Using SharePoint 2010 for Project Management

SharePoint Project Management Training Course Outline

I. SharePoint as a Project Management Information System

A. What is a PMIS?
B. Why SharePoint?
C. SharePoint’s Collaboration Features

Hands-On Lab:

  • Prepare the proper configurations for using SharePoint in your organization

II. Creating a PMIS System

A. Creating the SharePoint PMIS

  1. Presenting a project management methodology
  2. Identifying relevant organizational processes
  3. Setting up sites with new and existing templates
  4. Configuring basic PMIS features
  5. Performing initial site administrative tasks

B. Managing Users and Permissions

  1. Defining an organizational structure
  2. Determining project stakeholders and communications requirements
  3. Building a communication plan
  4. Assigning site memberships

C. Customizing the PMIS Structure

  1. Planning the information architecture
  2. Classifying content
  3. Generating custom lists for the PMIS
  4. a. Issue Lists
    b. Contacts
    c. Calendars
    d. Project Tracking
    e. Custom Lists
  5. Supporting multiple document types

D. Publishing a Microsoft Project Schedule to SharePoint

Hands-On Labs:

  • Create a SharePoint project site
  • Configure site options
  • Configure permissions, assign team members to the site
  • Customize the PMIS structure
  • Integrate Microsoft Project with SharePoint
  • Contacts
  • — Generating custom lists for the PMIS
    — Calendars
    — To Do Lists
    — Issues Lists
    — Configuring Document Libraries

III. Enabling Team Collaboration with SharePoint

A. The challenges facing collaborative efforts

  1. Real-Time Collaboration
  2. Collaboration with remote users
  3. Support for offline collaboration
  4. Performing a needs assessment
  5. Selecting and designing the appropriate solution

B. Implementing SharePoint’s Collaboration Features

  1. Content Management Features
    a. Enabling version control
    b. Document check-in/check-out
    c. Content Approval
  2. Polling the team with surveys
  3. Discussion Forums
  4. Utilizing Wikis
  5. Document Workspaces

Hands-On Labs:

  • Enabling and configuring content mgmt features
  • Create discussion forums, surveys, and wikis
  • Create document workspaces

IV. Tracking Projects with SharePoint

A. Monitoring the Project

  1. Establishing Project Tracking Guidelines
  2. Documenting a Risk Management Process
  3. Keeping up-to-date with Automated Alerts and RSS

B. Tracking Project Progress

  1. Assigning project tasks with the Project Task List
  2. Updating the Issues List
  3. Locating Specific Project Information with Search

C. Dealing with Deviations

  1. Determining Change Control procedures
  2. Understanding the three-state workflow
  3. Re-evaluating the Project Schedule

Hands-On Labs:

  • Set up automated alerts for project status
  • Subscribing to RSS updates
  • Working with project task lists
  • Updating the issues list
  • Searching your project for vital information

V. Working with Business Intelligence

A. Distributing Project Status to Stakeholders

  1. Forecasting with KPIs (Key Performance Indicators)
  2. Filtering Project information with Custom Views

B. Creating Management Dashboards with SharePoint WebParts

C. Working with Microsoft Excel Spreadsheets

  1. Importing data from Excel Spreadsheets
  2. Exporting data to an Excel Spreadsheet

Hands-On Labs:

  • Distributing project status to stakeholders
  • Lab forecasting with KPIs
  • Create custom views for information
  • Creating a Mgmt Dashboard with SharePoint WebParts
  • Import and Export data using Microsoft Excel

VI. Establishing Processes and Standards with SharePoint

A. Business Process Management

  1. Optimize processes and services with SharePoint
  2. Automate processes and services with SharePoint

Hands-On Lab:

  • Build business process automation using a three state workflow

VII. Managing Meetings with Meeting Workspaces

A. Understanding Meeting Workspaces and their Components

  1. Meeting Agendas
  2. Documents
  3. Action Items
  4. Schedules
  5. Contacts and Stakeholders

B. Integrating Microsoft Outlook with SharePoint

Hands-On Labs:

  • Develop meeting workspaces
  • Utilize a meeting workspace with Outlook

VIII. Working with Microsoft Access

A. Why Microsoft Access?
B. Converting and publishing existing Access databases
C. Creating new Access databases

Hands-On Labs:

  • Migrate existing Microsoft Access projects and expose them through SharePoint's web-based user interface.

IX. Creating a PMO View

A. Rolling-Up Project Information
B. Customizing Information and Views
C. Creating a master project calendar
D. Designing a Project Manager dashboard

Hands-On Labs:

  • Use existing capabilities to "roll-up" data form your projects and create a dashboard for project managers, sponsors and stakeholders.
  • Create a dashboard that allows users to follow and manage their project tasks from a single page, without having to jump from project to project.

X. Concluding a Project

A. Transferring Lessons Learned
B. Archiving the SharePoint PMIS
C. Creating Templates for Future Projects