sp summit 2009: leveraging sp for pm workshop

Leveraging SharePoint for Project Management Success Dux Raymond Sy, PMP [email protected]

Leveraging SharePoint for

Project Management Success

Workshop Manual

SharePoint Summit 2009 April 6, 2009


List of Project Cities: Mexico

Bogota

London

Stockholm

Paris

Rome

Moscow

Warsaw

Geneva

Nairobi

Berlin Cairo

Casablanca

Johannesburg

Tokyo

Beijing

Manila

Jakarta

Sydney

Auckland


Workshop 1: Creating a SharePoint PMIS Part 1: Create a SharePoint sub-site

1. From the SharePoint Café PMO site, click Site Actions | Create.

2. Under Web Pages, click Sites and Workspaces.

You have the ability to create a sub-site because your user

account has the appropriate permission. We will discuss user

permissions later.

3. Fill in the following information:

Title: [City] Project PMIS

Description: Our project's SharePoint PMIS

URL name: http://sharepointcafe/[city]

Template Selection: Blank Site

User Permissions: Use unique permissions

Navigation Inheritance: No

4. Click Create.

5. In “Set Up Groups for this Site” page, click OK.


Part 2: Use themes to update the site theme.

6. From your newly created site, click Site Actions | Site Settings.

7. Under “Look and Feel,” click Site theme.

8. Select the theme you would like to use and click Apply.

9. Click the Home tab to return to your home page.

Part 3: Update your site by adding an Announcement list.

10. From the home page, click Site Actions | Create.

11. Under Communications, click Announcements.


Title: Project Announcements

Description: Project Announcements

Navigation: Yes

Incoming E-mail: No

13. Click Create.

14. From the Announcements page, click New | New Item.

15. Create a new announcement for your project. Make sure you fill

in the necessary information for Title, Body, and Expires.


16. After creating the announcement, click OK.

You now see the new announcement that was just created in

the Announcements page.

17. Return to your home page.

The new announcement is not yet displayed on the home page.

Part 4: Display announcements on the home page.

18. From the home page, click Site Actions | Edit Page.

19. On the middle section of the page, under where it says Left, click

Add a Web Part.

20. Select Project Announcements and click Add.

You should see the announcement displayed on the

homepage.

21. From the upper right section of the page, click Exit Edit Mode.

Part 5: Link your project’s site from the SharePoint Cafe PMO site.

22. From the upper left corner of the home page, click SharePoint

Cafe.

23. From the homepage, Under PMIS List, click Add new link.


24. Enter the Web address of your PMIS http://sharepointcafe/[city]

and for the description, enter [City] PMIS

25. Click OK.

26. Return to SharePoint Cafe and test by clicking the link you just

added.

Congratulations! You have successfully created and initially customized your project’s SharePoint PMIS.


Workshop 2: Creating and Populating Lists

In this workshop, you will create and populate a contacts list, an issue

tracking list, a project task list, and a custom list.

Part 1: Create and populate a contacts list.


2. Under Communications, click Contacts.

3. For the name, enter Project Contacts

4. For the description, enter A listing of project contacts

5. For “Display the list on the Quick Launch?”, select Yes.

6. Click Create.

You have just created a contacts list. You will now populate it.

7. From the list toolbar, click New.

8. Populate the new contact details with your contact information

and your partner’s contact information.

9. Click OK.

Contact information has just been added to the contacts list.


Part 2: Create an issues list.

10. Click Site Actions | Create.

11. Under Tracking, click Issue Tracking.


Name: Project Risks

Type the description: Identify and track project risks

Display this survey on the Quick Launch? Yes

Send e-mail when ownership is assigned? Yes

13. Click Create.

Part 3: Create a project task list.


15. Under Tracking, click Project Tasks.


Name: Project Tasks

Type the description: Identify and track project tasks

Display this survey on the Quick Launch? Yes

Send e-mail when ownership is assigned? Yes

17. Click Create.


Part 4: Create and populate a custom list.

Currently, every project has a list of resources that are available.

This list is in a Word document. You will create a custom list to

replace the Word document.


