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GIS PMO Training Class

Microsoft Window SharePoint Services (WSS)
(
)
Best Practices
P
Prepared
db
by:
Joseph Zhang, CSSBB, PSBB, PMP,
Project Manager, GIS PMO

Agenda
1.

Whats New in Windows SharePoint Services (WSS) 3.0

2
2.

M
Manage
Sh
SharePoint
P i tP
Permission
i i

3
3.

Add New User and NT Authenticated Users

List and Document Library/Folder Permission
Hands-on Exercise 1

Modify current SharePoint Contents

4.

SharePoint Comparison: from WSS to Enterprise MOSS

SharePoint Environment review

Customize Site theme

Customize Document Library
Customize Risk, Issue, Change Request Lists
Customize Team Calendars
Customize Announcements
Customize Views
Hands-on Exercise 2

Add new SharePoint Contents

Create new SharePoint List from Excel file

Create new Survey
Create new Links, Quick Launches and Top Link Bars
Create and Manage Child Sites and Reoccurring Meeting Sites
Use Picture and Picture Library to improve site appearance
Use Webparts from Webpart Library
Th
Three
St
Steps Workflow
W kfl
Hands-on Exercise 3
2

Expectation at End of This Training Class

The objectives of the training course are to teach attendees on

how to utilize SharePoint 2007 workspaces to improve
communication
i ti and
d team
t
collaboration
ll b
ti
and
d tto:

Effectively Manage Project Documentation

Effectively Track Project Risks and Issues

Effectively Track Project Action Items

Effectively Track Project Change Requests

Effectively Track Team Feedback with Surveys

Create new condition based filterable views

Create new SharePoint list to track Action Items

Create new weekly or biweekly meeting site

C t i Sh
Customize
SharePoint
P i t site
it with
ith pictures
i t
and
d picture
i t
lib
library

SharePoint is Designed for Collaboration

Whats new In Windows SharePoint Services 3.0

SharePoint Comparison (simplified version)

Window SharePoint Services (WSS 3.0) vs Enterprise MOSS
Feature
Cost
Collaboration

WSS 3.0

Descriptions
SharePoint Server and/or Farm

Free

Software
S ft
Client
Cli t A
Access Li
Licenses (CAL)
Display & link Risks, Issues and Deliverables with project schedule
Display & filtered program, project and resources information
Document Library, List, Action Items, Survey, Calendar,
Team sites, Meeting Workspaces

Search &
Social Media

Enterprise business data, people and content search

Social Networking Web Parts, My Sites
Automate document review, approval, signature collection & workflow

Content
Management

Automate Retention and Auditing Policies

Legal Holds and Compliance Features

Business
Process and
Forms

Browser based InfoPath forms services

Business
Intelligence

Brower based Excel Publishing, Control, Management services

Centralize forms management and control tool

Enterprise

MOSS
$9,984
$94 to $169

Project
Server

NO

YES

YES

NO

YES

Only a 3
Step
Workflow

YES

NO

YES

NO

YES

Form import, deploy and routing/approving Workflow

Business Data Web Parts, Catalog, Library, Reports, KPI & Dashboard
5

Microsoft Window SharePoint Workspace

SharePoint Environment review
Parent Links

User Login
S
Search
h the
h Si
Site
Design Change

Top Link Bar

Quick Launch
Web Parts

Quick Link

Microsoft Window SharePoint Workspace

Whats new in SharePoint 2007 vs 2003?

Example of a SharePoint Workspace in Abbott

Microsoft Window SharePoint Workspace

Whats new in SharePoint 2007 vs 2003?

