Manage Work, Projects and Portfolios with SharePoint An Agile Deployment Guide

Transcription

1 Manage Work, Projects and Portfolios with SharePoint An Agile Deployment Guide

2 Agenda / Contents Introduction / Deployment Kick-off 1. Strategy and Planning 2. Infrastructure 3. Training 4. Design, Build, Verify 5. Rollout

3 Slide Deck - Purpose and Guidelines Purpose This is the project approach used by BrightWork Customer Success Managers. It explains the BrightWork deployment process to stakeholders, partners, and customers especially those deploying on their own in order that the solutions delivered be successful in the short and long term. Usage Guidelines This slide deck is long but intended to be presented a portion at a time, using only the slides necessary for the current phase. Most deployment steps are indispensable, but the specificity and formality with which each step is carried out will vary from customer to customer.

4 Deployment Kick-Off Meeting: Suggested Agenda 1. Introductions 2. Customer goals and expectations for the deployment (If not covered in the Deployment Handover Meeting) 3. Cover any immediate customer requests 4. Overview of the deployment process (next few slides) 5. [Optional] Move to start the Strategy and Planning stage 6. Agree next steps and schedule next meeting

5 BrightWork Deployment Process 1. Strategy & Planning Decide the short and long term approach to project management 5. Rollout Introduce the adjusted project management process and associated tool support and provide support for the solution. 2. Infrastructure Get proper infrastructure in place and any needed software installed 4. Design, Build, Verify Design the templates and site hierarchies for the processes to be implemented in this iteration and have them reviewed by the key stakeholders. Verify Build Design 3. Training Understand the feature set and how to maintain the ongoing deployment

6 Project Office Deployment Steps 1. Plan this deployment (Typical required effort a few hours to a few days) 2. Infrastructure / Technical Setup (Typical required effort a few hours to a day or two) Install BrightWork (on SharePoint) Create a BrightWork Site Collection 3. Train the Design & Build team (Typical required effort between a few hours and two days) (the training tasks here will vary depending on the Deployment mode selected) 4. Design and Build Project Office (Typical required effort a few days) Select Templates Create and Configure Templates Create Project Office Site Hierarchy Verify the Design with BrightWork and with Key Users 5. Rollout (Typical required effort a few days) Create Documentation / Local Guidance Add Users Provide Training to PMs and other staff

7 How long does deployment take? Many BrightWork customers use an agile approach that breaks the deployment into a number of iterations that each deliver incremental value, e.g.: Iteration 1 IT Projects Iteration 2 Organization wide Project Office Iteration 3 Project Request / Intake Management An iteration may take between 2 and 13 weeks. Factors that influence duration are: Management in use today versus what will be implemented Amount of management to implement Infrastructure readiness Speed of process / management level decisions Resource availability and skill levels Method of deployment/role of Deployment Manager External and organizational constraints We advise customers to take less rather than more on the first iteration

8 How long can deployment take? Delay Risks: In a typical BrightWork deployment the work is not concentrated, but rather is spread over a longer duration, to minimize disruption. Customers need time to think through the process and review designs. It is likely the customer contact will have other projects to work on in addition to the BrightWork implementation, some of which may be higher priority. As a consequence, one of the greatest risks to success is a loss of focus on the BrightWork implementation project. Mitigation Ideas: Take the time to properly plan out, and agree to the deployment schedule with your Customer Success Manager. Keep this plan visible, accessible, tracked and updated. In other words manage the project! Clear swaths of calendar time to work on the BrightWork deployment. Set up multiple needed future meetings at the end of the kick-off meeting.

