Nov 21, 2015 How To Manage Projects in SharePoint using Out of the Box Features

Nov 21, 2015 How To Manage Projects in SharePoint using Out of the Box Features Gregory Zelfond SharePoint Advocate SharePoint Maven [email protected]
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Nov 21, 2015

How To Manage Projects in SharePoint using Out of the Box Features

Gregory Zelfond SharePoint Advocate SharePoint Maven [email protected]

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About Me

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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

@gregoryzelfond

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

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Office 365 Groups

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DOCUMENT SETS sharepointmaven.com

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DEMO

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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

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Document Library View Project Folders

Search across all projects

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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

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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

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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

www.slideshare.net/gzelfond

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New! Experts’ Panel Q&A Prizes and Giveaways Wrap-up and SharePint! No need to move your car!*

If you don’t know where the Observatory is, ask an organizer or a volunteer for directions. Remember to fill out your evaluation forms to win some great prizes! Join the conversation – tweet at #spsottawa

Q&A

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