Recycle Bin

List Item Revision Tracking

Folders in Lists

Feature Activation

Workflow

Site Column

Manage SharePoint Permission

Create Your Personal Training Workspace

Site Action

Lets create a Personal Training Workspace at

http://sscps.web.abbott.com/PWA/Training/

Site Settings

Sites and
Workspaces

Create

10

Create Your Personal Training Workspace

The latest workspace template is Workspace Template R10

E t Title
Enter
Titl
(Your Name)
Enter URL
((Your Name))

Select
Template
Parent
Permission

11

Manage SharePoint Permission

Overview
Areas of Permission Setup:

Default Permission Levels:

Full Control

Parent Site Permission

Child Site Permission

Design

Individual Web Part

Permission

Contribute

Read

Limited Access

a. Document Library
b. List Permission
c. Picture Library
d. Survey
e. Discussion Boards

12

Manage SharePoint Permission

Add New User

Site Action

Editing Default Permission Category without creating a backup is not recommended

Avoid using multiple and/or complex user permission settings

Recommend grant READ permission to All Authenticated Users

Site Settings

Advance
Permission

Actions Edited
Permissions

New

Add New
User

13

Manage SharePoint Permission

Add All Authenticated Users

Add
all
Add all
authenticated
authenticated
users
users

Give User
Permission

Brows

Give User
Permission

OK

14

Manage SharePoint Permission

Create a new Permission Level
Setup a Contributor without ability to delete Level
Inside
Advance
Permission

Settings

Permission
Level
Select
Contributor

Rename to Contributor without Delete

Enter description

Uncheck Delete Items

Uncheck Delete Versions

Uncheck Add/Remove Personal Web Parts

Deleted
e eted file
e stays in tthe
e recycle
ecyc e b
bin for
o 30 days

Copy
Permission
P
i i
Level
Rename it

15

Manage SharePoint Permission

Setup Access Request

Enabling Access Requests allows users to send the site owner an email to
request to enter the site.

Inside
Advance
Permission

Settings

Access
Requests

16

Manage SharePoint Permission

List and Document Library/Folder Permission

Select a
Library or List
Librar

Recommend Inherit Permissions in Document Library and Lists

y document the special/unique

p
q permission
p
settings
g in the description
p
Always

Settings

Document
Library
Settings
Permissions for
this Document
Library

Action
Action

Edit

17

Manage SharePoint Permission

Recommendation: Keep it Straight and Simple (KISS)
1. Complex security settings can cause confusion, reduce team
collaboration and increase time required for site administration.
2. Avoid special or unique permission settings on Document
Library, Lists or Individual web parts. If it is absolutely
necessary, document the access settings in the description
area and always have a backup site administrator with Full
Control access
3. Do NOT edit the default security level without creating a
backup.
4. Recommend granting "Add all authenticated users" the READ
p
permission.
5. Recommend enabling the "Allow Access Request" function by
entering the site owners email address in the "Access
Requests" area.
Requests

18

Recommended Project Update Process

Hands-on Exercise 1: Permission
Customize Site Permission:
1.

Create a personal training site and grant yourself FULL CONTROL to it

2.

Remove all user permissions from the site except yourself

3.

Grant all Abbott Employees the CONTRIBUTOR permission to the site.

Customize Document Library/List Permission:

1.

Grant yourself the Full Control Permission to a document Library.

2.

Remove all user p

permissions from the other document library
y except
p yyourself.

3.

Grant all Abbott Employees the READ ONLY permission for this Library (use NT
AUTHORITY\authenticated users).

If Time Allows:
1.

Create a new Permission Level where CONTRIBUTOR can add, edit documents, but can
NOT Delete any document or List items.

2.

Enable Allow Access Request and entering your email address.

19

Modify Current SharePoint Contents

20

Modify Current SharePoint Contents

Tips and Tricks
1. Create Short Cut to the SharePoint site, Document Library, Document
folder or List
2. Load documents into Document Library with the Explore View
3. Email a Document link to team member
4. Assign a Risk or Issue to a user
5. Setup an automatic alert on any changes to the Issue list
6. The secret View All Site Content Button