9 Self Help Resources: BrightWork Support BrightWork Support ( includes: Training Center - Provides partners and customers the collateral needed to get up-to-speed with managing projects on SharePoint with BrightWork Product Help (also in product) Forum - Submit a question or share your ideas Resources Links to whitepapers, webcasts, SharePoint resources, and more The BrightWork Manage Projects on SharePoint Blog Product Download Download the product, install guide and extra templates Community Gallery Shared area with extra templates from BrightWork, Customers and Partners

10 Self Help Resources: Customer Training

11 Self Help Resources: Community Gallery

12 Agenda / Contents Introduction / Deployment Kick-off 1. Strategy and Planning 2. Infrastructure 3. Training 4. Design, Build, Verify 5. Rollout

13 Prepare to Enter: Strategy & Planning 1. Strategy Develop a longer-term outline plan for the deployment of work and project management split into iterations. Refer to slides 16 to Planning Develop a more detailed formal project plan for the current iteration. Remember Project Management! Refer to slides 23 to 31 Review relevant courses in the BrightWork Training Catalog, e.g. BrightWork Deployment Process

14 Requirements Analysis Where are you now with process? Identify all key work and project management processes you wish to eventually address as part of your BrightWork deployment A sample set of key work / project processes is: Task Management (basic tasking or sync with MS Project Professional?) Project Management of Individual Projects Project Management Across Many Projects Non-Project Work Management New Project Request (Portfolio) Management Note: Each of the above processes can have sub-processes, e.g. budgeting, resource management, risk management, etc.

15 Decide on key management processes to include Break Problems into Smaller Steps Consult key stakeholders to decide on the set of work and project management processes that you eventually want implemented in BrightWork. Familiarize key stakeholders / decision makers with SharePoint and BrightWork as necessary: Short Demos and Introductory Materials Consult with BrightWork / BrightWork partner for advice as needed Document these decisions see slide after next for an example

16 Review Customers Case Studies Download ebooks, e.g., 10 case studies Click here Links to extra information, e.g., customer webcasts Click here

17 Requirements Analysis We agree that the following work and project management processes will incrementally get delivered in SharePoint using BrightWork: Project Management of Individual Projects Portfolio Management Across Many Projects w/rollup Reporting Divisions: Basic Tasking Sync with MS Project Professional 2013 on the desktop Routine Tasks/Requests (Non-Project Work Management) Divisions: New Project Request Management

18 Agree an Iteration Plan An iteration plan makes it clear what is included in the current iteration and what is not suggests what might be included in later iterations prioritizes the implementation of key work and project management processes is always reviewed on completion of each iteration is updated based on the learning of the most recent iteration is updated based on the changes in the business is local management approved so expectations, timings and scope are clear to all in the organization See next slide for an example

19 Determine the number of iterations needed and where to start (Set interim goals) Iteration 1 Project Management of Individual Projects Portfolio Management Across Many Projects w/rollup Reporting Divisions: Basic Tasking Iteration 2 Routine Tasks/Requests (Non-Project Work Management) Divisions: Sync with MS Project Professional 2013 on the desktop Iteration 3 New Project Request Management

20 Planning (for this Iteration): Goals & Scope Now we are starting Project Management proper of the deployment the Planning part of Strategy and Planning It is important to talk through and document the goals of deploying BrightWork. Clearly distinguish the scope of the goals for the entire deployment from those of the current iteration The goals should address the organization s project management challenges. A solid goal will read as a resolution to a precise issue, e.g. Setup a Project Office to manage all the projects in the Marketing Department to deliver new products to market on the dates committed

21 What is the Customer s Role? Recommended: Customer & BrightWork build, Customer maintains The Customer is a very active part of the Design and Build team and takes an equal to greater share of the configuration work. The customer does not need to have a solid idea of what will be implemented upfront but does need to do the full training up front in Stage 3 Training. (As necessary, see relevant courses in the BrightWork Training Catalog)

