Post on 04-Dec-2014
description
2/22/13
1
Dux Raymond Sy, PMP Managing Partner Innovative-e, Inc.
How to Effectively Plan, Manage and Control SharePoint Projects
#sptechcon @meetdux
Activity: SharePoint Project Pictionary
• Individual Activity – Get 3 sticky notes – List a SharePoint project issue that you have encountered in the past
in a sticky note – You will have a total of three issues
• Group Activity – You will be grouped into project teams – Come up with a team name – Consolidate your list of issues and as a group, discuss and identify
the top 3 issues – Draw these three issues in a single easel pad
2/22/13
2
#sptechcon @meetdux
Objectives
• Initiate executive excitement, promote organizational buy-in and foster user adoption for SharePoint
• Develop an effective and practical project management process in deploying SharePoint
• Apply relevant strategies in mapping business processes to identify SharePoint-based solutions
• Identify necessary resources to plan, deploy, maintain and support your SharePoint implementation
• Minimize uncertainty and risk by applying practical scope management techniques when managing SharePoint projects
#sptechcon @meetdux
Workshop Content
Chapter 1 SharePoint PM Fundamentals Chapter 2 Eduneering SharePoint Solutions Chapter 3 Establish Project Success Criteria Chapter 4 Develop Project Plan Chapter 5 Finalize Project Plan Chapter 6 Executing the SharePoint Project Chapter 7 Project Closing
2/22/13
3
#sptechcon @meetdux
I’m Dux
• Managing Partner, Innovative-e, Inc. • SharePoint Server MVP • Author, “SharePoint for Project Management” by O’Reilly
Media • For more information, connect with Dux
– E-Mail: dux.sy@innovative-e.com – Twitter: twitter.com/meetdux – LinkedIn: meetdux.com/li – Blog: meetdux.com
Chapter 1: SharePoint PM Fundamentals How to Effectively Plan, Manage and Control SharePoint Projects
2/22/13
4
#sptechcon @meetdux
Do You Know This Crybaby?
Why won’t this one fit?
#sptechcon @meetdux
Factors of Failed Deployments
• Poor SharePoint technology understanding • Lack of executive sponsorship • Lack of proper planning • Lack of user engagement • Traditional top-down approach to enterprise software
deployment • Incomplete support and maintenance strategy • Lack of SharePoint road map definition
2/22/13
5
#sptechcon @meetdux
Key Steps to Delivering SharePoint Success
1. Eduneering SharePoint Solutions 2. Establish Project Success Criteria 3. Develop Project Plan 4. Finalize Project Plan 5. Executing the SharePoint Project 6. Project Closing
Chapter 2: Eduneering SharePoint Solutions How to Effectively Plan, Manage and Control SharePoint Projects
2/22/13
6
#sptechcon @meetdux
Eduneering SharePoint Solutions
• What the Heck is Eduneering? • Educate Stakeholders About SharePoint • Collaboratively Engineer a Solution • Assess Organizational Readiness
#sptechcon @meetdux
Eduneering = Education + Engineering
2/22/13
7
#sptechcon @meetdux
Remember, SharePoint is Not a Silver Bullet
• Educating the business about its’ value prior to deploying it is paramount – Executives – IT – Business
• Engineer SharePoint solutions based on – Business needs – Organizational readiness – Resource availability
#sptechcon @meetdux
Eduneering SharePoint Solutions
• What the Heck is Eduneering? • Educate Stakeholders About SharePoint • Collaboratively Engineer a Solution • Assess Organizational Readiness
2/22/13
8
#sptechcon @meetdux
Executive SharePoint Ignorance is Not Bliss
• Isn’t SharePoint about empowering End Users? – Who’s paying the bills? – Execs ordered SharePoint to be deployed – Do they REALLY understand the value of SharePoint to the
organization? – Is the budget realistic?
• As the enlightened ones, it’s our responsibility to raise executive awareness about SharePoint
• Read “5 Reasons Why Executive SharePoint Ignorance is Not Bliss” http://go.meetdux.com/393b
#sptechcon @meetdux
It’s All About Business Value
• Executives are primarily interested on how SharePoint can affect an organization’s bottom line
• Tip: Look for existing inefficiencies, measure it and prove how SharePoint can be a lifesaver – Inefficiencies of meeting collaboration – Business process automation – Single platform vs multiple tools
• How much is the investment?
