creating multiple sites Allow for extensive filtering, grouping, sorting of documents
sharepointmaven.com
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Document Library View Project Folders
Search across all projects
sharepointmaven.com
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Folder View
Project Folder Metadata
Project Documents inside of the Project Folder
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Document Set = Content Type
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Document Set Version
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Configure Metadata Navigation (Search/Filter) Step 1: Enable Metadata Navigation and Filtering feature under Site Settings > Manage Site Features Step 2: Access Metadata Navigation Setting at the list/library (under List/Library Settings) Step 3: Configure Navigation Hierarchies and/or Filters
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PROJECT SITES sharepointmaven.com
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DEMO
sharepointmaven.com
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Project Sites & Project Management GREAT FOR… Organizations/teams that have formal PM methodology Organizations that need to manage more than just the documents Situations where unique security/permission are required for each project
PROJECT SITES… Allow for standardization across organization/lines of business Are easy to “archive” Allow to surface up content usually “hidden” in Excel and Word documents Allow for data roll-up/aggregation (if done properly) sharepointmaven.com
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Project Site
sharepointmaven.com
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Save Site as a Template
WARNING: Can’t save Sites as templates if publishing features are turned on at Site Collection and site level!
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How to create a Project Site in SharePoint
Blog Post How to create SharePoint Project Site Step by Step Instructions
sharepointmaven.com
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PM Artifacts SharePoint Web Parts Matrix PM Artifact
SharePoint Web Part
Document
Document Library
Tasks/Schedule
Tasks List
Milestones
Calendar
Team Contacts
Contacts
Issues Log
Issues Log
Action Items
Issues Log or Task List
Risk Register
Custom List
Lessons Learned
Custom List
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DASHBOARDS & REPORTING sharepointmaven.com
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DEMO
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Data Roll-ups/Aggregation No easy way to aggregate data from multiple project sites CSWP (Content Search Web Part) or Search Results Web Part – Content can reside in any site collection – Most flexible option in terms of queries
Refinement Web Part for filtering sharepointmaven.com
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THANK YOU! Get in touch if you have questions Visit: Email: Follow: Connect: View:
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[email protected] @gregoryzelfond linkedin.com/company/sharepoint-maven
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Q&A
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