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Project Tracking with SharePoint – out of the box

Project Tracking with SharePoint – out of the box. Eugene Rosenfeld CTO, Black Blade Associates. About me…. Eugene, MVP, MCAD, CTO Black Blade Associates http://www.blackbladeinc.com http://ThingsThatShouldBeEasy.blogspot.com ERosenfeld@BlackBladeInc.com

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Project Tracking with SharePoint – out of the box

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  1. Project Tracking with SharePoint – out of the box Eugene Rosenfeld CTO, Black Blade Associates

  2. About me… • Eugene, MVP, MCAD, CTO • Black Blade Associates • http://www.blackbladeinc.com • http://ThingsThatShouldBeEasy.blogspot.com • ERosenfeld@BlackBladeInc.com • Involved with distributed systems, SOA, peer-to-peer systems, and cloud computing. Applying these concepts to portals and document management.

  3. Intended Audience • 200-level session • Power users and content managers • Mid to senior level • No code – No SharePoint development experience needed

  4. Agenda • Why your previous attempts failed • Requirements • SharePoint Tools • Information Architecture • Implementation • Using the System

  5. Why your previous attempts failed • Users did not enter needed data. Why? • Portal data too structured • Portal data disorganized • Users’ data does not originate in portal • Users find it easier to work with local data in desktop apps rather than web sites • Regular users see no benefit to using the portal beyond document storage • What can we do about it?

  6. We will look at our first attempt at project tracking using SharePoint and see how its shortcomings inspired us to take a different approach to project tracking. Why Our First Attempt Failed

  7. Requirements • Use only out of the box (OOTB) or free SharePoint and Office components • Easy to create new projects • Support project metadata • Easy to use for both team members and project manager • Usable offline in Office apps • Use little time to care for the system • Allow for a flexible, extensible information architecture

  8. SharePoint Tools • Team sites • Tasks lists • Issues lists • Document libraries • Content Types

  9. Office Tools • Outlook • OneNote • SharePoint Workspace (maybe) • Project (maybe)

  10. Free Tools • List Item Workspaces - Black Bladehttp://www.blackbladeinc.com/en-us/products/liworkspaces

  11. Information Architecture • Why bother with information architecture? • It affects: • Navigation • Security • Data entry • Search • … • Everything

  12. Information Architecture • Taxonomy • Define the structure / rollup or our project data • Implemented as SharePoint site structure • Ontology • Define the types of entities we need and their metadata • Implemented as SharePoint content types

  13. Taxonomy Samples • Project App Root • Client • Project • Project App Root • Prime Contractor • Client • Project • Subcontractor • Vendor • Project • Project App Root • Department • Project • Project App Root • Program • Project • Department

  14. Ontology Samples • Client • Name / address • POC • Account manager • Project • Start / end dates • Owner • Budget • Department • Manager • Location • Program • Manager

  15. We will create a sample project tracking system using the taxonomy, ontology, and SharePoint and Office tools. Implementation

  16. We will use the project tracking system we just created to create a sample project and enter data. Using the System

  17. Summary • In 1 hour we created an easy to use, extensible project tracking system that users will wantto use. • Tomorrow morning, tell your boss:”If you give me 2 hours, I can implement a SharePoint project tracking system that will work, be easy to use and maintain, and can grow over time, using the software we already have.”

  18. Thank you for attending! Eugene Rosenfeld ERosenfeld@BlackBladeInc.com http://ThingsThatShouldBeEasy.blogspot.com

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