Project managers today face common project management challenges such as: • Inefficient communication among stakeholders • Poor document management practices • Undefined project collaboration standards By leveraging SharePoint 2010, project managers are empowered to create a project management platform that meets their custom project needs. In this interactive online session, participants will learn how to: •Identify the benefits of leveraging SharePoint 2010 as a project management information system (PMIS) •Integrate common project management tools •Facilitate better project team collaboration •Improve project artifact management •Enhance project transparency to key stakeholders •Effectively track and control schedule, budget and change

1. How to Build a
Project Management
Information System (PMIS)
with SharePoint 2010
Author: Dux Raymond Sy, PMP, MVP
Instuctor: Tim Cermak, PMP

2. What is the #1 PM tool today?

3. Presentation Objectives
 In this presentation, you will learn how to utilize SharePoint
to build a Project Management Information System (PMIS)
 In addition, you'll learn how to:
 Build a SharePoint Project Management Information System
 Standardize site structure and content
 Modify the PMIS to meet collaboration requirements
 Effectively track and control schedule, budget and change
 Create and disseminate reports in SharePoint to key stakeholders
 Integrate common project management tools
 Archive a SharePoint PMIS

4. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

5. Innovative-e
 Inspire, Lead, and Be the Catalyst of Organizational
Transformation
 Expertise
 SharePoint for Project Management
 Project Management for SharePoint
 Custom SharePoint Solutions Development
 Microsoft Gold Partner: http://spgur.us/mHQ0aa
 World Class Team
 Industry recognized thought leadership – published authors,
instructors, speakers
 Seasoned executive management
 PMPs, Six Sigma, SOX, ITIL, COBIT, RUP, MSCDs, MVP

6. Presenting Today
 Tim Cermak, PMP, MBA, Managing
Partner PPM
 For more information, connect with
me
 E-Mail: tim.cermak@innovative-
e.com
 Twitter: @timcermak
 Microsoft Virtual Technical Solution
Professional (VTSP)
 Gantthead/Projectmanagement.com SME
 Formerly Microsoft PPM PAC Member
 Formerly PMI College of Scheduling Board

7. It’s Nice to Meet You
 Your Name
 Organization
 Role
 Expectations

8. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

9. Look Familiar?
Courtesy of NicksTrafficTricks.com

10. Let’s Get Priorities in Order
 Tools don’t run projects
 Relevant project management process
 Responsible and accountable people
 Realize that Microsoft Project and SharePoint are tools
 Relevant project management process is necessary
 Project definition and initial planning is needed prior to using
these tools
 Project Charter
 High-level Scope
 Work Breakdown Structure (WBS)

11. Project Management Maturity
Level 1: Initial Level 2: Repeatable Level 3: Defined
 No PM  Basic PM
PEOPLE  PM Certification
background training
 Automated
 PM Process workflows ,
PROCESS  Ad-hoc
Standardized portfolio
reporting
 Templates,
Scheduling and
 Paper, Word,
TOOLS Collaboration  EPM Tool
Excel, Email
Tool

12. What’s a PMIS?
 A Project Management Information System (PMIS) is a
standardized set of automated project management
tools available within the organization and integrated into
a system
 Used by the project management team to
 Support the generation and maintenance of project artifacts
 Facilitate communication and feedback
 Monitor project activities
 Control project changes
 Analyze and forecast project performance
 Contains real-time information essential for initiating,
planning, executing, controlling, and closing a project

13. Why SharePoint?

14. Business Collaboration Platform
 Key capabilities
 Collaboration
 Document Management
 Content Management
 Business Intelligence
 Process Automation
 Key components
 SharePoint Foundation
 SharePoint Server 2010

