Welcome to the Minnesota SharePoint User Group

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Welcome to the Minnesota SharePoint User Group
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Agenda

• Introductions / Overview
• Project Tracking / Management / Collaboration
  via SharePoint
• Multiple Audiences for Information
• Differing Levels of Sophistication
• WSS / Lists / Libraries
• Project Server 2003
• Q A

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Introductions MNSPUG Sponsors

• Inetium (www.inetium.com)
• Twin Cites based Microsoft consulting company
• Microsoft Gold Certified Partner
• Practice Area focused on Information Worker
  Technologies
• New Horizons Minnesota (www.newhorizonsmn.com)
  
• Microsoft Gold Certified Partner
• Training on many technologies
• Microsoft (www.microsoft.com)
• Im guessing youve heard of them

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User Group Goal / Objectives

• Build a local community focused on Microsoft
  SharePoint Technologies
• Educate user group members about SharePoint
  Technologies
• Transfer knowledge within the community
• Communicate best practices
• Introduce new products / solutions

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www.sharepointmn.com

• Website for user group
• SharePoint resource documents
• SharePoint resource websites links
• RSS Feeds
• Meeting Schedule
• Past User Group Presentations

www.sharepointmn.com
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Upcoming Schedule

• Next Meeting
• February 9th 900 AM to 1100 AM
• Microsofts Bloomington Office
• Topic To Be Announced
• Ongoing Schedule
• 2nd Wednesday of every month
• 900 to 1100 am
• Microsofts Bloomington Office

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Project Tracking / Management / Collaboration
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What Makes a Project?

• Project definition
• Project profile (ex. Type)
• Project sponsor / client
• Tasks
• Dates (start / end)
• Duration
• Resources
• Assignments
• Reports
• Gantt

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Audiences of Project Information

• Project Managers
• Manage the project / update information
• Track project status
• Resource Managers
• Manage resources / assignments across multiple
  projects
• Resources
• Update time spent on tasks
• Update info re issues
• Clients / Sponsors
• Track project status ex. How are things
  going?
• Executives
• Aggregate view of all projects

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Key Information Traits / Relationships of Projects

• Project Managers manage 1 or more projects
• Resource Managers manage 1 or more resources

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Key Information Traits / Relationships of Projects

• Resources are assigned to 1 or more projects
• Clients / Sponsors have 1 or more projects

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Designing SharePoint to support tracking,
management and collaboration of projects
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Core Goals

• Create better visibility into projects
• Create a centralized repository for project
  information / documents
• Provide all audiences with a view into the
  information on projects
• Easy to maintain

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Core Components

• Windows SharePoint Services (WSS)
• Lists
• Document Libraries
• Sub Site Listing Web Part
• Templates

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Core Design Concepts

• Utilize WSS to create Client / Sponsor sites
• Site dedicated to Client / Sponsor
• Profile of client
• Create as template
• Possibly leverage external info from existing
  systems
• Provide access to key groups / users /
  departments
• Extranet capability

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Core Design Concepts

• Utilize WSS to create sites below Client /
  Sponsor Sites
• Establish hierarchy of sites below client /
  sponsor site
• Reflects 1 to many relationship of clients to
  projects
• Access to sites is based on what users / groups
  are assigned to site

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Core Design Concepts

• Create custom lists to track projects
• Utilize lists to store info related to clients
  / projects
• Tasks
• Contacts
• Issues (bugs)
• Alerts
• Utilize document libraries / Form libraries to
  store information
• Requirements
• Specifications
• Contracts
• Alerts

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Core Design Concepts

• Utilize sites construct for meetings within a
  project
• Project can utilize sub web part to track
  status meetings
• Create templates to easily extend
• Utilize WSS Save as template feature
• Save content or just structure

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Other Considerations

• Linking to other systems
• CRM systems
• Accounting systems
• Existing EPM systems
• Others

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SharePoint Demo
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Project Server 2003 / SharePoint
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What is Project Server 2003?

• Microsofts Enterprise Project Management (EPM)
  solution
• Aims at addressing the scenarios of
• Multiple projects
• Multiple resources
• Resources assigned to multiple projects
• Projects have multiple resources assigned to
  them
• Multiple user types
• Project Managers
• Resource Managers
• Resources
• Executives

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Project Server 2003 Technology

• Both a web based and desktop tool solution
• Project Web Access
• Web based environment
• SQL Server backend
• Analysis Services (OLAP)
• Windows SharePoint Services
• Project Professional 2003
• Desktop Client
• Connects to Project Server

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How is Project Server 2003 Structured?

• Home
• Tasks
• Projects
• Resources
• Status Reports

• Updates
• Risks
• Issues
• Documents
• Admin

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Project Server Home

• Home Page
• Snapshot of many of the core items a particular
  user needs
• Updates for the user
• News tasks
• Status reports

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Tasks

• Task Page
• Task view for a current user
• Only lists tasks for user
• Spans all projects
• Update time on tasks
• View in Gantt format
• Sends updated tasks to project manager

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Project Center

• Projects
• Displays projects for user with access to
  projects
• Project manager can open projects in Project
  Professional to maintain and save back to Project
  Server
• Gantt Charting
• Project files (.mpp) are uploaded to Project
  Server to create online project

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Resource Center

• Resources
• Displays resources in the system
• Resource manager can add / modify resources
• Central repository of resources
• Resources are managed by opening up in Project
  Professional and then saving back up to Project
  Server

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Status Reports Organizer

• Status Reports
• Central repository for status reports for user
• Status reports can be scheduled (daily /
  weekly)
• Resources fill out and submit to Project
  Manager
• Project Manager can aggregate reports and get a
  sense of how project is going

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Updates

• Updates
• View task changes submitted by resources
• Project manager receives time updates from
  resources and publishes to central repository on
  project

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Risks, Issues, and Docs

• Integrates with Windows SharePoint Services
  (WSS) to link to WSS site where Risks are managed
  for each project
• Risks
• Risks associated with a project
• Issues
• Issues associated with a project
• Documents
• Documents associated with a project

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Administration

• Admin
• Security
• Manage users / groups
• Manage views (reports)
• Configuration
• Integration w/ WSS

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Project Server Integration with SharePoint

• Project Template
• Project Server provides a project template for
  WSS
• Server can be configured to create a site by
  default
• This site stores Documents, Risks and Issues
  for Project Server
• Site can be used as collaborative space for
  users (similar to what was demonstrated earlier)
• Project Web Access Web Parts
• Comes with a web part with different views that
  can be dropped into SharePoint
• Encapsulates certain parts of Project Web Access

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Project Web Parts

• Project Web Part Views
• Project Portfolio Analyzer
• Project Resource Assignments
• Project Center
• Project Report
• Project Timesheet
• Project Manager Updates
• Can be filtered by project

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Project Web Part Usage Scenario

• My Site
• Web part page
• Put Project Web Access Web Part on Page
• Set View
• ex Timesheet
• Set project filter
• 0 for all assigned
• Utilize to enter time without having to go to
  Project Web Access main page

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Resources

• Project Server 2003
• http//www.microsoft.com/office/project/prodinfo/
  epm/default.mspx
• Sub Web Listing Web Part
• http//www.microsoft.com/sharepoint/downloads/co
  mponents/detail.asp?a413

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Q A