for SharePoint 2013 Introductory Guide Project Management Success, Made Easy

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1 for SharePoint 2013 Introductory Guide Project Management Success, Made Easy

2 1 Introduction Learn About BrightWork System Requirements BrightWork Support Start Quick Easily Manage Projects Create a Project Site Manage Tasks on the Project Assign Work and Report Effectively Manage Portfolios Report across Many Projects Configure Reporting Create Personal Report Collaborate on Projects Find My Work Update My Work Update a Document BrightWork: Next Steps Subscribe to BrightWork in the Cloud Buy BrightWork On-Premise Start in the Cloud and Migrate on Premise Contact Us Connect with BrightWork Appendix: 1 Manage Project Requests Appendix 1.1 Draft a Project Request Appendix 1.2 Review the Request Appendix 1.3 Rank and Approve the Request Appendix: 2 Manage a Medium Complexity Project Appendix 2.1 Track Project Metrics and Key Project Indicators (KPI s) Appendix 2.2 Report Project Status Appendix: 3 Manage a High Complexity Project Appendix: 4 Evolve Project Management Appendix 4.1 Understand BrightWork Project Management Templates Appendix 4.2 Update Navigation Appendix 4.3 Configure Project Management Appendix 4.4 Add Extra Project Management Appendix 4.5 Sync Project Management Changes to Live Projects Appendix: 5 Training Appendix: 6 Create a Project Office Hierarchy Published: November 19, 2015

3 1 Introduction Welcome to the BrightWork for SharePoint 2013 Introductory Guide. This Guide contains step-by-step instructions giving you an introduction on how to use BrightWork to manage projects and portfolios on SharePoint. Sections 2 to 5 in this guide will exercise the main roles involved in Project Management: the Project Manager (Sections 2 and 3), the Senior Executive (Section 4), and the Team Member (Section 5). The Guide also has Project Management Notes in italics that are worth pausing for, understanding and reflecting on. You may also wish to review these notes again after you complete the exercises. 1.1 Learn About BrightWork BrightWork is a Project and Portfolio Management application available in the cloud as BrightWork Online and also available On-Premises on the SharePoint 2013 and 2010 platforms. Sign in to your trial environment and watch the introductory movie available from the home page. 1.2 System Requirements BrightWork has the same system requirements as SharePoint. The optional exercises in Appendix: 2 require Microsoft Project Professional Click here to download a 60 Day trial. If you are using Internet Explorer 10+, you may need to add your site to the compatibility view settings list. Click here for instructions. 1.3 BrightWork Support Please request a private demo from BrightWork to have a product specialist help you through this Introductory Guide as needed. BrightWork for SharePoint 2013 Introductory Guide: Introduction Page 3 of 41

4 2 Start Quick BrightWork enables Project Management Champions to get BrightWork up and running in the organization with minimal effort. What will I do? In this section, you will play the role of a Project Management Champion introducing BrightWork into the organization. You will edit and report on items in the Projects Tracker list. Project Management Note: The Projects Tracker list in the Project Office template is a great place to start for organizations that are trying to introduce project management discipline to the organization. It allows you to track the high-level details regarding numerous projects in one location with a minimum of extra overhead. 1. Click Sample Area on the Top Link bar. 2. Click Business Project Office (PO) on the Project Hierarchy web part to visit an example of a site created with a Project Office template. Project Management Note: The site hierarchy displayed in this web part is a typical example of how project, portfolio and work management sites can easily be structured in BrightWork. 3. Click Edit Tracker on the Project Office Quick Launch to open the Projects Tracker datasheet. BrightWork for SharePoint 2013 Introductory Guide: Start Quick Page 4 of 41

5 Project Management Note: The datasheet is a spreadsheet-like interface that allows you to make updates to multiple items in a single location. If you currently submit project status reports using an Excel file, this will be an easy transition to make. 4. Use the datasheet to make some changes to the projects, for example, enter your name (as displayed in the top right of your screen) in the Project Manager field for a few projects, and add some dates. Tip: You can drag cells just like in a spreadsheet. 5. Click View Tracker to see the projects being tracked in the list. 6. Click Project Office on the Quick Launch and click through the various report tabs that Senior Executives use to get their project status reports (e.g. By Manager). Project Management Note: The Projects Tracker list allows the Project Manager to quickly update project status as easily as updating an Excel file. Once the Project Manager makes the updates, multiple reports and dashboards are also automatically updated. This enables Senior Executives to get visibility into project statuses. The Projects Tracker list has a very quick deployment and adoption cycle that allows the organization to get comfortable with SharePoint as a platform for collaborative Project and Portfolio Management. As with all BrightWork lists, you may add, remove, hide, and edit columns, to make it suit your own local process. BrightWork for SharePoint 2013 Introductory Guide: Start Quick Page 5 of 41