21

Modify Current SharePoint Contents

File Type and Size Limitations

Maximum file size = 50M

Maximum site quota = None for now

Do not use special Characters in Site, Sub-Site, Folder or File names

File Types that are not allowed in SharePoint workspaces:

ade.adp.app.asa.ashx.asmx.asp.bas.bat.cdx.cer.chm.class.cmd.com.config
.cpl.crt.csh.dll.exe.fxp.hlp.hta.htr.htw.ida.idc.idq.ins.isp.its.jse.ksh.lnk.mad.
maf.mag.mam.maq.mar.mas.mat.mau.mav.maw.mda.mdb.mde.mdt.mdw.m
dz msc msh msh1 msh1xml msh2 msh2xml mshxml msi msp mst ops pcd
dz.msc.msh.msh1.msh1xml.msh2.msh2xml.mshxml.msi.msp.mst.ops.pcd.
pif.prf.prg.printer.pst.reg.rem.scf.scr.sct.shb.shs.shtm.shtml.soap.stm.url.v
b.vbe.vbs.ws.wsc.wsf.wsh

Avoid special Characters in Site, Sub-Site, Folder or File

names
\ / : * ? " < > | # { } % & <TAB> ~ + ((_)) ! @ $ ^ =
22

Modify Current SharePoint Contents

Three Modification Area
1. Site Actions Site Settings: Location: top-right of the site
2. Modify Shared Web Parts: Location: top-right of each web part
3. Document or List Settings: Location: inside each web parts

23

Modify Current SharePoint Contents

1: Site Actions Site Settings: Impact Entire Site

Site Action

Use to modify the entire site

Site Settings

24

Modify Current SharePoint Contents

2: Modify SharePoint Web Parts: Impact individual Web Part layout
Web Part Tool box allows the user to adjust
Down Arrow

Modify
SharePoint
Web Parts

predefined views
Current data link to p

Toolbar type

Display Size

Border Appearance

User specific customization

Other display and functional customizations

There is NO Undo for the change

Use Cancel or Exit Edit Mode to close the

toolbox without saving the change
25

Modify Current SharePoint Contents

3: Library or List Settings: Impact selected Document Library or List
Settings are designed to modify the individual library or list
Select
Library or
List
st

Rename Title, Change access permission

Add, remove, delete columns

Manage Views and Workflow

Settings

Library
Settings

26

Modify Current SharePoint Contents

Customize Site Theme

Choose a Site Theme early in the development

Site Action

Site Settings

Site Theme

Pick Theme

Apply

27

Modify Current SharePoint Contents

Customize Document Library or List

Select a
Library or
List

Tracking Document Version

g
Workflow for document approval.
pp
Configure

Customize metadata or columns for documents or list

Customize View for easy

Settings

Library
Settings

28

Modify Current SharePoint Contents

Customize Document Library or List

Select
Library or
List

Settings

Library
Settings

29

Modify Current SharePoint Contents

Customize Document Library or List
Default Document Library Versioning Settings:
Select
Library or
List

pp
No Content Approval

Create major versions after each file edit

Documents can be edited without checking it out

Settings

Library
Settings

30

Modify Current SharePoint Contents

Customize Risk, Issue and other Lists

Risk Management is Project Management

Select Risk

Settings

List Settings

31

Modify Current SharePoint Contents

Customize Risk, Issue and Other Lists

Do NOT delete or rename existing columns in the Risk and Issue list.

Site Action

Site Settings

Advance
Permission

New

Add New
User

32

Modify Current SharePoint Contents

Customize Team Calendars

Select
Calendar

Add or Remove Columns

g Views
Change

Settings

List Settings

New

Add New
User

33

Modify Current SharePoint Contents

Customize Team Calendars

Change from List to Calendar views

Site Action

Site Settings

Advance
Permission

New

Add New
User

34

Modify Current SharePoint Contents

Customize Site Announcements

Announcements

Announcements with picture links can be very useful

y create and load p

pictures into the picture
p
library
y first (page
(p g 48))
Always

Select a
message

Edit

New

OK when
done

35

Modify Current SharePoint Contents

Customize Site Announcements

Announcements

Setting the expiration date will remove the message from the Announcements
automatically.

Always try to setup the message with the default tools before using the HTML editor

Select a
message

Edit

New

OK when
done

36

Modify Current SharePoint Contents

Customize Views

Customized Views are a great way to filter and organize data

Select a View

Modify this
View

37

Modify Current SharePoint Contents

Customize Views

Columns: use to select

displayable data

Sort: display data in

Ascending or Descending
orders

Filter: use to select data that

match the predefined logic

Group By: use to categorize

and simplify display

Display
Columns

Sort

Filter

Group

38

Recommended Project Update Process

Hands-on Exercise 2: Customization
1.

