5 Inspiring Reasons to Manage Projects on SharePoint 2013
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The document outlines five compelling reasons for managing projects on SharePoint, emphasizing improved interfaces, integration with MS Project, robust reporting capabilities, enhanced collaboration, and productivity features. It highlights the challenges current project management practices face, such as reliance on spreadsheets and emails for communication and tracking, and argues that transitioning to SharePoint can streamline these processes. The speaker, Gina Montgomery, advocates for adopting SharePoint as the next step in the project management journey for organizations still using outdated methods.
5 Inspiring Reasons to Manage Projects on SharePoint 2013
- 1. “5 Inspiring Reasons to Manage Projects on SharePoint” Gina Montgomery – VP, Business Development Acuvate Software
- 2. Your 5 Inspiring Reasons to Manage Projects on SharePoint What we’ll cover today: 1. Improved interface for Project Teams • Timeline for milestone tracking • Project Summary • Project tasks list – ability to define sub-tasks in-line, etc • Supports multiple browsers and mobile devices 2. Improved integration with MS Project • Syncing tasks • Making changes in the plan that will reflect back into SP • Ability to look at resource loading and allocation- look at the journey. Project gives features like this that OOTB SP doesn’t provide 3. Reporting capabilities • Scorecards – OOTB capability • Issue Tracking • Risk Register, Mitigation Planning, and roll-up to issue • Projects roll up dashboard – multiple KPI’s 4. Improved project team collaboration • Social collaboration – newsfeeds, hashtagging, following, etc • Project Doc. Libraries • Shared notebooks • Team mailbox 5. Enhanced Productivity • Meeting workspace – OOTB template not available in 2013- demo customized solution • Task aggregation and management • Mysite • One note • Drag and drop • Rich text preview • Search on hashtags, #sp2013 , etc • Ribbon – project server verbage is similar, • Synchronization of Outlook with tasks is also a productivity enhancement on SharePoint 2013. It adds tasks directly to your Exchange server which allows you to manage them from all of your devices. In SharePoint 2010, if you synced your tasks with Outlook you only saw them on that given device.
- 3. Today’s Goals • Take a look at some of today’s challenges in PM • Learn about a project management journey • Have a look at the demonstrations that address these challenges and the pm journey.
- 4. Hi, I’m Gina! Gina Montgomery, MCTS - Acuvate Software Vice President, Business Development – North America • Prior to Acuvate, worked for Fpweb.net, as a SharePoint Architect in global business; a Microsoft licensing specialist at Softmart, and a Sr. Consultant for Konica Minolta’s Business Intelligence Group • A frequent speaker and storyteller at I.T. events, SharePoint conferences, Microsoft focused events, and user group meetings • Co-authored ‘The Perpetual Hand’ Twitter: @ginammontgomery Blog: www.ginamontgomery.com Email: [email protected]
- 5. Tweet It!... I dare you! @ginaMmontgomery is making us go social on #SharePoint 2013 at #SPSLA Follow @AcuvateSoftware for more updates
- 6. Locations Kansas City USA Slough UK Hyderabad, Bangalore, Pune, Chennai, New Delhi India About Us Incorporated in 2006 300% Y-o-Y since last 3 years 200+ clients worldwide Value Selling Approach Global Delivery Model Awards and Recognitions Member of MS Solution Board, 1 among 45 in the world Winner of Solution Partner of the Year 2011 Featured in MS Video Case Studies during WPC Key Clients Key Partners The Hague, Netherlands New York City USA
- 7. Service Lines ClientPortals & Collaboration Business Process Management BI & Big Data ERP Integration Mobility Cloud
- 8. MOSSAIC Assessment Phase 1 Phase 2 Phase 3 Phase n Start Stabilize Standardize 20 days 90 days 180 days 270 days Planned InfoArch Brand Aligned Provide Content Support Users Create R&R programs Collect Feedback Business Processes Integrate LOB apps Deliver Reports Site Migrator File Uploader UI Templates Helpdesk App Feedback App Top Contributors Top Visitors ERP Surround Reporting Platform Knowledge Mgmt ESS Processes Apps Dept Process templates Report Aggregator ERP Integration templates KM Solution Idea Management CIO Cockpit Business Technology
- 9. Today • We work in a project-driven environment • Certain abilities are necessary • Coordination of various projects and spread teams • Strategic decision making based upon project progress • Communication of Project Information We are still wasting time and money depending on Excel spreadsheets, email, and other manual processes
- 10. What makes a Project run? Communication Planning Monitoring
- 11. Let’s talk about challenges Communicating project information is often challenging, whether it involves getting status updates from your team, or publishing the project plan to the entire team.
- 12. Let’s talk about challenges Going over budget often causes projects to fail. Tracking Plan versus Actual in terms of burn rate, budget, and time is vital.
- 13. Let’s talk about challenges Milestones are project tools that allow pm’s to determine whether a project is on schedule or not. Without tracking special milestones, especially those associated with billing, a PM may have a difficult time assuring a quality project for clients and doing so at a reduced cost.
- 14. Let’s talk about challenges Effective project status reporting measures in place will create a focused team. Many of us still aren’t sure what to include (and how to present it; i.e. dashboard, scorecards, etc…) in the status report for which audience, how long the status report should be, etc..
- 15. Let’s talk about challenges Identifying and tracking project Risks and mitigation plans for those risks is still being done on Excel by many organizations. Managing multiple spreadsheets for a portfolio of projects is time consuming and inhibits productivity. How are you tracking risks? Or are you?
- 16. Let’s talk about challenges Ensuring project status visibility to all stakeholders is also still be done via email and Excel spreadsheets. Stakeholders don’t have a centralized place to see project status updates. How are you giving your stakeholders insight on project status updates?
- 17. Let’s talk about challenges Organizations are still tracking change management through email and Excel. Understanding how and when a change was introduced to the original scope of the project is vital to staying on budget. How do you manage scope changes during a project?
- 18. Let’s talk about challenges Issues that arise during a project can slow it down and cause problems if not tracked and resolved in a timely fashion. Email is still being used for tracking issues during a project. How do you track issues and resolutions now?
- 19. Let’s talk about challenges Managing resources across multiple projects based on availability and skill can be burdensome. Do you have a clear view into what availability your resources have? How do you know when they are overloaded?
- 20. Project Management Journey Excel, Word, File Shares, Email SharePoint Project Server Simple to use and get started. Works great for smaller localized teams. No special training required Provides great capabilities for managing your project Works for local and distributed teams Similar to using MS Word and Excel. Portfolio Management Advanced PM functionality Knowledge of MS Project
- 21. demo
- 22. Conclusion Many organizations today are still managing projects on Excel and through email. The next step in the Project Management journey is SharePoint. It is a much easier transition into full blown Project Server should your organization mature to that level.
- 23. Thank You! Gina Montgomery – VP, Business Development Acuvate Software [email protected] 314-409-1396 www.ginamontgomery.com @ginammontgomery @acuvatesoftware
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