22 Configuration or Customization or Both? As BrightWork is built upon SharePoint, a highly configurable & customizable platform, customers have the option to choose either configuration or customization or both to deliver on requirements. Configuration: Advantage Very simple to execute and no highly technical skills needed Very clean for upgrading from version to version (usually upgrades with no intervention) BrightWork is designed so that the template changes desired tend to only require configuration (which can be carried out by non IT skilled people) and do not require customization (which require IT skills). Disadvantage Certain actions may not be possible e.g. advanced workflows or systems integration. Customization: Advantage Possible to do almost anything with either SharePoint Designer or by writing code Disadvantage Requires advanced technical skills to deliver and to maintain Maybe tricky to upgrade to new versions depending on how the customization is delivered

23 Configuration or Customization decisions? It is important to decide: Do the requirements need customization or can they be delivered with configuration? If customization is required, is it allowed/desired by the customer? If customization is allowed, who will deliver the initial customizations and who will do the ongoing maintenance? BrightWork people Staff on the customer team A SharePoint partner Some combination

24 Assign the Project Team Roles Role Responsibilities Assigned To Project Manager (Customer) Drives the overall deployment project for the customer and is from the customer. This is the all important manager and cheer leader role. BrightWork Consultant Provide services including advice, product training, design and build support and consulting. SharePoint Administrator (Customer) Responsible for the BrightWork installation and deeper SharePoint technical support on site. BrightWork Designer / Builder 1 (Customer) BrightWork Designer / Builder 2 (Customer) (Optional but recommended) Senior Stakeholder(s) (Customer) Responsible for mapping the local project management process to BrightWork templates on SharePoint. The what & the how. Responsible for mapping the local project management process to BrightWork templates on SharePoint. The what & the how. Departmental or functional managers whose support is necessary for a successful deployment. May run the first set of projects. Executive Sponsor(s) (Customer) Funds, approves and directs the BrightWork implementation in the customer organization.

25 Deployment Assistance Planning Where will we use the external assistance? JumpStart Sample: Deployment Phase Deployment Planning & Kick- Off Service Hours Description of the types of Support Available 4 Get the project properly started and have your plan reviewed Online Resources from BrightWork Demos Technical Setup 2 Installation Support / Advice Product & Templates Download, Online Forum, Blog Training 5 Receive BrightWork design training Online Training Build Project Office 16 Design reviews; help with building templates, new reports Design Notes 3 Document design elements (see Design section of slide deck) Rollout 6 Get a head start with training materials and rollout assistance. Online Product Help Online Training Note: Project management overhead is embedded throughout these items ( , phone calls, scheduling)

26 Create the Outline Plan for this Iteration 1) Strategy and Planning Planned Completion: Have a project kick-off meeting Strategize the BrightWork deployment by coming up with an iteration plan Plan and document the plan for this iteration Schedule Iteration Plan Review meeting upon completion of Planning stage 2) Infrastructure Planned Completion: Ensure SharePoint Infrastructure is in place and performing properly Install BrightWork on the SharePoint server\hosted server Create a BrightWork site collection 3) Training Planned Completion: Complete training for the design team Hold a Q&A session to discuss open questions and design inspirations 4) Design, Build, Verify Planned Completion: (may need to answer at a later time if customer has a fair amount of local process) Select Template types and Create Templates Configure Templates Extra Configuration Training (e.g. Reporting) Create Project Office Site Hierarchy Verify the design with BrightWork and then with key users Note: You may iterate through these Design, Build, Verify tasks in an agile fashion

27 Create the Outline Plan for this Iteration 5. Rollout Planned Completion: Plan the Rollout [Rollout Week 1] [Optional] Migrate hosted private sandbox site to test environment [Rollout Week 1] [Optional] Finalize user guidance and local training materials [Rollout Week 1] Determine users, add users and project data (Customer) [Rollout Week 2] Provide Training to the users the PMs and other staff [Rollout Week 3] Conduct a feedback session with the team after some initial usage [Rollout Weeks 4-5] Update Templates and Reports based on the early feedback [Rollout Week 5] Hand over to Operations Support Team and to the BrightWork Support Desk [Rollout Week 5] Please complete the BrightWork Deployment Survey Then Collect feedback to prioritize for next iteration