19. Under Custom List, click Custom List.


Name: Project Resources

Type the description: List of Project Resources

Display this list on the Quick Launch? Yes

21. Click Create.

22. Under the custom list toolbar, click Settings | List Settings.

23. Under Columns, click the column Title.

24. Rename the Column name to Resource Name

25. Click OK.

26. Under Columns, click Create Column.



Column Name: Cost (per hour)

Type of information in this column is: Currency

Require that this column contains information: Yes

28. Click OK.

29. Repeating the last three steps, create two more columns with

the following settings:

Column

Name

Type Values Required

Notes Multiple Lines

of Text

No

Role Choice Analyst

Electrician

Engineer

IT

Plumber

Yes

30. At the top of the Customize Project Resources page, from the

breadcrumb navigation, click Project Resources.

You have just defined columns for the newly created custom list

Project Resources. You will now populate the custom list.

31. Click New | New Item.



Resource Name: Elaine Bennis

Cost (per hour): 125

Notes: Great resource

Role: Analyst

33. Click OK.

34. Add two more resources.

Part 5: Display a preview of the lists on the homepage.

Currently, only the preview of the announcement list is displayed

on the home page. We will now display other lists.

35. From the home page, click Site Actions | Edit Page.

36. On the middle section of the page, under where it says Left, click

Add a Web Part.

37. Select Project Calendar and Project Risks and click Add.

38. Feel free to reposition Project Announcements to the top by

dragging Project Announcements above Project Calendar.

39. From the upper right section of the page, click Exit Edit Mode.

Congratulations! You have successfully created and populated existing lists and a custom list.


Workshop 3: Creating a Document Library In this workshop, you will create and populate a document library and a

picture library.

Your project team has a lot of shared files that are stored in a

local folder. You will now store these files in a document library to

centralize storage. Part 1: Download workshop files to your computer.

1. In Internet Explorer, go to http://sharepointcafe

2. Go to the Project Templates document library.

3. Click the file Project Files and click Save.

4. Save it to your desktop and then extract the file.

Part 2: Create a document library for your PMIS.

5. In Internet Explorer, go to your project’s SharePoint site.


7. Under Libraries, click Document Library.



Name: Project Documents

Description: Our project’s shared documents

Navigation: Yes

Incoming E-mail: No

Document Version History: Yes

Document Template: Microsoft Office Word Document

9. Click Create.

The document library has been created. We will now populate

the library with documents and edit document properties.

10. From your document library, click Upload.

11. Click Browse.

12. In the Choose File dialog box, make sure you are looking in your

desktop. Double-click the folder Project Files.

13. Select the Word document Expense Reporting Procedure and

click Open.

14. Click OK.

You have just uploaded a Word document to a document

library.

15. Place the mouse over the Word document Expense Reporting

Procedure.

16. Click the drop-down menu and click Edit Properties.


17. Update the following properties:

Name: [City] Expense Reporting Procedure.doc

Title: [City] Project Expense Reporting Procedure

18. Click OK.

You have just updated the filename and title of the document

19. Repeat the uploading process by uploading the Excel file Project

Files\Expense Report.xls to the document library.

20. Update the filename and title of the newly uploaded Excel file to

reflect your project team name.

21. Go to your project’s home page.

Congratulations! You have successfully created and utilized

document libraries.


Workshop 4: Adding Stakeholders

In this workshop, you will add stakeholders and define site access

permissions.

1. From your PMIS, click Site Actions | Site Settings.

2. Under Users and Permissions, click People and Groups

3. While in the People and Groups page, from the list toolbar click

New | Add Users.

4. Enter two more project teams to which you would like to give

access to your site. They will belong to the [City] Members

[Contribute] group.

Remember, use SHAREPOINTCAFE\[City] for the user name.

5. Add the PMO Director and the CEO with Read permissions.

You can use PMO Director and CEO for the user name.

6. Try and access other PMIS that you’re now a member of.

Typically, you will receive an e-mail confirmation once you have

been added as a member of a site.

Congratulations! You have successfully added users to your site, and restricted site access.


Workshop 5: Updating a Project Document

In this workshop, you will utilize SharePoint document management

features: version control, check-out/check-in, and content approval

Part 1: Make sure that version control and content approval are enabled.

To efficiently manage document collaboration, it is beneficial to

enable version control and content approval for your document

libraries.

1. From your PMIS, go to your Project Documents document library.

How many files are listed in the document library?

