Nov 21, 2015
How To Manage Projects in SharePoint using Out of the Box Features
Gregory Zelfond SharePoint Advocate SharePoint Maven
[email protected]
Thank you to all of our Sponsors!!
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
– – • • •
– –
Office 365 Groups Document Sets Project Sites
Dashboards & Reporting Q&A
sharepointmaven.com
@gregoryzelfond
BUSINESS OBJECTIVES sharepointmaven.com
@gregoryzelfond
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
sharepointmaven.com
@gregoryzelfond
THE 3 OPTIONS sharepointmaven.com
@gregoryzelfond
OFFICE 365 GROUPS sharepointmaven.com
@gregoryzelfond
DEMO
sharepointmaven.com
@gregoryzelfond
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
@gregoryzelfond
DOCUMENT SETS sharepointmaven.com
@gregoryzelfond
DEMO
sharepointmaven.com
@gregoryzelfond
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
@gregoryzelfond
Document Library View Project Folders
Search across all projects
sharepointmaven.com
@gregoryzelfond
Folder View
Project Folder Metadata
Project Documents inside of the Project Folder
sharepointmaven.com
@gregoryzelfond
Document Set = Content Type
sharepointmaven.com
@gregoryzelfond
Document Set Version
sharepointmaven.com
@gregoryzelfond
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
1
2
3 sharepointmaven.com
4 @gregoryzelfond
PROJECT SITES sharepointmaven.com
@gregoryzelfond
DEMO
sharepointmaven.com
@gregoryzelfond
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
@gregoryzelfond
Project Site
sharepointmaven.com
@gregoryzelfond
Save Site as a Template
WARNING: Can’t save Sites as templates if publishing features are turned on at Site Collection and site level!
sharepointmaven.com
@gregoryzelfond
How to create a Project Site in SharePoint
Blog Post How to create SharePoint Project Site Step by Step Instructions
sharepointmaven.com
@gregoryzelfond
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
sharepointmaven.com
@gregoryzelfond
DASHBOARDS & REPORTING sharepointmaven.com
@gregoryzelfond
DEMO
sharepointmaven.com
@gregoryzelfond
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
@gregoryzelfond
THANK YOU! Get in touch if you have questions Visit: Email: Follow: Connect: View:
sharepointmaven.com
sharepointmaven.com
[email protected] @gregoryzelfond linkedin.com/company/sharepoint-maven
www.slideshare.net/gzelfond
@gregoryzelfond
New and Improved!
SharePint! At the Observatory Student Pub in Building A 4:10 pm: 4:30 pm: 4:45 pm: Parking:
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
sharepointmaven.com
@gregoryzelfond
