“SharePoint for Project

Management:
The Top 12 Features you get
right Out-of-the-Box!”

A Webcast Presentation

Éamonn McGuinness
BrightWork

© BrightWork™
 Logistics for Today’s
Webcast
Slide Deck and Webcast Recording download links
expect an email tomorrow, Thursday March 19th
Questions and Answers
The webcast has a large audience
Impractical to take questions on the phone throughout
—sorry!
Your phone has already been put on mute for now to
avoid accidental background noise
We will answer questions at the end as follows:
From the Microsoft® Office Live Meeting question
manager – Click the “Q&A” panel or click “Alt Q”
Opening up the phone line – you press 01 on your
phone
© BrightWork® After the webcast - extra questions to
 Today’s Agenda

Webcast Opening & Introduction (2 mins.)

The Webcast – (25 mins.)

Intro to SharePoint (in 12) and Managing Projects on
SharePoint
Live Demo

Summary, References, Suggested Next Steps (3

mins.)

Q&A
© BrightWork®
 Who are BrightWork?

BrightWork develop and market a project

management plug-in for SharePoint called
BrightWork pmPoint.

BrightWork is a Microsoft Gold Certified

partner.
More Info: www.brightwork.com
© BrightWork™
 BrightWork - The Executive
Summary
BrightWork Background
Microsoft Gold Certified ISV
partner
Customer problem we focus on
How many organizations need to
collaboratively manage projects?
(90%+)
How many organizations use
Email, Excel and Word but not a
high end project management
solution? (80%+)
1995 – Started as Lotus Notes
ISV
Have architected commercial
project management product on
Microsoft …
Exchange 2000 (webstore)
SharePoint 2001 (webstore)
SharePoint 2003
SharePoint 2007
© BrightWork™ Started on West Coast of Ireland
BrightWork Products
SharePoint is for Collaboration
Consider this! – Why not
SharePoint for collaborative
project management!
BrightWork pmPoint
Process driven project
management
You decide the level of process
Manage projects using
SharePoint
Templates to manage projects
and programs and a PMO
Optional import / export with
Microsoft Project
Launched an MBS partner
version supporting the
Microsoft Sure Step
methodology at WPC 2008 in
Texas
BrightWork Reporter
Report on SharePoint fields,
 Using Microsoft SharePoint
…
12 SharePoint Components: Their Functions:
List Items Collection for field values
Lists Containers for list items
Views Different views into the
lists
Libraries and Doc Mgmt. Document check in and
out
MS Office Integration Open Office docs
from web
Workflow Ability to move
information
Web parts Windows into information
Web part pages Collections of windows
Navigation Quick Launch, Top Link
© BrightWork® Sites Housing for lists, libraries,
 The SharePoint “12-parts”
Diagram
What is SharePoint made up of?
List Items
Lists
Views
Libraries and
Doc Mgmt.
MS Office Integration
Workflow
Web parts
Web part pages
Navigation
Sites
Site collections
Web applications
© BrightWork®
 … to Manage Projects and
Programs
How can the SharePoint elements be used “out of
the box”?
List Items Add fields, e.g. project type
Lists Project Tasks and Issues
Views Datasheet and other views
Libraries and Doc Mgmt. Project document control
MS Office Integration Lower deployment
barriers
Workflow 3-State Workflow
Web parts Views into task, issue lists
Web part pages Project summary home
page
Navigation Add basic structure to
projects
© BrightWork®
 … to Manage Projects and
Programs
How can we “extend” SharePoint for Project
Management?
List Items Visual Indicators; Unique Id’s
Lists Task dependency; Charts
Views Gantt and other tailored views
Libraries and Doc. Mgmt. Deliverables by Phase
MS Office Integration Send reports to email,
Excel
Workflow Project request and approvals
Web parts Project work reports
Web part pages Executive project dashboard
Navigation Process mapping, extendible
nav.
Sites Site templates for many project
© BrightWork® types
 Demo: “SharePoint for Project
Management“
Demo Sequence

Refer to
List Items
Lists
Views
Libraries and Doc. Mgmt. Appendix 1
Web parts
MS Office Integration for a
Web part pages
Navigation screenshot
Sites
Site collections
demo
Workflow
Web applications
on slides
© BrightWork®
 Project Management on
SharePoint
1. Manage individual projects to
success
2. Manage across a program of
projects
(2.1) Create Project Office IT Department (2.2) Notifications and reports
3. Evolve the way projects are Marketing Group
sites
managed Enterprise-wide

(1.3)
Project
data flows
to
dashboards
(3.1) Customize to
suit
(3.2) Capture &
reuse best
practices
Project Management Templates Team Members
Project Managers
Program Managers
Senior Management

Business Projects
IT Projects
(1.1) Create new project workspace
Projects of all (1.2) Notifications and reports
Shapes and Sizes
© BrightWork™
 Some Advice from
Experience!

Build in the extra project management features

needed
Be very faithful to the SharePoint interface and
structure
For ease of deployment and maintenance

Next 4 slides talk to:

1. Develop a simple process for project management
2. Build templates that mimic different project types
3. This can work for small or large organizations
4. Be careful to balance structure with flexibility
© BrightWork®
 Process Driven Project
Management

pmPoint recognizes that level of

process required depends on the
organization’s maturity and on the
particular needs of the individual
© BrightWork™ projects.
 BrightWork pmPoint – Executive
Summary “Project Management for
organizations of all shapes and sizes”
"pmPoint facilitated the implementation of a CJ, AbsolutePoker.com, Korea – 10 users
new agile process for our projects, because of the
extra project management features pmPoint
added to SharePoint. “

George, Pennsylvania Office of Attorney General.

