SharePoint for Project Management Read
  • Publishing house: O'Reilly Media
  • Author: Dux Raymond Sy
  • E-Book ISBN: 9780596803179
  • Print ISBN: 9780596520144
  • Publication year: 2009
  • Pages: 252
  • Print run: 1
Dux Raymond Sy

SharePoint for Project Management

How to Create a Project Management Information System (PMIS) with SharePoint

"If you are a project manager looking for a technology-based, easily implemented, and usable solution for project communications, document management, and general project organization, this book is for you!" -Susan Weese, PgMP, President and Founder, Rhyming Planet Most companies don't understand SharePoint's power, and use it simply to share documents or spreadsheets. This hands-on book demonstrates how SharePoint can also help you organize and manage complex projects. With SharePoint for Project Management, you'll not only understand how to apply common and practical project management concepts in SharePoint, you'll learn how to build a Project Management Information System (PMIS), customized to your project, that can efficiently coordinate communication and collaboration among team members. With this book, you will: Learn to apply key project management techniques by leveraging SharePoint as a PMIS Track a case study that illustrates the circumstances and processes of an effective SharePoint PMIS Appropriately define access permissions for project stakeholders and team members Centralize project documents and keep track of document history with version control Automate project reporting mechanisms and generate on-demand status reports Track project schedules, control changes, and manage project risks Integrate project management tools such as Excel, Microsoft Project, PowerPoint, and Outlook Each chapter includes activities that let you practice what you learn. Most SharePoint books are either too introductory (for end users), or too technical (for system administrators). SharePoint for Project Management is just what project managers like you need to learn how to harness the organizational abilities of this powerful software.

Table of contents

7
Table of Contents
11
Preface
12
Who Should Read this Book
13
What You Need to Best Use this Book
14
My Assumptions in Writing this Book
14
Additional Resources
15
Contents of this Book
15
Conventions Used in this Book
16
Safari® Books Online
16
We’d Like to Hear from You
17
Acknowledgments
17
Off You Go
19
Chapter 1. Project Kickoff
22
What Is a PMIS?
22
Deciding to Use a PMIS
23
What Is SharePoint?
26
Our Case Study: SharePoint Dojo, Inc.
27
Best Practices Checklist
27
Summary
29
Chapter 2. Setting Up the PMIS
30
How Will You Organize Your PMIS?
32
Using Site Templates
33
Creating a SharePoint Site
34
Workshop 2.1: Establishing the SharePoint PMIS Foundation
34
Part 1: Create the PMIS
36
Part 2: Customize the Site Theme
36
Part 3: Add an Announcement List
38
Part 4: Display Announcements on the Home Page
40
Workshop 2.1 Debrief
41
Customizing the PMIS
43
Workshop 2.2: Refining Your PMIS
43
Part 1: Update Quick Launch for Your Site
45
Part 2: Update the Regional Settings of Your Site
46
Workshop 2.2 Debrief
46
Best Practices Checklist
46
Summary
47
Chapter 3. Adding PMIS Components
48
Using SharePoint Lists
54
Creating SharePoint Lists
56
Workshop 3.1: Creating and Populating Lists
56
Part 1: Create and Populate a Calendar List
58
Part 2: Create and Populate a Contacts List
60
Part 3: Create a Risk List
60
Part 4: Create a Project Tasks List
61
Part 5: Create and Populate a Custom Resource List
66
Part 6: Display the New Lists on the Home Page
69
Workshop 3.1 Debrief
70
Using Libraries
75
Creating a Document Library
77
Populating a Document Library
78
Workshop 3.2: Creating and Populating a Document Library
78
Part 1: Create a Document Library
80
Part 2: Populate a Document Library
83
Workshop 3.2 Debrief
83
Organizing Project Information
84
Best Practices Checklist
84
Summary
85
Chapter 4. Adding Stakeholders to the PMIS
85
Project Communications Plan
87
Site Access in SharePoint
87
Creating SharePoint Groups
87
Adding Site Members
92
Customizing Permissions
95
Workshop 4.1: Adding Site Members
95
Part 1: Add Site Members
97
Part 2: Customize List Permissions
101
Workshop 4.1 Debrief
101
Best Practices Checklist
102
Summary
103
Chapter 5. Supporting Team Collaboration
104
Enabling Document Management Solutions
104
Check-Out/Check-In
107
Version History
109
Content Approval
110
Delegating content approval
113
Workshop 5.1: Updating a Project Document
114
Part 1: Require Check Out
115
Part 2: Check Out and Edit a Document From the Document Library
118
Part 3: View All the Changes Made to the Document
118
Workshop 5.1 Debrief
119
Facilitating Team Collaboration
119
Wikis
120
Discussion Boards
121
Document Workspaces
121
Creating a document workspace
123
Using SharePoint in Microsoft Office
125
Workshop 5.2: Creating a Document Workspace
125
Part 1: Open an Existing Document in Microsoft Word 2007
126
Part 2: Create a Document Workspace
127
Part 3: Add Members to Your Document Workspace
130
Part 4: Adding Links to Your Document Workspace
131
Workshop 5.2 Debrief
132
Best Practices Checklist
132
Summary
133
Chapter 6. Project Tracking
134
Tracking Project Tasks
136
Tracking Risks
139
Workshop 6.1: Updating the Schedule and Tracking Risks
139
Part 1: Update the Project Tasks List
142
Part 2: Populate and Update the Project Tasks List
146
Part 3: Document Risks
151
Workshop 6.1 Debrief
151
Controlling Changes with Workflow
155
Workshop 6.2: Creating a Change Control System with Three-State Workflow
155
Part 1: Create a Custom List
157
Part 2: Customize the Three-State Workflow
164
Part 3: Test the Workflow
168
Workshop 6.2 Debrief
168
Best Practices Checklist
169
Summary
171
Chapter 7. Project Reporting
171
Custom Views
177
Workshop 7.1: Creating a Custom View
180
Workshop 7.1 Debrief
180
Using Web Parts for Interactive Reporting
189
Implementing KPI Web Parts in MOSS
189
Workshop 7.2: Maximizing Project Reporting with Web Parts
189
Part 1: Update Web Parts on Your PMIS Home Page
192
Part 2: Creating a Project Dashboard
199
Part 3: Finalize the Dashboard
205
Workshop 7.2 Debrief
205
Subscribing to Alerts
208
Using Meeting Workspaces
211
Workshop 7.3: Creating a Meeting Workspace
214
Workshop 7.3 Debrief
214
Best Practices Checklist
215
Summary
217
Chapter 8. Integrating PM Tools
219
Integrating Microsoft Project into SharePoint
220
Workshop 8.1: Using Microsoft Project
222
Workshop 8.1 Debrief
223
Using Microsoft Excel and SharePoint
223
Creating a Custom List from an Existing Excel Spreadsheet
224
Exporting an Excel Spreadsheet to SharePoint As a Custom List
227
Synchronizing Excel Tables with a SharePoint List
229
Workshop 8.2: Synchronizing Excel with SharePoint
229
Part 1: Creating an Excel Table
232
Part 2: Synchronizing the SharePoint List with Excel
234
Workshop 8.2 Debrief
234
Best Practices Checklist
234
Summary
235
Chapter 9. Project Closing
236
Creating a PMIS Template
238
Archiving the PMIS
239
Workshop 9.1: Create a PMIS Site Template
242
Workshop 9.1 Debrief
242
Ensuring Stakeholder Buy-In
245
Best Practices Checklist
245
Summary
247
Index