How to Manage Projects in SharePoint Using Out of the Box Features

sharepointmaven.com @gregoryzelfond
HOW TO MANAGE
PROJECTS IN SHAREPOINT
USING OUT OF THE BOX FEATURES

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 Huge SharePoint Advocate, blogger
 Love to solve business problems using code-free, out of
the box SharePoint configurations
 Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

Agenda
– Business objectives
– 3 options
• Office 365 Groups
• Document Sets
• Project Sites
– Dashboards & Reporting
– Q & A

BUSINESS
OBJECTIVES

What is the problem you are trying to solve?
 Consistency with documentation
 Consolidate various information sources
 Enforcement of Project Management
methodology
 Project Management Office (PMO)
Dashboards and Reporting
 Informal Meeting Space

Things to keep in mind…
 Project Management discipline/maturity
within an organization
 SharePoint maturity within an
organization
 Know your audience
 User Adoption & Training

THE 3
OPTIONS

OFFICE 365
GROUPS

GREAT FOR…
 Organizations/teams that run lots of mini-projects
 Organizations that don’t need to follow formal
methodology
 Informal projects that don’t require any oversight
OFFICE 365 GROUPS…
 Are easy to create and setup
 Have no administrative overhead
Office 365 Groups & Project Management

Office 365 Groups

DOCUMENT
SETS

GREAT FOR…
 Organizations/teams that run lots of mini-projects
 Teams that need to ease their users into metadata concept
 Situations where unique security/permission are required for each
project
DOCUMENT SETS…
 Organize documents in a presentable fashion
 Allow for “light” project management without overhead of creating
multiple sites
 Allow for extensive filtering, grouping, sorting of documents
Document Sets & Project Management

Document Library View
Search across all projects
Project Folders

Folder View
Project Folder Metadata
Project Documents inside of
the Project Folder

Document Set = Content Type

Document Set Version

Configure Metadata Navigation (Search/Filter)
 Step 1: Enable Metadata Navigation and Filtering feature under Site
Settings > Manage Site Features
 Step 2: Access Metadata Navigation Setting at the list/library (under
List/Library Settings)
 Step 3: Configure Navigation Hierarchies and/or Filters
1
2
3 4

PROJECT
SITES

GREAT FOR…
 Organizations/teams that have formal PM methodology
 Organizations that need to manage more than just the documents
 Situations where unique security/permission are required for each
project
PROJECT SITES…
 Allow for standardization across organization/lines of business
 Are easy to “archive”
 Allow to surface up content usually “hidden” in Excel and Word
documents
 Allow for data roll-up/aggregation (if done properly)
Project Sites & Project Management

Project Site

Save Site as a Template
WARNING: Can’t save Sites as templates if publishing features
are turned on at Site Collection and site level!

How to create a Project Site in SharePoint
Blog Post
How to create SharePoint Project Site
Step by Step Instructions

PM Artifacts  SharePoint Web Parts Matrix
PM Artifact SharePoint Web Part
Document Document Library
Tasks/Schedule Tasks List
Milestones Calendar
Team Contacts Contacts
Issues Log Issues Log
Action Items Issues Log or Task List
Risk Register Custom List
Lessons Learned Custom List

DASHBOARDS
&
REPORTING

Data Roll-ups/Aggregation
 No easy way to aggregate data from
multiple project sites
 CSWP (Content Search Web Part) or Search
Results Web Part
– Content can reside in any site collection
– Most flexible option in terms of queries
 Refinement Web Part for filtering

Need help with SharePoint?
 SharePoint Site Configuration and Customization
 Document Migration to SharePoint
 SharePoint Implementation Strategy
 SharePoint Training
 SharePoint User Adoption
 SharePoint Governance
 SharePoint Project Management

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions

How to Manage Projects in SharePoint Using Out of the Box Features

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Was ist angesagt?

Was ist angesagt? (20)

Ähnlich wie How to Manage Projects in SharePoint Using Out of the Box Features

Ähnlich wie How to Manage Projects in SharePoint Using Out of the Box Features (20)

Kürzlich hochgeladen

Kürzlich hochgeladen (20)

How to Manage Projects in SharePoint Using Out of the Box Features