28 Microsoft Project Version of Plan This sample plan is available here.

29 BrightWork Temporary Hosted Design Site Delays sometimes occur with the building\upgrading of SharePoint on the customer side. BrightWork offers customers a private hosted sandbox for their design & build. Once the solution ing of iteration 1 is complete on the sandbox, BrightWork will assist in migrating the site collection, including customizations and sample data, to the customer internal test environment. NB: The staged site is not a production environment to run live projects The staged site will be upgraded to subsequent Beta and Full Kit versions of BrightWork as new versions become available. Your on-premise installation version would need to match prior to migration. SharePoint 2010 BW Online or Staging to On-Premise: Both must be the same version of BrightWork and have a minimum of SP1 SharePoint Patch level or later installed. See install instructions here SharePoint 2013 BW Online or Staging to On-Premise: Both must be the same version of BrightWork and same exact version of SharePoint (Foundation to Foundation or Server to Server) & have the identical SharePoint Patch level installed. See install instructions here If this is not possible, the site can be moved using the SQL database attach method. This is detailed here and will require access to the SQL Server instance

30 Identify Deployment Risks & Mitigation Identify conditions that could cause delays or issues for the deployment Discuss mitigation activities to help prevent the risk from occurring Risk: Poor user adoption Mitigation: Provide adequate Team Member & Project Manager training during Rollout phase Don t overload the iteration with excess process or customization Risk: Inadequate template design Mitigation: Verify configuration with other stakeholders during Design stage & provide feedback at BrightWork team meetings Risk: Infrastructure issues Mitigation: Follow Microsoft s best practices

31 Free ebook: Collaborative Project Management Guide A Repeatable Model Click here to download the ebook, Presentation, and Webcast

32 Return on Investment Analysis Optional: Use efficiency factors to conduct a what -if analysis to determine Project & Portfolio Management ROI The ROI spreadsheet can be downloaded here You can access a related webcast with slides here

33 Project Management Assistance Use a BrightWork Deployment project site (Project Lite template suggested) Or use these slides

34 BW Support versus Billable Deployment Services BrightWork Support covers: Break / fix problem resolution? e.g. error, unexpected behaviour, service interrupted, etc. Where do I find information on (training, download latest release, upgrade guides, webinars, how to configure reports, etc.)? This does not cover the actual delivery of this training BrightWork or Partner Billable Deployment Services are needed for: Training, including courses in the BrightWork Training Catalog Consulting on design, rollout, etc. Configuration of BrightWork e.g. setting up new reports, creating new metrics Infrastructure setup and configuration Customizations of workflows

35 Exit Criteria: Strategy & Planning You decide what the exit criteria should be for this stage of your deployment. Sample exit criteria include: Have an iteration plan in place Know the key deliverables and objectives for the current iteration Have deployment responsibilities defined and assigned as part of a managed project Agree the planned deployment project schedule Reviewed the BW Support versus Deployment Services slide

36 Agenda / Contents Introduction / Deployment Kick-off 1. Strategy and Planning 2. Infrastructure 3. Training 4. Design, Build, Verify 5. Rollout

37 Prepare to Enter: Infrastructure This phase of the deployment is to guide the steps necessary to install/upgrade the BrightWork software Hosted and deployment staging environments are also available

38 Infrastructure Setup Steps 1. Ensure the correct SharePoint Infrastructure is in place Review Pre-installation checklist in Install Guide Ensure the correct SharePoint Infrastructure is in place Refer to the System Requirements in the Install Guide 2. Ensure that SharePoint is performing properly before BrightWork is deployed not much point in deploying BrightWork to a server that is under pressure with the existing workload. If in doubt, refer to this blog article Performance Considerations for Managing Projects on SharePoint