15. What if SharePoint is a Car?
Car SharePoint
Purpose: Purpose:
What’s required? What’s required?

16. SharePoint Geek Vagen

17. SF vs SS
 SF is the core technology of Microsoft SharePoint
 Considered as the “engine” of SharePoint
 Provides document management and team
collaboration tools
 Available for free as long as your organization is utilizing
Windows Server 2008
 SS extends the capabilities of SF
 Going back to our car analogy, SS provides extended
capabilities such as GPS, a DVD system, Voice
Commands, etc.
 Extended features include Enterprise search,
Personalization, Enterprise Content Management, etc.
 Unlike SF, SS is not available for free

18. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

19. PMIS Should Enable the Team to
 Centralize project information
 May include project contacts, calendar, documents,
templates, forms, and checklists
 The PMIS should be able to maintain history and define
who has appropriate access
 Facilitate project communication and collaboration
 Collaborative activities such as scheduling a meeting,
jointly developing a proposal or informally brainstorming
on project strategies should be supported by the PMIS
 Automate project processes
 The ability to automate project processes such as
change control should be available in the PMIS

20. Create PMIS Upon Project Definition
 Project definition specifies the five w’s of the project and
success criteria
 As soon as a project is defined, create a SharePoint site to
serve as the PMIS
 Central repository for
relevant project artifacts
 Controlled access
to stakeholders
 Ideally, a SharePoint
PMIS site template
is utilized

21. SharePoint Site Hierarchy
 SharePoint sites are organized in a hierarchy
 Top-level site
 Sub-site

22. Deciding PMIS Hierarchy
 With your organization, choose one of the two high-level
PMIS hierarchy options:
 Single site collection that includes a
top-level PMO site and all project sites are sub-sites
 Multiple site collections where each
project site is an independent site collection
 Your decision should be based
upon the following three
organizational criteria:
 Site search requirements
 Automated site deletion
 Decision making and
reporting structure

23. SharePoint Café Site Hierarchy
SharePoint Cafe
PMO
City A City B City C

24. Site Templates
(Demo: SharePoint Café’ Template)
 SharePoint comes with site templates for convenient site
creation
 The template determines the default functionality
 Also determines the site’s layout, menus, Web Part positioning, etc.
 Custom templates can be created

25. PMIS Creation
 To create a PMIS in SharePoint
 You should have the appropriate permission to do so
 You can start off with an out-of-the-box site template or use a
custom template created for you

26. Customizing Your PMIS
 Determine if any organizational standards exist for
 PMIS look and feel
 Navigation
 Usability
 Project-specific needs
 Regional settings
 Site usage
 Auditing needs
 Regulatory compliance
 Store project artifacts
 Lists
 Libraries

27. SharePoint Lists
 A collection of shared information items displayed on a site
 Most of the information in a SharePoint site is organized and stored
in lists
 Everyone who has access to the site will be able to view lists
 Viewing a list is comparable to viewing information in a
spreadsheet
 Information is displayed in a tabular format made up of rows and
columns

28. Common Lists (Supplemental Artifacts)
 Announcements
 Links
 Calendar
 Survey
 Tasks
 Contacts
 Issues

29. Creating Lists
 Out-of-the-box lists and custom lists can be added to a site
 Only site members with the appropriate privileges can do so

30. Libraries (Supplemental Artifacts)
 Files are stored and organized in libraries
 Similar to storing files in folders
 Libraries are organized in lists
 Features and functionalities in lists are mostly applicable to libraries
 Multiple types of libraries

31. Document Libraries
 Provides a centralized location
 Document storage
 Controlled access of documents
 Shared Documents is a document library that is created by
default whenever a site is created from a site template

32. Picture Libraries
 Used to manage digital images
 Although images can be stored in document libraries, image
libraries have special features to view and use graphical content
 Picture libraries are
created similarly to
how lists or libraries
are created

33. Populating Libraries
 In a library of a SharePoint site
 New Document option creates and stores a Word document
 Upload option allows single or multiple document uploads
 Using Microsoft Office
 Save a document to the document library that is set up as a
network place
 Dragging and dropping documents into the library with
Windows Explorer
 Can be enabled with
“Open with Explorer” feature

