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SharePoint 2010 for Project Management, 2nd Edition

Book Description

If you were to analyze your team’s performance on a typical project, you’d be surprised how much time is wasted on non-productive tasks. This hands-on guide shows you how to work more efficiently by organizing and managing projects with SharePoint 2010. You’ll learn how to build a Project Management Information System (PMIS), customized to your project, that can effectively coordinate communication and collaboration among team members.

Written by a certified Project Management Professional (PMP) and Microsoft SharePoint MVP with 15 years of IT project management experience, each chapter includes step-by-step guides as well as workshops that help you practice what you learn.

  • Build a SharePoint PMIS that requires little assistance from your IT/IS department
  • Define access permissions for project stakeholders and team members
  • Centralize project artifacts and keep track of document history with version control
  • Track project schedules, control changes, and manage project risks
  • Automate project reporting and use web parts to generate on-demand status reports
  • Integrate project management tools such as Excel, Microsoft Project, PowerPoint, and Outlook
  • Apply your knowledge of PMIS techniques by working with a case study throughout the book

"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

Table of Contents

  1. A Note Regarding Supplemental Files
  2. 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. Using Code Examples
    8. Safari® Books Online
    9. How to Contact Us
    10. Acknowledgments
    11. Off You Go
  3. 1. Project Kickoff
    1. What Is a PMIS?
    2. Deciding to Use a PMIS
    3. What Is SharePoint?
    4. Other Options
    5. Our Case Study: SharePoint Dojo, Inc.
    6. Best Practices Checklist
    7. Summary
  4. 2. Setting Up the PMIS
    1. How Will You Organize Your PMIS?
    2. Using Site Templates
    3. Creating a SharePoint 2010 Site
    4. Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation
      1. Part 1: Creating the PMIS
      2. Part 2: Customizing the Site Theme
      3. Part 3: Adding an Announcement List
      4. Part 4: Displaying Announcements on the Home Page
    5. Workshop 2.1 Debriefing
    6. Customizing the PMIS
    7. Workshop 2.2: Updating Your Site’s Regional Settings
    8. Workshop 2.2 Debriefing
    9. Best Practices Checklist
    10. Summary
  5. 3. Adding PMIS Components
    1. Using SharePoint Lists
    2. Creating SharePoint Lists
    3. Workshop 3.1: Creating and Populating Lists
      1. Part 1: Creating and Populating a Calendar List
      2. Part 2: Creating and Populating a Contacts List
      3. Part 3: Creating a Risks List
      4. Part 4: Creating a Project Tasks List
      5. Part 5: Creating and Populating a Custom Resource List
      6. Part 6: Displaying the New Lists on the Home Page
    4. Workshop 3.1 Debriefing
    5. Using Libraries
    6. Creating a Document Library (a How-To)
    7. Populating a Document Library
    8. Workshop 3.2: Creating and Populating a Document Library
      1. Part 1: Creating a Document Library
      2. Part 2: Populating a Document Library
    9. Workshop 3.2 Debriefing
    10. Organizing Project Information
    11. Best Practices Checklist
    12. Summary
  6. 4. Adding Stakeholders to the PMIS
    1. Project Communications Plan
    2. Site Access in SharePoint
    3. Creating SharePoint Groups
    4. Adding Site Members
    5. Enabling the Access Request Feature
    6. Customizing Permissions
    7. Workshop 4.1: Adding Site Members
      1. Part 1: Adding Site Members
      2. Part 2: Customizing List Permissions
    8. Workshop 4.1 Debriefing
    9. Best Practices Checklist
    10. Summary
  7. 5. Supporting Team Collaboration
    1. Enabling Document Management Solutions
    2. Overview of Check-Out/Check-In
    3. Overview of Version History
    4. Overview of Content Approval
    5. Workshop 5.1: Updating a Project Document
      1. Part 1: Requiring Check-Out
      2. Part 2: Checking Out and Editing a Document from the Document Library
      3. Part 3: Viewing All the Changes Made to the Document
    6. Workshop 5.1 Debriefing
    7. Facilitating Team Collaboration
    8. Wikis
    9. Discussion Boards
    10. Document Workspaces
      1. Creating a Document Workspace
        1. Technique 1: Create the document workspace from an existing SharePoint site
        2. Technique 2: Create a document workspace from an existing document library
    11. Best Practices Checklist
    12. Summary
  8. 6. Project Tracking
    1. Tracking Project Tasks
    2. Tracking Risks
    3. Workshop 6.1: Updating the Schedule and Tracking Risks
      1. Part 1: Updating the Project Tasks List
      2. Part 2: Populating and Updating the Project Tasks List
      3. Part 3: Documenting Risks
    4. Workshop 6.1 Debriefing
    5. Controlling Changes with Workflow
    6. Workshop 6.2: Creating a Change Control System with Three-State Workflow
      1. Part 1: Creating a Custom List
      2. Part 2: Customizing the Three-State Workflow
      3. Part 3: Testing the Workflow
    7. Workshop 6.2 Debriefing
    8. Best Practices Checklist
    9. Summary
  9. 7. Project Reporting
    1. Custom Views
    2. Workshop 7.1: Creating a Custom View
    3. Workshop 7.1 Debriefing
    4. Using Web Parts for Interactive Reporting
    5. Workshop 7.2: Maximizing Project Reporting with Web Parts
      1. Part 1: Updating Web Parts on Your PMIS Home Page
      2. Part 2: Creating a Project Dashboard
      3. Part 3: Finalizing the Dashboard
    6. Workshop 7.2 Debriefing
    7. Subscribing to Alerts
    8. Using Meeting Workspaces
    9. Workshop 7.3: Creating a Meeting Workspace
    10. Workshop 7.3 Debriefing
    11. Best Practices Checklist
    12. Summary
  10. 8. Integrating PM Tools
    1. Integrating Microsoft Project into SharePoint
    2. Workshop 8.1: Using Microsoft Project
    3. Workshop 8.1 Debriefing
    4. Using Microsoft Excel and SharePoint
    5. Creating a Custom List from an Existing Excel Spreadsheet
    6. Exporting an Excel Spreadsheet to SharePoint As a Custom List
    7. Synchronizing Excel Tables with a SharePoint List
    8. Workshop 8.2: Synchronizing Excel with SharePoint
      1. Part 1: Creating an Excel Table
      2. Part 2: Synchronizing the SharePoint List with Excel
    9. Workshop 8.2 Debriefing
    10. Best Practices Checklist
    11. Summary
  11. 9. Project Closing
    1. Overview of Creating a PMIS Template
    2. Overview of Archiving the PMIS
    3. Workshop 9.1: Creating a PMIS Site Template
    4. Workshop 9.1 Debriefing
    5. Ensuring Stakeholder Buy-In
      1. 1. Leverage and Prove the Value of SharePoint as a PMIS on a Pilot Project
      2. 2. Provide User Support in Learning and Utilizing SharePoint
      3. 3. Measure and Broadcast Success
      4. 4. Gather Feedback
    6. Best Practices Checklist
    7. Summary
  12. Index
  13. About the Author
  14. Colophon
  15. Copyright