20
AUTOMATING YOUR PMO Using SharePoint Online to Manage Self-Service Project Sites Jim Bob Howard & Brady Malone
AUTOMATING
YOUR PMO
Using SharePoint Online to Manage Self-Service Project Sites
Jim Bob Howard & Brady Malone
Introduction
Email: [email protected]
Twitter: @jbhoward
Blog: http://www.ConnectorMan.com
Jim Bob Howard
SharePoint Consultant / Federal Group for Planet Technologies
Senior UX/UI Developer
Worked with SharePoint since 2009
Email: [email protected]
Brady Malone
Project Management Office Lead for Planet Technologies
Project Management Professional since 2008
Overview
Background
Need/Requirements
PMO and PMIS development
Using the site
Future additions
Questions
Planet Technologies
Founded in 1998
Microsoft Partner with Five Gold Competencies, 11 Silver Competencies
One of only 35 Microsoft Nationally Managed Partners
Six Time Microsoft Federal Partner of the Year & Three Time Microsoft SLG Partner of the Year
Highly Skilled Staff
– Microsoft Certified Masters – Microsoft MVP’s (SharePoint, Exchange) – Microsoft Certified Trainers – Microsoft Certified Partner for Learning Solutions (CPLS) – 130+ Microsoft Consultants
Office Locations – DC, Denver, Harrisburg, Redmond, Europe, Middle East and Africa (EMEA)
Vertical Markets include Federal, State and Local Government, Education, Healthcare and Private Sector
Work Experience in 42 States and 33 Countries
Need
A better, easier way to track all of the projects in the Federal practice
Large number of small short term projects staffed by small specialized teams
Projects running past their Period of Performance
Working managers Managers spend most of their time providing technical
expertise
Little time for project management
Lack of insight into budget and schedule for managers
Requirements
A site to house the portfolio of projects
All inclusive Project Management Information Sites for PM, Project Team and Upper Management Team workspace
Schedule management
House deliverables
Provide tools for issues tracking
Allow for risk management
Provide upper management with communications reminders
KPI dashboards for line managers and upper management
PMO and PMIS
PMO and PMIS
Workflow
Approval Task
ApprovedRejected Create Site Workflow
PMIS Created
Confirmation
Start Create Site
Workflow
Team Leader /
Project Manager
Rejection Email End Workflow
New Project
Request
PMO Manager
SPD Workflow
Stage: Waiting for Approval
Rejected
Stage: Creating Site Stage: Sending Email
Start Create Site
Workflow
Approved
End Workflow
Waiting for Approval
Waiting for Approval
Requested by
PMO Manager?
PMO Manager
Approval
Set
Outcome to
Approved
YesNo
Set
Outcome to
Rejected
Approve
Reject
Sending an Email Sending Email
Rejected? Yes
No
Rejection
ResponseCode
OK?
Success
EmailYes
URL in Use?
No
Site Exists
EmailYes
No
Other Error
Creating Site
Creating Site
Determine Create Outcome
Build
Create
Parameters
Call HTTP
web service
to create
site
Check
Error/
Success
Responses
If ResponseCode = OK
Build
Create
Parameters
Call HTTP
web service
to add item
to list
Get Error
Codes and/
or Output
Msg
Yes
No
Demo
Resources
SHAREPOINT ONLINE
PM LIFECYCLE PHASES
DUX SY’S BOOK
Using the PMO
Documentation and Notes
OneNote notebooks in the PMO act as a user guide
Key Performance Indicators provide upper management and line managers with quick project information
Has become the main organizing piece of our weekly management meetings
Ability to drill down into a PMIS from the KPIs on the PMO site
Using the PMIS
Key Project Indicators On a weekly basis the project status is manually updated based on reports
generated by our financial and time keeping systems Automatically generated workflow alerts based on preset thresholds (25%, 50%
75% and 105% complete)
Calculated Fields for EVM I update:
○ Actual Cost ○ Actual Hours ○ Actual Percent complete ○ Planned percent complete ○ Planned hours
EAC Assumptions EAC assumptions can be changed from planned rates to bottom up estimates
○ When changing from planned rates to a bottom up estimate the Bottom-up ETC field comes into play
Project Team Use
The PMIS can be set up so that the project team can use it for all work:
We have it set up to provide Announcements
Project work areas and document libraries
Risk register
Issues log
Ability to audience folders and views
Project schedule integration Microsoft Project schedules can be synched with the PMIS
Future Additions
PROGRAM MANAGEMENT PAGE
TRACK USABILITY AND PROFITABILITY
INTEGRATION OF PROPOSAL PROCESS
Questions?
Email: [email protected]
Twitter: @jbhoward
Blog: http://www.ConnectorMan.com
Email: [email protected]
Jim Bob Howard
Brady Malone