6 If you need more management than the Projects Tracker can provide, you can use the Projects and Work Tracker template. This template uses one site to store high-level project information for multiple projects but also associates tasks, issues and documents with each project. You can find an example of this template in the Sample Area. BrightWork for SharePoint 2013 Introductory Guide: Start Quick Page 6 of 41

7 3 Easily Manage Projects In the previous section, you managed the high-level details about a number of projects in a single list; however, many projects require more management than this and are managed in a separate SharePoint site. BrightWork enables Project Managers to consistently initiate, plan, track and control all their projects using a set of flexible best practice templates managed in SharePoint. What will I do? In this section, you will create a new project site using one of the out of the box BrightWork templates. You will play the role of Project Manager and add tasks to the project. 3.1 Create a Project Site Project Management Note: Next, you will create a new project site using the Project Lite template. This site becomes the container for all the items needed to collaboratively manage the project. The Project Lite template offers a small to medium amount of Project Management. 1. Click the BrightWork site logo to return to the Project Office home page. 2. Click Contoso IT (PO) on the Project Hierarchy web part to land on the Project Office to which you want the new project to belong. BrightWork for SharePoint 2013 Introductory Guide: Easily Manage Projects Page 7 of 41

8 3. Click Settings Create Project, or click the New Project Site tile. 4. Give the Project a Title and a URL name. 5. Enter your name in the Project Manager field and click Enter on your keyboard. Tip: Enter your name as it is displayed in the top right of the screen. 6. Click the Browse button. 7. Click Enter on your keyboard and double-click on the Intro Guide - Project Lite template. 8. Click Create. 9. Review the Project Management items listed on the Quick Launch (e.g. tasks, documents, issues, etc.) to see the amount of Project Management included. Project Management Note: This example of the Project Lite template already includes sample tasks for a software project. You could also have added the typical tasks required for a business project in your organization. All the templates can include these placeholder tasks, tailored to the project type, which can enable the project manager to get going quickly. BrightWork for SharePoint 2013 Introductory Guide: Easily Manage Projects Page 8 of 41

9 3.2 Manage Tasks on the Project 1. Click the Add Tasks tile. 2. Click edit this list. 3. Scroll down to the bottom of the Datasheet and enter a new task e.g. Recruit New Team and click Enter on your keyboard. 4. Add three other items: Recruit Documentation; Recruit Engineers; and Recruit Testers. 5. Select the Recruit Documentation item. 6. Click Tasks Indent on the ribbon at the top of your screen. Tip: You can also click Shift+Alt+Right on your keyboard to indent items. BrightWork for SharePoint 2013 Introductory Guide: Easily Manage Projects Page 9 of 41

10 7. Repeat for the Recruit Engineers and Recruit Testers items. 8. Click on the edge of the Recruit Documentation item to select it. 9. Click the Move Down button on the ribbon twice to move the Recruit Documentation item under the Recruit Testers item. Tip: You can also click Shift+Alt+Down on your keyboard to move items down. 10. Select the Recruit Team item and move it to the top of the plan. 3.3 Assign Work and Report 1. Assign the tasks you created to yourself and to any of your colleagues that have been added to the system. 2. Add Start and Finish dates to these tasks. 3. Select Yes from the Issue Indicator field for the Recruit Documentation item. 4. Click Work Reports on the Quick Launch. 5. Click the Open Work tab. 6. Expand the Project Tasks grouping you should see the names you assigned work to in the report. BrightWork for SharePoint 2013 Introductory Guide: Easily Manage Projects Page 10 of 41

11 7. Click on the Open Work report header and then the Reporter tab to expose the Reporter Tools ribbon. 8. Click the button on the Reporter ribbon and the report to yourself. Project Management Note: The ability to reports on demand (as in this exercise) or to reports on a pre-determined schedule, is a major aid in collaborating and communicating with Team Members, Stakeholders and Senior Executives. Note that reports in BrightWork can be put on a schedule to automatically . Typical reports that are setup on a weekly schedule include: My Work to Team Members; Overdue Work to Project Managers; and Project Status Reports to Senior Executives. It is possible to setup these s from the UI. Project Management Note: In Exercise 2 we easily added and updated many projects to a single list (called the Projects Tracker) in the Project Office. In this Exercise 3, we added a new project to the same Project Office by creating a new site. All of these projects now report to the same Project Office (as we will see in the next Exercise). This is a classic example of how customers can start quick with the BrightWork Project Office and evolve as needed and as ready. BrightWork for SharePoint 2013 Introductory Guide: Easily Manage Projects Page 11 of 41