2/22/13
9
#sptechcon @meetdux
Eduneering SharePoint Solutions
• What the Heck is Eduneering? • Educate Stakeholders About SharePoint • Collaboratively Engineer a Solution • Assess Organizational Readiness
#sptechcon @meetdux
Build Solutions, Don’t Showcase Features
• How would you like to drive a Lamborghini Diablo? – BTW, you just learned how to ride a bike yesterday
2/22/13
10
#sptechcon @meetdux
Educate and Engage the Business
• SharePoint is more than just a glorified network share – Stress that SharePoint is a platform
• Tip: Address their pain points – Discuss business challenges – Map it to a SharePoint Solution
#sptechcon @meetdux
Don’t Call It SharePoint
• Platform • Point Solutions
– Employee Onboarding System for Human Resources – Conference Room Scheduling System for Facilities – Project Management Information System for PMs
• System Integration • Custom Application Development
2/22/13
11
#sptechcon @meetdux
Eduneering SharePoint Solutions
• What the Heck is Eduneering? • Educate Stakeholders About SharePoint • Collaboratively Engineer a Solution • Assess Organizational Readiness
#sptechcon @meetdux
Keep Priorities in Order
• You can’t do it all! – What business need should you solve first? – What are common features that can be deployed?
• Project scope must be limited and specific – What’s important? Time? Budget? Functionality?
• Tip: Involve decision makers in planning and prioritization • Read “How to Prioritize Business Needs Before
Implementing SharePoint” http://bit.ly/8sCiVR
2/22/13
12
#sptechcon @meetdux
IT, Can You Handle This?
• Implementation – Do you have the relevant skillsets to plan, engage with the business,
deploy SharePoint? – Are key processes for release management, disaster recovery,
auditing in place?
• Support and Maintenance – What does the support structure look like? – Resources available for maintaining related technologies?
• Future Releases
#sptechcon @meetdux
Change Management Strategy
• Collaboration culture • Governance plan
– Business – Technology
• Adoption plan – Training – Self-help – Feedback
2/22/13
13
#sptechcon @meetdux
Develop a Roadmap
• A SharePoint roadmap can help organizations – Quantify the budget, resources and effectiveness of SharePoint – Allows priorities to be set – Specifies what solutions are going to be deployed
• Iterative releases can provide immediate visibility – Lower risk compared to big bang approach
• Tip: Successful delivery of high profile solution gets you brownie points – Quick wins are essential for better buy-in and adoption
#sptechcon @meetdux
Roadmap Example
• Phase 1: Proof of concept or Pilot • Phase 2: Replace intranet and file shares to improve
collaboration • Phase 3: Deploy value point solutions for HR, Operations
and Finance • Phase 4: Train users to build their own SharePoint solutions • Phase 5: Integrate CRM and third party reporting platform • See how EasyJet did it: http://bit.ly/74XwKH
2/22/13
14
Chapter 3: Establish Project Success Criteria How to Effectively Plan, Manage and Control SharePoint Projects
#sptechcon @meetdux
Establish Project Success Criteria
• Why is SharePoint Being Implemented? • Identify Key Stakeholders • Establish Rules of Engagement • Define Project Objectives
2/22/13
15
#sptechcon @meetdux
Why is SharePoint being implemented in your organization?
#sptechcon @meetdux
Platform vs Point Solution
• SharePoint as a Platform – Utilized for core collaboration needs of the organization
• SharePoint as a Point Solution – Utilized for a specific application like events management system,
ticketing system, etc.
2/22/13
16
#sptechcon @meetdux
What’s Important?
• Project constraints are limits that must be met regarding – Time – Cost – Functionality or scope
• We must identify the relative priority of all of the constraints – To enable planning decisions to be made
when we run the project
Time
Cost Scope
Quality
#sptechcon @meetdux
Workshop 3.1: Identify Your Project
• As a group, decide on what SharePoint project that you would like to use as a case study for your team
• Identify the priority of the project (T/C/S), why? • Record the project and priority on an easel pad
2/22/13
17
#sptechcon @meetdux
Establish Project Success Criteria
• Why is SharePoint Being Implemented? • Identify Key Stakeholders • Establish Rules of Engagement • Define Project Objectives
#sptechcon @meetdux
Who Are The Key Players?