2. From the List toolbar, click Settings | Document Library Settings.

3. Under General Settings, click Versioning settings.

4. Select Yes for Content Approval.

5. Select Yes for Require Check Out.

6. Click OK.


Part 2: Check out and edit a document stored in another project team’s SharePoint site.

7. Go to another project team’s SharePoint site where you have

been granted access.

8. Go to their Project Documents document library.

9. Select the Word document [City] Expense Reporting Procedure

and click the drop-down menu.

10. Click Check Out and then click OK.

You have now checked out the Word document. Nobody else

can edit this document until it is checked back in.


again and click the drop-down menu.

12. Click Edit in Microsoft Office Word.

13. In the third paragraph, change Federal Bureau of Taxation (FBT)

to National Taxation Agency (NTA)

14. Click the Office button, then click Server | Check-in.

15. In the Check In Comments dialog box, type:

Updated the new name for the FBT

16. Click OK.


17. Close the document and exit Microsoft Word.

18. Return to the other project team’s Project Documents document

library.

Do you see the document you just edited? What is the

Approval Status?

By default, a pending item or file is visible only to its creator and

to the people with permission to manage lists, but you can

specify whether other groups of users can view the item or file.

Part 3: Return to your own site and approve changes made by another team to a document in the document library.

Just as you edited a document in another project team’s site,

another team has edited a document in your site. The updated

document is pending approval.

19. Return to your site.

20. Go to the Project Documents document library.

21. Change the list view to Approve/reject Items.


22. From the “Approval Status: Pending” section of the page, select

the Word document [City] Expense Reporting Procedure again

and click the drop-down menu.

23. Click Approve/reject.

24. Select Approved. Type some comments and click OK.

25. Change the list view to All Documents.

Do you see the newly approved document? Who last

modified it? Is this what you were expecting?

Part 4: View all changes made to the document.

We can view version history to accurately track changes made

to a document.


again and click the drop-down menu.

27. Click Version History.


How many versions are there?

28. Return to your Project Documents document library.

Congratulations! You have used the document-management and collaboration features of SharePoint.


Workshop 6: Project Tracking

In this exercise, you will update project schedule.

Part 1: Update a project task list.

We will customize a project task list for an ongoing project.

1. o Select two project teams you want to collaborate with for this

workshop:

City 1: ________________________________________

City 2: ________________________________________

2. o Go to your project site.

3. o Go to your project task list.

4. o Applying what you have previously learned, create the following

columns:

Column Name Type Required

Duration Number No

Baseline Start Date and

Time

No

Baseline Finish Date and

Time

No


5. o Rename the Due Date field to Finish Date.

6. o While still in the list settings page, under Columns, click Column

ordering.

7. o Set the following values:

Field Name Position From Top

Title 1

Duration 2

Start Date 3

Finish Date 4

Baseline Start 5

Baseline Finish 6

Assigned To 7

Task Status 8

% Complete 9

Description 10

Priority 11

8. o Click OK.

9. o Under Views, click Project Tasks.

10. o Display and update the position from left of the


following columns:

Column Name Position From Left

Title 1

Duration 2

Start Date 3

Finish Date 4

Baseline Start 5

Baseline Finish 6

Assigned To 7

% Complete 8

11. o Click OK.

Part 2: Populate the project task list.

You will populate the project task list. Instead of typing the tasks

in, you will copy a list of tasks from Excel.

12. o Minimize Internet Explorer.

13. o Open the file Project Files\Project Kona Cafe.xlsx.

14. o Highlight columns A, B, C, D, E and F from cell 2 to cell 22.

15. o Select Edit | Copy.


16. o Minimize Excel and restore Internet Explorer.

17. o From the project task list, select Actions | Edit in Datasheet.

18. o Place the cursor in the first cell beneath the Title column. Paste

the data you copied from Excel.

19. o Update the following tasks:

Title Assigned To

Write Project Charter [yourself]

Conduct initial risk

assessment

[city 1]

Secure site [city 2]

20. o From the Cafe project task list, select Actions | Show in Standard

View.

Part 3: Track project tasks.

21. o Notify your colleague if you have assigned a task to them.

Typically, you should receive an e-mail or multiple e-mails about

your task assignment(s).

22. o Go to the project task list of the PMIS where you have been

assigned a task.