39 Infrastructure Setup Steps (cont). 3. Install BrightWork The install guide is very detailed with: Pre-install check list Install steps The latest version of the BrightWork software and the install guide can be found in Product &Templates Download 4. Create a BrightWork Site Collection This is a SharePoint site collection with all the BrightWork work and project management capabilities pre-enabled 5. Carry out the post-install check list 6. Install supplementary templates as desired from the BrightWork Support Downloads area

40 Exit Criteria: Infrastructure You decide what the exit criteria should be for this stage of your deployment. Sample exit criteria include: SharePoint is in place, is performing well and is being backed up. BrightWork is installed and working properly; e.g. notifications are being sent and chart reports are rendering. Remember Project Management! track where the deployment is at and replan as necessary

41 Agenda / Contents Introduction / Deployment Kick-off 1. Strategy and Planning 2. Infrastructure 3. Training 4. Design, Build, Verify 5. Rollout

42 Prepare to Enter: Training The goal of the Training phase is to provide a foundation in understanding the BrightWork functionality as well as guidance in thinking about what collaborative Project Management will look like in the organization postimplementation. A train the trainer approach is advised to advocate self-sufficiency for future BrightWork iterations. If the customer is participating in the design or build, the customer design team should be fully trained before any design work is done.

43 Training Options The determined role of the BrightWork deployment consultant will dictate the type and amount of training required for the customer in this phase. If the customer has opted not to participate in the Design, Build, Verify phase and has not expressed interest in continuing to deploy future iterations on their own, meaning the deployment consultant has been brought in as a developer, then this initial training may be skipped. If this training is skipped, extra training will need to be provided to the customer during Rollout on how to maintain the solution built (assuming the customer wishes to take responsibility for the maintenance and ongoing evolution of the solution). Review relevant courses in the BrightWork Training Catalog, e.g. Working with Lists and Libraries

44 Train Design & Build Team - SharePoint Some customers have virtually no SharePoint exposure. In these cases it is wise to train the Customer design team in the basics of SharePoint, so they can actively participate in the upcoming design. Refer here for access to training materials on SharePoint

45 Train Design & Build Team - BrightWork Train the Customer design team using the relevant set of BrightWork role-based training guides.

46 Training Review Going through the training is likely to leave a wake of further questions and inspiration. After reviewing the materials, set aside some time to have questions answered. Also review the deliverables from the Strategy & Planning phase to see if they have changed.

47 Exit Criteria: Training You decide what the exit criteria should be for this stage of your deployment. Sample exit criteria include: The local design team are trained and can properly contribute to design decisions. The general project management approach with BrightWork is understood for different roles. Previous design ideas are re-evaluated with new knowledge of what is possible. The BrightWork Deployment Manager is comfortable that the training materials have been exercised and comprehended Remember Project Management! Track where the deployment is at and replan as necessary

48 Agenda / Contents Introduction / Deployment Kick-off 1. Strategy and Planning 2. Infrastructure 3. Training 4. Design, Build, Verify 5. Rollout

49 Design Stage Setup and Re-Planning Design Briefing It is a good idea to walk your customer through the next 16 slides describing the Design, Build and Verify stage of the BrightWork deployment approach, so they are more ready to actively participate Project Management and Tracking You may also find that the project is off track compared to the original agreed plan, especially if the team are mostly part-time on this project Now is a good time to track and re-plan the project and to agree the specific or adjusted timelines for the upcoming design and rollout phases

50 Prepare to Enter: Design, Build, Verify The goal of the Design, Build, Verify phase is to shape the deliverables decided on in current iteration s Strategy & Planning phase. Design: choosing the most appropriate template(s) with which to start and decide what configurations will be applied Build: configuration of the templates and reports according to the design. Verify: collaborating with key stakeholders at set milestones to review and validate the latest design work before continuing Review relevant courses in the BrightWork Training Catalog, e.g. Designing your BrightWork Site Hierarchy

51 Design and Build The Approach Many common, yet apposite, clichés apply: Rome was not built in a day Process improvement is a journey, not a destination Continuous improvement is better than delayed perfection Be agile; sometimes less is more. It is very often better to implement a small piece of project management really well and very quickly and get feedback sooner. The more feedback you get on the early designs the better there is no undo button in SharePoint On-the-Job training Get customers as involved in the build of their solution as they are willing

52 Prepare to: Select Templates Templates are a cornerstone of the BrightWork product Choosing the just right templates to serve as the canvas for the design is one of the most important design decisions. BrightWork has produced a Templates Guide that describes each of the templates offered and places them in context of the Walk the Line diagram.

