Collaboration Sites. A great project management tool!

Transcription

1 Collaboration Sites A great project management tool!

2 Panelists Melanie Prevost, Systems Development Manager Vinson & Elkins LLP Alexander M. Tait, Senior Project Manager Sonnenschein Nath & Rosenthal LLP Alexandra Ward, IT Project Manager Sheppard Mullin Richter & Hampton LLP

3 What is a project collaboration site? A place for storing project information accessible by project team members

4 Modern Elements Web-based (internal or SAS) Not limited to a single entity Communication tools Database driven lists Workflow Integrated / Extensible

5 Who uses it? High Activity Project managers Core project team members Low Activity Fringe project team members Executives / Leadership

6 Vinson & Elkins Case Study Melanie has been managing projects with Vinson & Elkins since 1995 with a primary focus on infrastructure and telecommunications projects.

7 New to PM collaboration? Online Project Management Solutions Many online solutions : Quick and easy to set-up Provides alerts and notifications Provides time tracking and file sharing Easy reporting capabilities Basecamp Demo

8 Basecamp Project Overview

9 Basecamp Example: To Do List

10 Example Basecamp To-Do

11 Time Tracking linked to To-Do lists

12 Notification

13 Milestones

14 Upcoming Milestones

15 File Sharing

16 Creating a File Share Folder

17 How do I use collaboration? Use what you have: Firm DMS imanage Document Management System: Project documents, plans and milestones Project Calendars and notifications Project Templates Project Database Project Time tracking and budget docs

18 V&E Projects Workspace

19 PM Templates

20 Sonnenschein Case Study Alex has been managing Sonnenschein s PMO since 2004 and has been using project sites since 2007

21 Project Sonnenschein Built on Sharepoint Integrated with firm s intranet Very customizable Easy to build Three examples (for context) PMO Site (team site) Office Opening (project site) Custom Software (project site)

22 PMO Team Site

23 New Office Project Site

24 Custom Software Project Site

25 It s All About the Lists Customizable Filters and Sorting Grouping and Calculations Views Simultaneous Access

26 Issues List

27 Tasks

28 Group & Sum

29 Filter & Sort

30 Security Content Site level Web part level Item level People Groups (Sharepoint & Active Directory) Individuals

31 Security Settings

32 DMS Integration Sharepoint is extensible Custom document library integrates with DMS Can continue to use DMS as document management source

33 DMS Document Library

34 Adding a Document from DMS

35 Sheppard Mullin Case Study How we use collaboration sites to manage projects

36 pmpoint (Brightwork) Built on SharePoint Lists for tasks, issues, risks, goals, documents, etc. Features: Workflow for project requests Templates for quick setup of project sites Roll-up reporting across sites Microsoft Project-compatible Prepare schedules in Project, import to pmpoint

37 A Collaboration Example Software upgrade last year: X1 search tool Three challenges: Upgrade destroys existing index on user s PC Reindex time is longer for large mailboxes X1 uses IMAP big hit on Exchange Need to schedule staggered upgrades 10 offices in two time zones

38 Software upgrade: X1 desktop Most users can get upgrade silently Some users need to be scheduled They use X1 Search incomplete? FREAK OUT They have huge mailboxes Need up to three days to reindex Friday nights ideal

39 Software upgrade: X1 Desktop Network services admins Identify users Schedule users Desktop engineer Add users to group Tell network services admins when ready

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50 Results Network Services Admins have control Mailbox size information Templates for s to revise and send Schedule with users as convenient List entry automatically notifies Desktop Engineer

51 Results Desktop Engineer has control Can batch upgrades (twice a day, for example) Update to list automatically notifies the NSA Project team members can check progress NSAs can see each other s work Exchange admins can check list to troubleshoot

52 Results Desktop Engineer has control Can batch upgrades (twice a day, for example) Update to list automatically notifies the NSA Project team members can check progress NSAs can see each other s work Exchange admins can check list to troubleshoot But, best of all

53 Results Project Manager is not involved! Can check list to determine progress Can get automatic updates, if desired Can send link to list to managers, as needed

54 Considerations Core needs Short and Long-term strategy (or absence thereof) Effort, skills, & time required for set-up and maintenance Budget

55 Questions?