• Customer – Management – Business Departments – End Users – IT
• Project Team • It is critical to find out who has
– Influence – Interest
• What are their needs?
2/22/13
18
#sptechcon @meetdux
Executive Sponsorship
• It is essential to the project have a committed sponsor • Educating the sponsor
– Explain why the project is important – Provide a comprehensive list of the resources it will take to do the
project – Don’t just list features—really show how your company will benefit – Ensure that there is a clear understanding of what they are getting
into
#sptechcon @meetdux
Establish Project Success Criteria
• Why is SharePoint Being Implemented? • Identify Key Stakeholders • Establish Rules of Engagement • Define Project Objectives
2/22/13
19
#sptechcon @meetdux
Set the Project Culture
• Defining ground rules for the project early on can set the expectations accordingly
• Communications – Roles and Responsibilities – Task Delegation – Status Meetings – Reports
• Project Metrics • Change Management
#sptechcon @meetdux
Eat The SharePoint Dog Food
2/22/13
20
#sptechcon @meetdux
Establish Project Success Criteria
• Why is SharePoint Being Implemented? • Identify Key Stakeholders • Establish Rules of Engagement • Define Project Objectives
#sptechcon @meetdux
Define Project Goal
• A clear, quantifiable statement of project intent – Why is the project being undertaken? – What will the project achieve? – Who is the customer? – When is the deadline? – Where will the project be implemented? – Any constraints?
2/22/13
21
#sptechcon @meetdux
Example: Project Goal
The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins.
#sptechcon @meetdux
Identify Relevant Deliverables
• Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed?
• For example: – Governance Plan – Training – Content Migration – SharePoint 2010 Installation and Configuration
2/22/13
22
#sptechcon @meetdux
Workshop 3.2: Define Project Objectives
• Based on the project you’ve selected, formulate your project goal statement by identifying the 5 W’s and if applicable, constraints
• Identify 5 project deliverables • Record project goal statement and deliverables in an easel
pad
Chapter 4: Develop Project Plan How to Effectively Plan, Manage and Control SharePoint Projects
2/22/13
23
#sptechcon @meetdux
Develop a Project Plan
• Effective Requirements Development • Designing the SharePoint Solution • Structuring the Work • Estimating Work • Task Sequencing and Scheduling • Project Resourcing
#sptechcon @meetdux
What is a Requirement?
• A requirement is something wanted or needed – Formally documented and written statements – Capabilities needed to solve a problem – Conditions of a delivered system, services, product, or process – Constraints on the system, service, product, or process
• Requirements are not – Verbal, informal statements or conversations in the hallways – Solutions that state how to solve the problem or meet the objectives – Characteristics of other systems, services, products or processes
2/22/13
24
#sptechcon @meetdux
Requirements Focus
#sptechcon @meetdux
Example: Defining Business Needs
• In a recent study, information workers today spend 45 mins/day searching for information – In a team of 20 people, that’s 900 mins/day – In 3 months, that’s 54000 mins or about 37 person days
• How much does this cost in time & money? • What if search productivity can be increased by 15%?
– That’s gaining 7 mins back from the 45 mins lost
2/22/13
25
#sptechcon @meetdux
Example: Defining SharePoint Requirements
• Business requirements – SharePoint shall increase user productivity by 15 percent
• User requirements – The user shall be able to retrieve search results within five seconds of
submitting a search request that can support a maximum of 10,000 simultaneous search requests
• System requirements – SharePoint server shall have two web front ends and a dedicated SQL
Server which has at least dual processors
#sptechcon @meetdux
How Do You Develop Requirements?
• Requirements development is iterative – Business – User – System
• Key Steps – Requirements Elicitation – Analyzing Requirements – Validating Requirements – Documenting Requirements
2/22/13
26
#sptechcon @meetdux
Develop a Project Plan
• Effective Requirements Development • Designing the SharePoint Solution • Structuring the Work • Estimating Work • Task Sequencing and Scheduling • Project Resourcing
#sptechcon @meetdux
Information Architecture
2/22/13
27
#sptechcon @meetdux
Usability
• Navigation – Quick Launch – Top Link – Bread Crumb – Link List – Custom ASP.NET Navigation
• Search – Content Sources – Indexing – IFilters – Additional metadata with custom columns – FAST
#sptechcon @meetdux
Custom Branding
• Apples are not the same as oranges – Branding SharePoint sites IS NOT the same as traditional web
development – Specialized skillsets are necessary
• Is it truly a priority?