53 Select Templates Needed

54 Be Mindful of the Possible End-State Hierarchy Work Project and Project Management Office Site Collection Requests Projects Project Requests Operations Work Office IT Project Office Marketing Project Office Support Requests Operations Production Operations Production Operations Work IT Production IT Production IT Project Marketing Production Marketing Production Marketing Project Templates Work Manager Template Work Tracker Template Project Office Template Project Structured Template Project Standard Template

55 Design Document Begin to document the design customizations planned. Starts off as a design proposal Living document update as you make changes Record changes made to templates, lists, reports (as feasible) Benefits Promotes good naming conventions and versions Provides a baseline for later design changes Improves supportability in production Supplements training materials Eases transition to future site owners Determine who will document changes BrightWork people Staff on the customer team A SharePoint partner Some combination

56 Create New Templates The templates you selected may already be created and in the BrightWork Templates Area. If the templates are not there they can be created a few ways: Create a template from a BrightWork template The template may be in the Server Gallery The template (with installation instructions) may be in the BrightWork Downloads area Create a template by copying an existing template from the Templates Area Create a template from an existing project site

57 Configure Templates: The Options For each selected template you can: Configure Project Management Process / Lists Configure Project Management Reporting Improve the Overall look and feel See the configuration guides in the BrightWork Training area for more information

58 Configure Templates: Lists Add, hide or delete lists Modify, add, hide or delete columns in the lists Modify list properties - the SharePoint ones, e.g. version control Modify list properties - the BrightWork ones, e.g. automated work notifications Modify, add or delete list level alerts Add specific workflows to the list, e.g. Project Approval, Change request review, Design Review Add default content to lists, e.g. add default documents to a library

59 Configure Templates: Reports In each template you can: Configure, add or subtract reports - this uses the very accessible Reporter Settings Modify, add or subtract report pages Modify, add or subtract report definitions - this uses the Report Builder that masks the XML definitions behind each report Report Types Provided in Most Templates Project Tracking - e.g. Gantt chart My Work Tracking - e.g. My Work Due Soon All Work Tracking - e.g. Overdue Work Issue Tracking - e.g. Red/Yellow Issues Resource Tracking - e.g. Resource Utilization

60 Configure Templates: Look n Feel You can change the look and feel of the templates: Configure the Quick Launch Add local logo Change site theme Create custom theme

61 Build Out the Project Office Site Hierarchy This site is a Top Level SharePoint Site Collection Projects Area is the main location for all Projects of the organization Contoso Projects Rollup Areas provide structure and comprehensive reporting on all Projects Marketing Project Office Marketing Production Marketing Production Marketing Project Work and Project Management Site Collection Actual Projects are managed at this level Marketing Project Template Templates Project Office Template Templates for Iteration 1 Project Types

62 Design > Build > Verify Host regular internal design reviews with the extended team. Verify the design with key stakeholders, especially Contributors (team members) and Consumers (upper management). See next slide. If Customer (or a Partner) has done most of the design / building, ask BrightWork for a design review before rollout. If BrightWork has done most of the building, another BrightWork Customer Success Manager will on request review the design independently. This independent BrightWork review step is not billable. Design Build Internal Review Verification Change Requests

