You are previewing SharePoint for Project Management.
O'Reilly logo
SharePoint for Project Management

Book Description

"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

    1. Special Upgrade Offer
    2. A Note Regarding Supplemental Files
    3. Preface
      1. Who Should Read this Book
      2. What You Need to Best Use this Book
      3. My Assumptions in Writing this Book
      4. Additional Resources
      5. Contents of this Book
      6. Conventions Used in this Book
      7. Safari® Books Online
      8. We’d Like to Hear from You
      9. Acknowledgments
      10. Off You Go
    4. 1. Project Kickoff
      1. What Is a PMIS?
      2. Deciding to Use a PMIS
      3. What Is SharePoint?
      4. Our Case Study: SharePoint Dojo, Inc.
      5. Best Practices Checklist
      6. Summary
    5. 2. Setting Up the PMIS
      1. How Will You Organize Your PMIS?
      2. Using Site Templates
      3. Creating a SharePoint Site
      4. Workshop 2.1: Establishing the SharePoint PMIS Foundation
        1. Part 1: Create the PMIS
        2. Part 2: Customize the Site Theme
        3. Part 3: Add an Announcement List
        4. Part 4: Display Announcements on the Home Page
        5. Workshop 2.1 Debrief
      5. Customizing the PMIS
      6. Workshop 2.2: Refining Your PMIS
        1. Part 1: Update Quick Launch for Your Site
        2. Part 2: Update the Regional Settings of Your Site
        3. Workshop 2.2 Debrief
      7. Best Practices Checklist
      8. Summary
    6. 3. Adding PMIS Components
      1. Using SharePoint Lists
      2. Creating SharePoint Lists
      3. Workshop 3.1: Creating and Populating Lists
        1. Part 1: Create and Populate a Calendar List
        2. Part 2: Create and Populate a Contacts List
        3. Part 3: Create a Risk List
        4. Part 4: Create a Project Tasks List
        5. Part 5: Create and Populate a Custom Resource List
        6. Part 6: Display the New Lists on the Home Page
        7. Workshop 3.1 Debrief
      4. Using Libraries
      5. Creating a Document Library
      6. Populating a Document Library
      7. Workshop 3.2: Creating and Populating a Document Library
        1. Part 1: Create a Document Library
        2. Part 2: Populate a Document Library
        3. Workshop 3.2 Debrief
      8. Organizing Project Information
      9. Best Practices Checklist
      10. Summary
    7. 4. Adding Stakeholders to the PMIS
      1. Project Communications Plan
      2. Site Access in SharePoint
      3. Creating SharePoint Groups
      4. Adding Site Members
      5. Customizing Permissions
      6. Workshop 4.1: Adding Site Members
        1. Part 1: Add Site Members
        2. Part 2: Customize List Permissions
        3. Workshop 4.1 Debrief
      7. Best Practices Checklist
      8. Summary
    8. 5. Supporting Team Collaboration
      1. Enabling Document Management Solutions
        1. Check-Out/Check-In
        2. Version History
        3. Content Approval
          1. Delegating content approval
      2. Workshop 5.1: Updating a Project Document
        1. Part 1: Require Check Out
        2. Part 2: Check Out and Edit a Document From the Document Library
        3. Part 3: View All the Changes Made to the Document
        4. Workshop 5.1 Debrief
      3. Facilitating Team Collaboration
        1. Wikis
        2. Discussion Boards
        3. Document Workspaces
          1. Creating a document workspace
            1. Technique 1—Create the document workspace from an existing SharePoint site
            2. Technique 2—Create the document workspace from any Microsoft Office 2007 product
            3. Technique 3—Create a document workspace from an existing document library
          2. Using SharePoint in Microsoft Office
      4. Workshop 5.2: Creating a Document Workspace
        1. Part 1: Open an Existing Document in Microsoft Word 2007
        2. Part 2: Create a Document Workspace
        3. Part 3: Add Members to Your Document Workspace
        4. Part 4: Adding Links to Your Document Workspace
        5. Workshop 5.2 Debrief
      5. Best Practices Checklist
      6. Summary
    9. 6. Project Tracking
      1. Tracking Project Tasks
      2. Tracking Risks
      3. Workshop 6.1: Updating the Schedule and Tracking Risks
        1. Part 1: Update the Project Tasks List
        2. Part 2: Populate and Update the Project Tasks List
        3. Part 3: Document Risks
        4. Workshop 6.1 Debrief
      4. Controlling Changes with Workflow
      5. Workshop 6.2: Creating a Change Control System with Three-State Workflow
        1. Part 1: Create a Custom List
        2. Part 2: Customize the Three-State Workflow
        3. Part 3: Test the Workflow
        4. Workshop 6.2 Debrief
      6. Best Practices Checklist
      7. Summary
    10. 7. Project Reporting
      1. Custom Views
      2. Workshop 7.1: Creating a Custom View
        1. Workshop 7.1 Debrief
      3. Using Web Parts for Interactive Reporting
        1. Implementing KPI Web Parts in MOSS
      4. Workshop 7.2: Maximizing Project Reporting with Web Parts
        1. Part 1: Update Web Parts on Your PMIS Home Page
        2. Part 2: Creating a Project Dashboard
        3. Part 3: Finalize the Dashboard
        4. Workshop 7.2 Debrief
      5. Subscribing to Alerts
      6. Using Meeting Workspaces
      7. Workshop 7.3: Creating a Meeting Workspace
        1. Workshop 7.3 Debrief
      8. Best Practices Checklist
      9. Summary
    11. 8. Integrating PM Tools
      1. Integrating Microsoft Project into SharePoint
      2. Workshop 8.1: Using Microsoft Project
        1. Workshop 8.1 Debrief
      3. Using Microsoft Excel and SharePoint
        1. Creating a Custom List from an Existing Excel Spreadsheet
        2. Exporting an Excel Spreadsheet to SharePoint As a Custom List
        3. Synchronizing Excel Tables with a SharePoint List
      4. Workshop 8.2: Synchronizing Excel with SharePoint
        1. Part 1: Creating an Excel Table
        2. Part 2: Synchronizing the SharePoint List with Excel
        3. Workshop 8.2 Debrief
      5. Best Practices Checklist
      6. Summary
    12. 9. Project Closing
      1. Creating a PMIS Template
      2. Archiving the PMIS
      3. Workshop 9.1: Create a PMIS Site Template
        1. Workshop 9.1 Debrief
        2. Ensuring Stakeholder Buy-In
      4. Best Practices Checklist
      5. Summary
    13. Index
    14. About the Author
    15. Colophon
    16. Special Upgrade Offer
    17. Copyright