2/22/13
28
#sptechcon @meetdux
Technology Considerations
• Identify technology needs based on SharePoint solutions – Hardware – Software – Infrastructure
• On-Premise • Cloud
• In addition, formulate strategy for – Upgrades – Maintenance and Support – Disaster Recovery – Release Management
#sptechcon @meetdux
Develop a Project Plan
• Effective Requirements Development • Designing the SharePoint Solution • Structuring the Work • Estimating Work • Task Sequencing and Scheduling • Project Resourcing
2/22/13
29
#sptechcon @meetdux
Define the Work Needed
SharePoint 2010 Upgrade
Governance Training Content MigraAon
Install & Configure
#sptechcon @meetdux
Develop a Project Plan
• Effective Requirements Development • Designing the SharePoint Solution • Structuring the Work • Estimating Work • Task Sequencing and Scheduling • Project Resourcing
2/22/13
30
#sptechcon @meetdux
What Are You Estimating For?
Dura4on Work Resource
AIend SPTECHCON
Paint This Room
Install SharePoint 2010 on Single Server
#sptechcon @meetdux
Relevant Estimates are Vital
• Duration: how long the task will take in hours/days/weeks – Elapsed time to complete the task – Calendar time defined as working days
• Work: how much the task will take to complete in work hours/days – Cost of doing the work – Labor content of the task
• Resource units: how resources are to be used to complete the task – The number of people or units assigned to the task – Proportions of each resource used on a task
• Work = Duration × Resource Units
2/22/13
31
#sptechcon @meetdux
Develop a Project Plan
• Effective Requirements Development • Designing the SharePoint Solution • Structuring the Work • Estimating Work • Task Sequencing and Scheduling • Project Resourcing
#sptechcon @meetdux
Sequencing Tasks
• Tasks are sequenced to determine the project schedule • Determine all of the predecessors and successors to each
task • Define task dependency and sequence
– Which tasks must be done in sequence and do any require delays? – Which tasks can be done in parallel? – Which tasks enable others and which are dependent on others?
• Once sequencing is completed, a network diagram is created
2/22/13
32
#sptechcon @meetdux
Create Network Diagram
#sptechcon @meetdux
Define Schedule
2/22/13
33
#sptechcon @meetdux
Develop a Project Plan
• Effective Requirements Development • Designing the SharePoint Solution • Structuring the Work • Estimating Work • Task Sequencing and Scheduling • Project Resourcing
#sptechcon @meetdux
What are the resources necessary to successfully deliver SharePoint?
2/22/13
34
#sptechcon @meetdux
Staff Your Project Realistically
IT group • SharePoint developer • SharePoint infrastructure specialist • SharePoint architect
Business group • SharePoint business analyst • SharePoint trainer • SharePoint designer
Committed Sponsor +
Project Manager
Chapter 5: Finalize Project Plan How to Effectively Plan, Manage and Control SharePoint Projects
2/22/13
35
#sptechcon @meetdux
Finalize Project Plan
• Define Governance Strategy • Create Adoption Plan • Setting the Baseline
#sptechcon @meetdux
What is SharePoint Governance
• Set of policies, roles, responsibilities, and processes to guide, direct, and control how SharePoint is used to accomplish business goals – Effective governance anticipates the needs and goals of both your
organization’s IT teams and its’ business divisions
• What are the benefits of having SharePoint governance?
2/22/13
36
#sptechcon @meetdux
Implementation Continuum
Draconian IT Control
Governed Empowerment
Wild Wild West Chaos
#sptechcon @meetdux
Finalize Project Plan
• Define Governance Strategy • Create Adoption Plan • Setting the Baseline
2/22/13
37
#sptechcon @meetdux
Really?
“ It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things. ”
—Niccolò Machiavelli, Italian statesman and philosopher
#sptechcon @meetdux
Establish Sustainable Adoption Program
SHARE 2012 | 74
2/22/13
38
#sptechcon @meetdux
How Can We Get Buy-In?