Pick a new Site Theme

2.

Enter a Welcome message in the site announcements and set an expiration date

3.

Delete the Document Library called Project Deliverables

4.

Modify the selection in Primary

Primary Impact Type
Type in the current Risk tracking list. The new
selection should include: Cost, Scope, Schedule, Quality

5.

Enter 4 risks in the current Risk tracking list

6
6.

Modify All
All Items
Items view to display Risks by Category
Category

If Time Allows:
1.

Create a new picture library and upload couple small pictures.

2
2.

C t i th
Customize
the site
it tto display
di l th
those pictures.
i t

3.

Set an Alert on the Risk tracking list to notify you when changes are made.

39

Add New SharePoint Contents

40

Create new SharePoint List from Excel File

List

SharePoint Lists Allows for better Collaboration

y multiple
p users at the same time
SharePoint Lists can be Edited by

Create

Import
Spreadsheet

41

Create new SharePoint List from Excel File

Excel File needs to be Simple without merged cells.

Enter List
Name

Brows

Select Excel
File

Chose Range
of Cells

Click on
Import

42

Create new Survey

List

Survey is a great tool for Feedback

g the Rating
g Scale question
q
type
yp if the result needs to be exported
p
Avoid using
into an Excel file (Require Office 2007)

Create

Survey

Enter Survey
Name
Chose
Survey
Q
Question
ti
Type

43

Create Links, Quick Launches & Top Links

Help Organize Sites for easy access to Critical Information

Top Link Bar

Quick Launch

Links

44

Create Links, Quick Launches & Top Links

Site Action

Create a new Top Link Bar on top of the site

Create a new links in the Quick Launch

Site Settings

Top Link Bar

Or

Quick
Launch

45

Create and Manage Child Sites

Site Action

Child Sites can be used by Program Managers for better tracking of individual
projects within the program

Site Settings

Sites and
Workspaces

Create

46

Create and Manage Child Sites

The latest Workspace Template is PWTr10

Enter Title

Enter URL

Select
Template

Parent
Permission

47

Create Reoccurring Meeting Site from Team

Calendars

Create a new Weekly Project Meeting from the Calendar

Click Date

Click Start
Time

Enter
Information

Click
Recurrence

Click Use a
Meeting
Workspace

48

Use Picture and Picture Library to improve site

appearance

Create a new Picture Library

List

Create

Picture
Library

49

Use Picture and Picture Library to improve site

appearance

Create a new Picture Library

Upload

Upload
Multiple
Pictures

50

Use Webparts from the Webpart Library

There are many available Webparts.

Site Action

Edit Page

Add a Web
Part

51

Three Step Workflow

Workflows can be used for used for automatic notification or approval

p requirements
q
before we can use the Workflow
There are a couple
1. Identify Workflow Trigger (Automatic or Manual)
2. Identify Workflow Stages in the Library (Draft, Ready for Review, Final)
3. User roles and responsibilities

Action 1
Step 1
Draft

Step 2
Ready for
Review

52

Action 2
Step 3
Final

Three Step Workflow

Recommend to keep lists in Tasks (new) and Workflow History (new)

Select a
Document or
List

Settings

Library
Settings

Workflow
Settings

Input
p
Workflow
Name
Next

53

Three Step Workflow

Identify workflow stages and Step 1 Action

Identify
States

Identify Step
1 Action

54

Three Step Workflow

Identify Step 2 action

Identify Step
2 Action

55

Recommended Project Update Process

Hands-on Exercise 3: Add New Webparts
1.

Display www.Abbott.com in the Shortcuts, Quick Launches and Top Link Bars

2.

Create a new drop down question in the Risk tracking list to identify Risk responds. The answer
should include: Accept, Avoid, Transfer, Mitigate

3.

Create a short Survey with following questions:

What is your favorite food? Participant provides answers in their own words.

What is your gender? Male or Female

Do you exercise more then 4 hours per week? Yes or No

Please rate your health: Poor as 0, 1, 2, 3, 4, 5 as Excellent

If Time Allows:
1.