12 Project Management Note: If you need to refresh your memory on certain aspects of BrightWork, or need to get your team members or stakeholders up to speed with BrightWork, you should use the BrightWork Help. The Help contains not only documentation for every feature in BrightWork, but also FAQ s and videos so you and your organization can quickly master BrightWork and make your projects successful. BrightWork for SharePoint 2013 Introductory Guide: Easily Manage Projects Page 12 of 41

13 4 Effectively Manage Portfolios With BrightWork, Senior Executives effectively and efficiently manage a large portfolio of projects. This enables them to make real time decisions and improve the organization s bottom line. What will I do? In this section, you will play the role of a Senior Executive. You will use BrightWork to report across a range of projects and configure that reporting to suit your specific needs. 4.1 Report across Many Projects 1. Find and click into the Business Project Office (PO) by using the Where Am I? feature. BrightWork for SharePoint 2013 Introductory Guide: Effectively Manage Portfolios Page 13 of 41

14 2. Explore the various cross-project reports in the Sample Area, using the Quick Launch and the tabs. 3. Click Issues on the Quick Launch you will see all issue items from all projects in the organization. 4. Expand the sections in the report to find the project you created earlier and see if you can find the task you marked as an issue earlier. 5. Try out in-report filtering and sorting by clicking in the column headers. Project Management Note: Senior Executives need lots of the out of box reports (that BrightWork provides) and also need the ability to dynamically change these reports on the fly (as seen above). 4.2 Configure Reporting Create Personal Report 1. Click in the Open Issues report header and then the Reporter tab to expose the Reporter Tools ribbon. 2. Unselect the Show Grouping checkbox. 3. Reselect the Show Grouping checkbox. Next, you will change the default view to be issues due today or earlier. 4. Click the Filters button. 5. Select Date Due from the Column Name field. BrightWork for SharePoint 2013 Introductory Guide: Effectively Manage Portfolios Page 14 of 41

15 6. Select is less than or equal to from the Comparison type field. 7. Enter [Today] in the Comparison Value field. 8. Click OK. Project Management Note: You have just created a Personal report that will load just for you whenever you visit this page. To view the Shared report that everyone else sees, click the Shared button on the top left hand side of the Reporter ribbon. Project Management Note: In this section, we have seen that a Senior Executive has the ability to view and report across multiple projects, take action and configure any report and have it served up to their liking, without requiring assistance from IT. BrightWork for SharePoint 2013 Introductory Guide: Effectively Manage Portfolios Page 15 of 41

16 5 Collaborate on Projects With BrightWork, Team Members come in and out of the collaborative work and project environment as needed, where they connect to their work assignments and extended teams. BrightWork means Team Members no longer have to prepare reports for various stakeholders as the system does it for them enter once; all reports done". What will I do? In this section, you will play the role of a Team Member, and find and manage your assigned work. 5.1 Find My Work 1. Click Project Office on the Quick Launch to return to the Project Office home page. 2. Use the Where Am I? feature to find and click into the Project Lite you created. Tip! Use the Expand All feature to see the whole site collection. 3. Click My Work Reports you should see the work items you assigned yourself earlier. This report and the other reports will always show the work items assigned to the logged in user. 4. Explore some of these reports; also note that you can select another user from the drop-down menu to see their work and assess how it is progressing. Try this if you assigned a colleague some work in one of the earlier exercises. 5. Click F5 to refresh the page back to showing your work. Project Management Note: Team Members can easily find their work on the My Work dashboards and this same information is also typically auto- ed to Team Members on a weekly schedule. BrightWork for SharePoint 2013 Introductory Guide: Collaborate on Projects Page 16 of 41

17 5.2 Update My Work Project Management Note: Team Members need an easy way to collaborate on a project. For example, they need to effortlessly flag issues, quickly update task status, safely edit documents, easily check the work outstanding for themselves, and transparently see the overall goals and progress of the project. 1. Click the title link on one of the items in your My Work report. 2. Click Edit Item. 3. Select the Issue Indicator checkbox and enter some text in the Issue Description field. 4. Click Save. This item will now show up in Issue reports (as you saw in a previous exercise). Project Management Note: All the project templates in BrightWork contain an Issues list but they also have this easier way of identifying an issue with a particular work item. 5. Open another item in the My Work report for editing, select Completed from the Task Status drop down and click Save. 6. Click F5 to refresh the report the items you marked as complete will disappear off the report. BrightWork for SharePoint 2013 Introductory Guide: Collaborate on Projects Page 17 of 41

18 5.3 Update a Document 1. Use the Where Am I? feature to find and click into the SharePoint Hyper-V Deployment (PL) site. Tip! Use the Expand All feature to see the whole site collection. 2. Click Documents on the Quick Launch. 3. Click Edit on the menu of the document in the library. 4. Click Yes to confirm you want to open the document. 5. Enter your login details if you are asked for them. The document should open in Microsoft Word. 6. Make some edits, save and close it. BrightWork for SharePoint 2013 Introductory Guide: Collaborate on Projects Page 18 of 41