– 20 users
"pmPoint on SharePoint was easy to implement
and provided us with a tool that could be
mastered extremely quickly by our project
managers.“
Sven, Up-Great., Switzerland – 50 users
“pmPoint reminds me of Albert Einstein when
he said, 'Make things as simple as possible, but
no simpler'. Enough said!”
Andy, Skanska Construction, NJ, USA – 70 users
"Skanska USA Building uses pmPoint to
successfully manage our IT projects across the
entire enterprise.” Gary, Enterprise and Partner Group, Microsoft. –
150 users

"pmPoint provides us with a project

management tool based on how we work today
and evolving to where we want to be.“
Maurice, Railway Procurement Authority, Ireland –
250 users
"pmPoint for project management is now an
integral part of RPA's suite of user SharePoint
applications.” Chris, Group Health Cooperative, Seattle, USA –
500 users
“pmPoint provided us with an economical yet
scalable solution for managing our project
portfolio.  We now have better standards for
collecting project data and a intuitive tool that
makes the work visible.” Morten, Columbus IT., Norway – 1,500 users

© BrightWork™
 “Just Plug-In pmPoint to
Detangle the Wires”
BrightWork's Project Management Solution Allows Sheppard Mullin to
Skip Routine Fire Drills

As law firm Sheppard Mullin grew

worldwide, the IT department spent great
effort trying to manage many, many
projects at once. The pain has ended with
BrightWork pmPoint, the first collaborative
project management application offering
structure and flexibility. BrightWork
pmPoint is a project management plug-in
for your SharePoint environment that
works great!

“We have a weekly meeting, and in 30

minutes we know the status of every
project. We can look at a single report
across many projects, or for just one
project. BrightWork pmPoint provides a
penetrating visibility into our projects,
allowing us to see and address issues,
ultimately leading to a much better
success rate,”
Dora Martinez, Director of Project Management for
Sheppard Mullin.

Read More on Microsoft Live Space

© BrightWork™
 Webcast - The Executive
Summary

2.SharePoint is now the world’s leading platform for

collaboration.

4.SharePoint can and is being used out of the box to

manage projects.

6.You can customize and extend SharePoint with the

necessary flexible structure and the required
reporting for project and cross-project
management – either build or buy.

© BrightWork®
 More References for this
webcast
Find out more about the SharePoint platform

Appendix 1 – a slide demo of the SharePoint platform in use for

Project Management

A blog: Manage Projects on SharePoint

More information on the pmPoint software from BrightWork

© BrightWork®
 Candidate next steps after this
webcast
Visit …
http://www.brightwork.com/pmpoint/resource_center.htm

If you
haven’t
already done
so, please
sign up for a
free trial.
Need more information?
 info@brightwork.com
USA +1-617-357-9000
ext 701
 Europe +353-91-514-
492
© BrightWork®
 Q&A

i. First - Online
From the Microsoft®
Office Live Meeting
question manager
Click “Q&A” panel
or “Alt Q” to open
the Question
Manager

ii. Second – on the

We’d love to hear more detailed feedback on phone
this webcast Opening up the
email ... info@brightwork.com phone line
To ask a question on
To get more related materials please visit: the phone, please
http://www.brightwork.com press the 01 key on
your phone
© BrightWork™
 Appendix 1

“SharePoint for Project

Management”

A Screenshot Demo on Slides

© BrightWork™
 Extend SharePoint - (1) List
Items

In-List
KPIs

© BrightWork™
 Extend SharePoint - (2) Lists

Other project managers like to work in

Microsoft Project. pmPoint allows a Project
Manager to plan a project in Microsoft Project
and to then import it into SharePoint and
either manage the plan in SharePoint or
periodically export it back out to Microsoft
© BrightWork™ Project.
 Extend SharePoint - (3)
Views

Some project managers like a

work breakdown structure (with
tasks, sub-tasks and task
dependencies). This can be
facilitated within SharePoint with
pmPoint‘s Project Schedule list.

© BrightWork™
 Extend SharePoint - (4) Libraries
& Doc. Mgmt.

Use
libraries to
manage
work

© BrightWork™
 Extend SharePoint - (5) MS Office
Integration

Give stakeholders the

option to get their project
reports in Microsoft
Excel.
© BrightWork™
 Extend SharePoint - (6)
Workflow

The Project Requests

lists shown here has a
workflow that checks
the Status of the
request and will create
new work items if a
project is approved for
creation.

© BrightWork™
 Extend SharePoint - (6) Web
Parts

© BrightWork™
 Extend SharePoint - (8) Web
part pages

© BrightWork™
 Extend SharePoint - (9)
Navigation
Divide Project Office into
functional areas

Easily access multiple

web part pages

Plan the project by

moving down
through the lists on
the quick launch
(menu) and fill in
the blanks, e.g.
project statement,
goals, tasks,
© BrightWork™ deliverables, issues,
 Extend SharePoint - (10)
Sites
pmPoint project
sites are created
from templates or
by copying existing
project sites

pmPoint project
sites are ideal
project containers

© BrightWork™
 Extend SharePoint - (11) Site
Collections

pmPoint Site Collections are

advanced Program
Management Offices that you
can structure into a hierarchy
that matches your project
management and
organizational needs

© BrightWork™
 Extend SharePoint - (12)
Web Apps
Give clients
ownership of their
projects

© BrightWork™