DoMoreWithSharePoint – Managing your projects

If you are doing well with helping the business reap the benefits of your SharePoint implementation, you will always have several projects running.
Assuming you have the right people, have decided on the priority of each project, and have the process steps defined, you will also need a way to keep track of all upcoming,  current and finished projects.

A good tracking system will enable you to:

  • manage your resources
  • calculate the priority for each project
  • see how many projects you have completed and how well your pipeline is filled
  • calculate how much money you have saved the company
  • track the number of projects you have done for each segment of the company
  • generate information about your projects, such as time from start to completion, average priority etc.

It will come as no surprise that we have used a Team Site list for this purpose. An Issue List allowed us to see the history of each project, which was useful to track progress.

The List

Some of the fields that we have used were:  (images are clickable for better display)

Project information, such as problem description, business owner and deadline.

Project Information

Status information, such as the project step, a description of progress, and % of completion. These fields were on top of the list so we could edit details quickly

Status Details
Status Information

Priority information, as described in an earlier post. We used 0-3 to score each dimension, and calculated the final benefits score with a calculated column

Priority Details
Priority Information

Technical and maintenance details, for example the way we had built the solution or if any long-term maintenance was expected

Long-term-maintenance information
Techical and Maintenance information

The Views

By creating different views of the resulting list we had a wealth of information at our fingertips:

Various views
  • My projects
  • All active projects, grouped by project manager
  • Projects by status (not started, in progress, completed, cancelled, etc.)
  • Projects by business segment
  • Projects by year, to see how we had performed

By doing this in a structured way, we have also collected many interesting learnings. But that will be another post!

You can find earlier posts on the process via the DMWS-Process tag.

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