34. What are Web Parts? (Supplemental
Artifacts)
 Customizable software component that serves a particular
purpose
 Created in a Microsoft development environment
 Examples:
 Displaying data from legacy systems
 Streaming stock quotations from an online Web service
 Geographically specific weather information
 Benefits
 Reduces complexity of integrating new site functionalities for non-
programmers
 Common Web Parts are available from Microsoft and third-party
providers

35. Web Part Zones
 Web Parts are stored in containers called web part zones

36. Adding Web Parts
 Site owners can add and customize Web Parts
 Must be in Edit Page mode
 To add Web Parts, from the ribbon interface, under Editing
Tools, Insert, click Web Part
 To move a Web Part, select and drag the Web Part into
another zone

37. Editing Web Part Properties
 Properties of Web Parts can be customized
 From an existing Web part, click the drop-down menu, select Edit
Web Part

38. Custom Web Parts
 Although SharePoint comes with a number of useful Web
Parts, it is unlikely to handle every situation
 Each organization has different unique systems to integrate
 Therefore, custom Web Parts need to be created
 Examples of custom Web Parts:
 Displaying reports (Crystal Reports, SQL Server Reports, etc.)
 Integration of Customer Relationship Management tools (CRM)
(SAP, Siebel, etc.)
 Stream content from external sources
 Custom Web Parts can be downloaded from various online
resources

39. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

40. The Project Environment
 Time and effort are invested in planning project
communications
 Using SharePoint as your PMIS will impact how you
communicate with project stakeholders

41. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

42. Project Collaboration
 What are typical collaborative activities project team
members engage in?

43. SharePoint Provides Collaboration Tools
 Information Management
 Centralized Storage
 Version Control
 Check-in / Check-out
 Project Activities
 Requirements Gathering
 Meetings
 Documenting Lessons Learned
 Microsoft Office Integration

44. What is Microsoft Project 2010?
 A project management tool that supports
 Project Schedule development and management
 Planning
 Tracking
 Resource Management
 Project Reporting
 It assumes that you
are familiar with a
project management
process

45. Create Microsoft Project Plan
 Once the WBS is created, create Microsoft Project Plan
Watch: Effectively Planning, Tracking & Controlling Projects
with Microsoft Project 2010 http://bit.ly/aB9vEi

46. Discussion Boards
 Similar to online message boards you may have seen on
the Web
 Like news groups or Web logs
 Provides threaded-discussion capability
 Participants can reply to any message in the discussion
 Can view discussions hierarchically or as a flat list

47. Tasks Lists
 A list that is intended for task assignments that includes
 Start date
 Due date
 Task priority
 % Complete
 Description
 Indicate task status
 In progress
 Completed
 Deferred
 Waiting for someone else

48. Human Workflow
 Businesses depend on processes
 The most important processes in many organizations depend
on people
 Automating interactions among the people who participate in
a process can improve how that process functions, increasing
its efficiency and lowering its error rate
 Using software that supports this kind of human workflow can
make organizations more effective

49. SharePoint Workflows
 SharePoint 2010 comes with various out-of-the-box
workflows
 Approval
 Collect Feedback
 Collect Signatures
 Disposition Approval
 Group Approval
 Translation Management
 Issue Tracking
 SharePoint Designer and Visual Studio .NET
can be used to create custom workflows

50. Controlling Changes with Workflow
 Change request forms can be created with custom lists
 Workflows can be leveraged to facilitate the change
control process

51. Change Control with Three State Workflow

52. SharePoint Search
 SharePoint Search
 Searches site content, including lists, documents, and list items
 Searches basic file types: .doc, .xls, .ppt, .txt, and .htm
 IFilters installed on the database server to search other file types
(e.g., PDF)
 Search varying site collections and content sources
 Social search
 FAST Search extends SharePoint search by providing
 More conversational and visual search
 Control of user experience
 http://sharepoint.microsoft.com/en-
us/Pages/Videos.aspx?VideoID=17
 Can create a “FAST Search Center;” Site Actions  New Site 
Browse All