63 Design Verification Steps Identify key stakeholders, for example: Team Member and Project Manager Projects Office / Departmental Manager / Senior Manager External Customer, Supplier, Partner Cross check results of prior design and build steps with stakeholders and make the modifications necessary to ensure full support from all involved. The final sanity check is to ensure that the amount of project management is successfully implementable. The step can be done with one of the following techniques: Guided walk through Conference Room Pilot Full Pilot Projects

64 Exit Criteria: Design and Build You decide what the exit criteria should be for this stage of your deployment. Sample exit criteria include: The out of the box templates are evaluated and configured to some degree A hierarchy is put into place which will roll up the project data collected in the different templates into the appropriate dashboards The amount of project management built into the solution is validated by key stakeholders and sample team members. Interesting templates, reports, lists, etc. have been uploaded to the Community Gallery Remember Project Management! Track where the deployment is at and replan as necessary

65 Agenda / Contents Introduction / Deployment Kick-off 1. Strategy and Planning 2. Infrastructure 3. Training 4. Design, Build, Verify 5. Rollout

66 Prepare to Enter: Rollout The goal of the Rollout phase is to prepare for the introduction of BrightWork to the production environment. It includes: Rollout planning (who gets access to what when and how) Loading initial data (projects, people) Finalizing documentation (e.g. training materials) Preparing and delivering training to users including Project Management refresher training (if needed) Rollout can also involve the post-production tweaking of templates and reports in response to unforeseen requirements that often come to the fore only when the solution is introduced to a wider audience and supplied with true project information. Review relevant courses in the BrightWork Training Catalog, e.g. Team Member Training, and Collaborative Project Management

67 Create a Rollout Plan [Week 1] Preparation for Initial Rollout (Optional) Restore staging site hosted on BrightWork servers to customer environment Identify the target application users and their interaction level (e.g. read, report, manage actions, etc.) Finalize initial user guidance (e.g. a Word document with a process elaborated for usage and oversight) Add the initial rollout users and give them the correct permissions / access levels [Week 2] Initial Rollout Provide Training to the users in this phase of rollout Nominate and identify the support person/options for this initial rollout phase Conduct a feedback session with the users after some initial usage [Week 3] Preparation for Subsequent Complete Rollout Review and adjust the application user list and their interaction level Update the application based on the initial rollout feedback Create final user guidance (e.g. a Word document with a process elaborated for usage and oversight) Create final local training materials based on the final user guidance (e.g. include a video) Add remaining users and give them the correct permissions / access levels [Week 4] Complete Rollout Provide Training to the users in this next phase of rollout Nominate and identify the support person/options for this rollout phase Collect feedback to prioritize for next iteration (after initial usage) Hand over to customer Support Team and BrightWork Support Desk

68 End User Training Identify all user roles requiring training (e.g. Team member, Project Manager, Senior Management) and determine if separate training sessions are needed and define the training approach for each user group. Regardless of the prior (lack of) project management in the organization, successful rollouts will include and separate process and tool. Therefore each training session should be laid out as follows: Part I Local Project Management Process Training, with room for discussion or Q&A. Part II Software (SharePoint, BrightWork) Training The formality of the training and the documentation will vary by organization depending on size, design complexity, culture, etc.

69 End User Training Part I Some pointers for developing the project management process ideas to address during rollout: Revisit the requirements chosen from Strategy & Planning phase. What was the overall objective to achieve? What are the project management policies that will be put into place or reinforced with the introduction of BrightWork? How does this differ from the current procedures? What are the project management processes\workflows? Why do they exist? See next few slides for a sample of an overall process and some role based procedures for project management

70 Sample Project Team Procedure 1. [Friday] Project planning and re-planning 2. [Monday] Communication of the latest plan (via an automated ) 3. [Everyday!] Everyone does lots of work and makes great progress! 4. [Wednesday] Everyone makes a personal progress update on their tasks and issues 5. [Thursday at 2pm] Weekly Team Meeting with the following agenda: a) Review\discuss\resolve project status and open issues b) Look at upcoming tasks for next week c) Review key tasks completed last week