• If you’ve identified the pain points – That means you would have engaged the users from the get-go – Having them involved from the start will likely contribute to a
successful adoption
• Proper requirements gathering is key • Remember, people can change if
– The change is worthwhile – It would bring great benefits, primarily at a personal level and then
at the organizational level
#sptechcon @meetdux
Engage Evangelists
• It’s critical to have decision makers committed – Top-down support – High visibility
• Run a SharePoint pilot deployment for an influential business group – IT – PMO – HR
2/22/13
39
#sptechcon @meetdux
Relevant Training
• Showcase SharePoint solutions, not features – Share case studies – Even better, success of pilot program
• Group users based on training needs – IT
• Administrators • Developers • Analysts
– Super users – End users – Executives – Vendors/customers
#sptechcon @meetdux
Provide Support
• Self-service support – Create a SharePoint FAQ site for basic how-tos – Include external references for advanced topics – Make sure it’s accessible to the entire user community – Removes most of the support bottleneck
• IT help-desk support – Create a SharePoint help-desk site – Intended for higher-level support
2/22/13
40
#sptechcon @meetdux
Gather Feedback
• To be successful, continuous improvement is necessary – Provide a way to allow the user community to post feedback
• What should the feedback mechanism have? – Feedback on features that users like in the SharePoint
implementation – Improvement suggestions – Feedback on irrelevant content – Requests for future features – Acknowledgment of and response to feedback
#sptechcon @meetdux
Finalize Project Plan
• Define Governance Strategy • Create Adoption Plan • Setting the Baseline
2/22/13
41
#sptechcon @meetdux
Baseline Plan
• This is the contract placed on the project team – By the customer – By the organization management – With all stakeholders
• Revising the baseline requires buy-in from all stakeholders – Minor revisions may be approved by the local project manager – Major revisions require all stakeholder approval
Chapter 6: Executing the Project How to Effectively Plan, Manage and Control SharePoint Projects
2/22/13
42
#sptechcon @meetdux
How Do You Track Progress?
“The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “
— George Bernard Shaw, Essayist and Nobel laureate
#sptechcon @meetdux
SharePoint Project Tracking
• Making time to gather intelligence about the progress of the project is a significant priority for the project manager
• What critical elements of a project do you track? – Schedule – Risks – Changes – _____________________ – _____________________
• Tracking with percentages doesn’t mean jack squat
2/22/13
43
#sptechcon @meetdux
Key Steps in Tracking
• Monitor Progress • Analyze Status • Correct the Schedule • Manage Changes
#sptechcon @meetdux
Example: Tracking with MS Project
2/22/13
44
#sptechcon @meetdux
Controlling Change
• Change control is a set of procedures that defines how changes would be addressed in a project
• Tracking change involves – The number of requests – The person or group requesting the change – What needs to be changed – Impact of the changed – Approval or rejection
The change-‐control procedure must force management to assess the total impact of a change and
agree to the cost before ordering it to be implemented.
#sptechcon @meetdux
Example: Change Control Process
Proposed change
Impact analysis and priority
Log details Inform originator
Management decision Gather info
Yes
No
Later
Schedule
Do now
Log and schedule review
Log
2/22/13
45
Chapter 7: Project Closing How to Effectively Plan, Manage and Control SharePoint Projects
#sptechcon @meetdux
Getting Ready for the Next Release
• Most likely this is not the last SharePoint solution that you’ll deploy – Review the business priorities defined during early planning – Monitor user feedback
• Start planning/scheduling for the next SharePoint solution
2/22/13
46
#sptechcon @meetdux
Post Project Review
• Objective is to learn from experience, and not to blame • Include key project players, stakeholders • Identify project and organization issues separately • This is a key part of process-improvement program • Example—lessons learned:
– Obtain sign-off on all changes, no matter how small or trivial at first glance
#sptechcon @meetdux
Lessons Learned
• Mandatory part of project manager duties – Archive them for the benefit of other projects
• All project team members should set time aside to ponder lessons learned – Should be done soon after project completion while information is
still fresh
• The project manager should review his or her own lessons learned – Process – Techniques – People
2/22/13
47
#sptechcon @meetdux
Workshop 7.1: Lessons Learned
• Review another groups’ project management issues drawing from the first day
• Based on what you have learned, identify ways to address those issues
#sptechcon @meetdux
Questions
2/22/13
48
Dux Raymond Sy
@meetdux
dux.sy@innovative-e.com