53. SharePoint Search

54. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

55. What are you tracking?
 Typical areas that are tracked
 Schedule
 Budget
 Change
 Project tracking entails
 Monitoring
 Analyzing
 Correcting

56. Leveraging Microsoft Project with SharePoint?
 With Microsoft Project 2010
 Schedule can be synched with a SharePoint project task list
 Custom fields can be synchronized as well
 This means that
 Project resources can
enter updates in
SharePoint
 Project managers can
synchronize updates with
Project
 Custom field information
can be used to generate
reports Project 2010 Sync with SharePoint:
http://bit.ly/YJthK

57. Project Task List
 Define project tasks, assignments, start date, and due
date
 Specify task priority
 Indicate task status
 In progress
 Completed
 Deferred
 Waiting for someone else
 Track percentage complete
 Track custom infromation
 Display information in a Gantt chart view

58. Excel and SharePoint
 There are three ways to utilize Microsoft Excel with
SharePoint
 Exporting Excel table to a SharePoint list
 Synchronizing an Excel table with a SharePoint list by using an
add-in
 Interacting with Excel spreadsheets in SharePoint with Excel
Services

59. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

60. Custom Views
 New views can be created to match user or group interest

61. Creating Views
 Custom views can be created
 Go to the list
 From List Tools, select the List tab,
then click Create View
 View format

62. Creating Reports or Dashboards
 Information from the project task list can be displayed in a
dashboard through web parts
 SharePoint 2010 comes with out of the box charting web parts

63. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

64. Post-Project Analysis
 How effective was the PMIS?
 Did the components in the PMIS provide great benefit? Anything
missing?
 How well was is adopted by the stakeholders?
 Will a similar PMIS be utilized in the future?
 Two key areas that project managers should consider
 Archiving the PMIS
 Creating PMIS templates

65. Archiving the PMIS
 Site backups
 SharePoint Central Administration
 SharePoint Designer
 Third party tools
 Save the PMIS as a site template
 Include all the content

66. Reusing the PMIS as a Site Template
 An existing SharePoint PMIS can be saved as a site template
 All the lists, libraries, views, and Web Parts that were used will be
stored
 The content can be optionally stored as well
 The site template can be used as a basis for the creation of a new
PMIS
 Utilizes Sandbox Solution feature in SharePoint

67. Agenda
 Why SharePoint?
 Setting Up a SharePoint PMIS
 Adding Project Stakeholders to the PMIS
 Supporting Team Collaboration
 Efficiently Tracking a Project
 Enhancing Project Reporting
 Archiving a Project
 Summary

68. What If We Outgrow SharePoint?
 As organizational project management maturity increases,
advanced PMIS capabilities will be necessary
 Portfolio Management
 Resource Management
 Advanced Reporting
 Various options are available
 Third-Party tools
 Microsoft Project Server

69. Microsoft Project for the Masses
 Guidance for mid-size orgs with resource and schedule
management challenges without standardized PM
processes, training and tools
 Shows how an organization can get up and running to
solve a particular set of problems in the quickest manner
possible
 A practical approach to get quick wins for both
management and all stakeholders
 For more info http://spgur.us/MSPFM

70. Questions?
E-Mail: tim.cermak@innovative-e.com
Twitter: timcermak
www.innovative-e.com

71. Summary
 In this presentation, you have learned how to utilize
SharePoint to build a Project Management Information
System (PMIS)
 In addition, you have learned how to:
 Build a SharePoint Project Management Information System
 Standardize site structure and content
 Modify the PMIS to meet collaboration requirements
 Effectively track and control schedule, budget and change
 Create and disseminate reports in SharePoint to key stakeholders
 Integrate common project management tools
 Archive a SharePoint PMIS

72. Thank
You!