71 Sample Project Manager Procedure 1. Check and understand the project's progress Virtual Check - Examine the various reports on the project site, e.g. Start with the Home Page for a project overview Look at Overdue Work Look at Work by Assigned To Look at the full Task List (in a Gantt view) Check your own work My Work Due Soon My Gantt Individual Check - Talk to the Team Members Team Check - Find out at the weekly project meetings 2. Identify\resolve issues as possible Check Open Issues

72 Sample Project Manager Procedure, Cont. 3. Re-Plan the project Update the task plan in the datasheet (for small to medium change sets) or using the Microsoft Project sync (for larger change sets) Refresh the project schedule Look at the Weekly Status Report Add new Documents Add non-critical Tasks 4. Go back to step 1! 5. [Periodically] Change the way you work and re-configure the site

73 Sample Team Member Procedure 1. Update My Tasks for the past week through datasheet views If you have started a task, then enter the "Actual Start Date" If you have completed a task, then enter the "Actual Finish Date" If the task in question is problematic you may select the "Issue Indicator" field and provide details in the "Issue Description" fields 2. Optionally: Check your work for the coming week - My Work Due Soon or My Gantt You may receive an reminder about your upcoming work Add a project document to the Documents folder Add non-critical project Tasks Check the overall status of the project by looking at the Weekly Status Report

74 End User Training Part II Identify or create training material Review BrightWork and SharePoint training materials and re-use pieces as relevant from the Training Center Deliver the tool training. A separate Training Area can be set up for this purpose that Team Members can use as a sandbox. Collect feedback on training so materials can be adjusted for independent use by new team members not attending a formal training.

75 Add Projects If existing projects are to be loaded into BrightWork a plan for the migration of data is needed. Examples: All projects beyond a certain date, or all high-profile profile projects will be loaded into BrightWork. Migrating project data will be a team effort between all Project Managers. Project tasks will be imported/synced from MS Project, and other artifacts will be added from Excel.

76 Add Security Groups and Users Identify all users Requiring access (e.g. Team member, Project Manager, Senior Management, etc.) Focus on at least three key Groups (more may be needed) Project Managers - Provide with Full Control access Team Members - Provide with Contributor access for updating tasks, issues, etc. Interested Parties - Provide with Viewer access to view content only

77 Transition to the Next Stages SharePoint solutions typically deliver changes to a process; therefore you must be prepared to make some changes to the deliverable within the rollout phase. Make sure there is one person designated as the BrightWork point person to whom users can go to for all things BrightWork. Institute a mechanism for capturing change requests and future requirements for BrightWork. Prioritize these requests for future iterations.

78 More Formal Operational Support It is important that there is someone available on the Customer side to provide a level of support (e.g. answer usage questions, basic troubleshooting) when the software is fully rolled out and live. Supply basic BrightWork and possibly SharePoint training to this support team if necessary. Handover to the BrightWork Support Desk and Post Deployment Survey The Customer Success Architect will explain (on the phone) what is covered by support and what requires deployment services (see next slide for content) and ask the customer to explain this to the local team The Customer Success Architect will send a Post Deployment Survey to the customer, so BrightWork can learn and improve from the engagement. The post deployment survey is also used as the trigger to formally handover the customer to the BrightWork Support Desk and Online Support Center. If the customer has service hours remaining, an should be sent that discloses the balance with some guidance on when & how it can be used.

79 Exit Criteria: Rollout You decide what the exit criteria should be for this stage of your deployment. Sample exit criteria include: Some form of training is given to the new users The training covers both Project Management process & tool Documentation is published Projects\proposals are actively and successfully being managed in the system! The BrightWork point person is named There is a process for collecting and evaluating BrightWork feedback for future iterations Interesting templates, reports, lists, etc. have been uploaded to the Community Gallery Remember Project Management! track where the deployment is at and replan as necessary and hopefully close out this iteration of the project