Import an Excel file into SharePoint and name it Open Task Tracking list

2.

Use Pictures to improve site appearance

3.

Use new Webparts from Webpart Library

4.

Setup a Three Step Workflow for document approval

56

Most Common Mistakes in SharePoint

Do not use special Characters in Site, Folder & File names
Avoid following characters: \ / : * ? " < > | # { } % & <TAB>" ~ +

Cannot start a site name, sub-site name, or a site group name with an underscore (_) character or
with the period character (I recommend avoiding the (_) underscore in site names)

Cannot use the period character consecutively in the middle of a site name

Cannot use the period character at the end of a site name

Longer is not always Better

File and Folder name lengths cannot be longer than 128 Characters

List item links are restricted to 256 characters and will truncate links
to SharePoint documents (or anything else) with lengths longer than
this.
this

When storing files, the structure and files (entire path including sites,
folders, and file name) cannot add up to more than 260 characters
or they will result in an error message or validation error with the
explanation around the URL length
length.

57

Other Training Courses Offered by GIS PMO

58

Managing Projects with MS Project 2007

Best Practices Training to Save Project Managers Time
Create Dynamic, Waterfall, Realistic and Manageable Project Schedule
Recommendations in Project Schedule Update during execution phase
Microsoft Scheduling Engine vs Project Management Triple Constrains

59

Critical Path Analysis with Microsoft Project

What is Critical Path analysis?
What is Critical Chain analysis?
Critical Path vs Critical Chain
Project management techniques: Rolling Wave, Fast Track and Crashing

60

Earned Value Management (Up Coming)

Understand why Earned Value Management is necessary for large projects
Benefit from hands-on exercises in Earned Value calculation
Utilize predefined Earned Value reports in MS Project and Project Server

61

Phase 0
Phase 0 Process scalable, consistent, structured preliminary planning phases and
gates leading to RCE submission
A
Architecture
hit t
Reviews
R i
ensure allll relevant
l
t alternatives
lt
ti
are considered
id d and
d th
thatt th
the
solution can be supported in the Abbott environment.
IT RCE Checklist required for RCEs needing approval by Preston Simons ($250K for
$
for all Abbott IT divisions))
GIS;; $500K
IT Phase 0
Architecture Reviews prior to Phase 0 Gates provide input

Proposal

Gate

Solution
Alternatives

N Ph
No
Phase 0 R
Required
i d

Gate

Recommendation

Hold / Cancel

Gate

Hold / Cancel

OR Hold / Cancel
62

Detailed
Pl
Plan

Gate

Hold / Cancel

Project
Execution

GIS Project Reporting

Provides management visibility to major IT projects using a consistent process
Understand report requirements, guidance on how to complete report template and
determine health indicators
For GIS Projects  $250,000 = Monthly
For all IT Projects  $2,000,000 = Quarterly

63

Microsoft SharePoint is a Tool

Dont be Tim, the tool man

64

Microsoft SharePoint is a Tool

Be Al, always capable to clean up Tims mess

65

Microsoft SharePoint is a Tool

Be Heidi, Always use tools the right way, and doing beautiful jobs

66

Claim PDUs for this Course

Step by Step Instructions:
Step
p 1 - Login
g with yyour PMI user ID and Password to http://www.pmi.org
p
p
g
Step 2 - Go to Certification then Maintain your Certification then "Report PDUs"
Step 3 - Use Cat 4 Other Program Provider
Step 4 - Enter the Name/Title of the Webinar

Select the areas you feel it covered

You can use the following information for this training course

Abbott Laboratories Inc

Bldg NW J46-2E
Bldg.
J46 2E

200 Abbott Park Road

Abbott Park, IL 60064-6370

www.abbott.com
Step 5 - Enter 1 PDU for each hour of the course.
Step 6 Validate and accept/submit

67

Questions?
To help us improve the training courses, please provide your
feedbacks and recommendations by clicking on the link below:
http://sscps.web.abbott.com/PWA/GIS_PMO/Lists/Feedbacks%20for%
20PMO%20Training%20Classes/overview.aspx

68