23. o From the project task list, Click Edit Item.


24. o Update the tasks that are assigned to you with the following

status information:

Title Duration Start Finish Task Status %

Complete

Write Project

Charter

6 3/12/2009 3/18/2009 Completed 100

Conduct initial risk

assessment

2 3/14/2009 3/16/2009 Completed 100

Secure site 2 3/15/2009 3/17/2009 In Progress 50

25. o Click OK.

What does the dark-blue highlight on the Gantt chart

indicate?

Congratulations! You have used a project task list.


Workshop 7: Creating a Project Dashboard

In this workshop, you will create a project dashboard using Web Parts.

Part 1: Create a Milestones list

Management is interested to see the variance of project

milestones in a bar chart representation. In order to do this, we

will create a Milestones list and then create a Web Part page

displaying the chart.

1. Applying what you have learned, create a custom list called

Project Milestones with the following settings:

Column Name Type Required

WBS Number No

Baseline Finish Date and

Time

No

Actual Finish Date and

Time

No

2. Rename the Title column to Milestone

3. In addition, create a new column called Variance with the

following settings:

Column Type: Calculated

Formula: [Actual Finish] – [Baseline Finish]

The data type returned from this formula is: Number


4. Click OK.

You will populate the Milestones list. Instead of typing the

milestones in, you will copy a list of milestones from Excel.

5. o Minimize Internet Explorer.

6. o On your computer, open the file Project Files\Project Kona

Milestones.xlsx.

7. o Highlight column A, B, and C, from cells 2 to 8.

8. o Right-click the selected cells and click Copy.

9. o Minimize Excel and restore Internet Explorer.

10. o From the Project Milestones list, select Actions | Edit in

Datasheet.

11. o Place the cursor in the first cell beneath the WBS column. Paste

the data you copied from Excel.

12. o Update the following milestones:

Title Actual Finish

Project Initialized 3/22/2009

Local Coffee Identified 3/18/2009

Suppliers Identified 4/20/2009


13. o From the Project Milestones list, select Actions | Show in

Standard View.

Part 2: Create a Web Part page.

You will create a Web Parts page for the dashboard.


15. Under Web Pages, click Web Part Page.

16. Set the filename to Milestones.aspx

17. For the layout, select Header, Left Column, Body.

18. Save it in Project Documents

19. Click Create.

20. From the left Web Part zone, click Add a Web Part.

21. Scroll down and select Bamboo Chart Plus Web Part; then click

Add.

22. From the Bamboo Chart Plus Web Part, click Edit | Modify

Shared Web Part.


23. From the Web Part task pane, update the following properties:

Appearance:

Title: Milestones Variance

Chart Configuration:

Chart Title: Milestones

List Name: Project Milestones

View Name: All Items

X-Axis Category: WBS

Y-Axis Series Value: Variance (make sure it displays on both

columns)

Chart Template: Colorful

X-Axis Label: WBS

Y-Axis Label: Days

24. Click OK.

25. Click Exit Edit Mode.

How else can the Project Milestones dashboard be

improved?

As you can see, two issues are quite evident:

1. For milestones without an actual finish date, the variance

calculation is incorrect.

2. It is difficult to identify which milestone the WBS numbers

pertain to.


Part 3: Finalize the dashboard.

You will remove the baseline finish dates of milestones without an

actual finish date and also create a limited view of the

milestones list to be displayed on the dashboard.

26. Return to your Project Milestones list.

27. Remove the baseline finish dates of Milestones without an actual

finish date.

28. From the Project Milestones list toolbar, click Settings | Create

View.

29. Use the following settings:

View Name: Dashboard

Columns: Select WBS, Milestone, Baseline Finish and Actual

Finish

30. Click OK.

31. From the Quick Launch, click Project Documents.

32. Select and click Milestones.

33. Click Sites Actions | Edit Page.

34. From the Body Web Part Zone, click Add a Web Part.

35. Select Project Milestones and click Add.


36. From the Project Milestone Web Part, click Edit | Modify Shared

Web Part.

37. Update “Selected View” to Dashboard.

38. Click OK.

39. Click Exit Edit Mode.

You should now see the Variance chart and Project Milestones

list in one page.

40. Return to the home page.

Congratulations! You have successfully created a dashboard with Web Parts.

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