19 6 BrightWork: Next Steps This section is for BrightWork Evaluators. If you are already a BrightWork customer, you can skip this section! Congratulations on completing the BrightWork Introductory Guide. We hope you now have an awareness of how BrightWork can assist you improve the project management success rate in your organization. Suggested Next Steps: Complete the bonus exercises in the Appendices to learn even more about BrightWork Subscribe to BrightWork in the Cloud Buy BrightWork on Premise Start in the Cloud and Migrate on Premise Contact Us Connect with BrightWork 6.1 Subscribe to BrightWork in the Cloud Subscribe to BrightWork Online for $35 per user per month and start managing projects today. BrightWork Online is the hosted application you are using with this Introductory Guide. It is available as a month-to-month service that you may cancel at any time. The initial subscription also asks you to purchase a getting started package of deployment services, training and consulting at a cost of $900. As a BrightWork customer using BrightWork Online, you will also get access to the complete suite of role-based BrightWork training courses described in Appendix 4. To subscribe to BrightWork Online now, click Manage User Accounts, then Subscribe Now and follow the on screen instructions to convert your trial environment to a fully subscribed managed service. For an introduction to BrightWork Online, watch the movie available from the home page. Page 19 of 41

20 6.2 Buy BrightWork On-Premises Your organization can easily deploy BrightWork on SharePoint servers inside your organization. Many BrightWork customers start with our Project Office JumpStart. The JumpStart uses best practices and a proven deployment approach to rapidly implement a fully working Project Office using Microsoft SharePoint and BrightWork. The JumpStart bundle includes: (i) software; (ii) mentoring / training; and (iii) support for one year. More information on JumpStart and BrightWork On-Premises pricing is available on our pricing page. 6.3 Start in the Cloud and Migrate On-Premises Some customers elect to use BrightWork hosted in the cloud and later migrate in-house to their own SharePoint servers. 6.4 Contact Us Phone BrightWork in the US on ext. 701 or in Europe on BrightWork at info@brightwork.com. 6.5 Connect with BrightWork Page 20 of 41

21 Appendix: 1 Manage Project Requests BrightWork gives you the power to create projects quickly and easily, using one of our best-practice templates as a starting point and then evolve these practices to your own needs. But if you need a more structured approach where projects are requested, reviewed, ranked by priority and then approved for creation, the BrightWork Project Request Manager template enables you to do just that. The following diagram explains the Project Request Project, and you should take note of the template s ability to move backwards and forwards through the process as you wish. This means that at any stage a project request can be sent back to a previous one for clarification or enhancement. BrightWork gives you flexibility throughout your project request process and enables visibility and control over project creation and subsequent project success. Project Management Note: You will now exercise the Project Request Manager in the BrightWork Sample Area. This area has been pre-populated with project requests at various stages of the process which will give you a sense of how the template handles many requests at once. What will I do? In this section, you will play the role of Project Manager for a mid-sized organization. You will create a project request and follow it through reviewing, ranking and approval. Page 21 of 41

22 Appendix 1.1 Draft a Project Request Project Management Note: Project requests are first created as drafts. These drafts can be sent for review once they have been completed and an assigned reviewer can examine the project request to see whether it should be passed further up the process, or sent back to the requestor for further clarification. 1. Use the Where Am I? feature to find and click into the Sample Project Requests site in the Sample Area. Tip! Use the Expand All feature to see the whole site collection. 2. Click the Log a Request tile. 3. Give the new project request a title, description and justification. 4. Select an appropriate department from the drop-down list. Project Management Note: These departments can be customized to reflect your organization and you can assign default reviewers to these departments to speed up your process. 5. Enter your name as the Reviewer and Approver. Project Management Note: In a real-world scenario, these would be the appropriate people in your process. 6. Click Save. Appendix 1.2 Review the Request Project Management Note: Once a project request has been drafted, the requestor then needs to send it for review. The reviewer can then examine the project request and decide whether it should be recommended for approval and eventual creation. Once a request has been reviewed, it is sent on to a designated approver who makes the final decision whether to approve or reject the project. The approver can also send the request back in the process to the reviewer or requestor for more clarification. 1. Click the title of your request in the For Your Attention! web part. Page 22 of 41

23 2. Click Send for Review in the request actions. 3. Click Send for Review. Project Management Note: You can notify the Requestor or Reviewer by from this dialog, letting the involved people know how the request is progressing. 4. Click the Review Requests tile and click Active Requests. Project Management Note: The Active Requests view shows you where your request sits alongside other requests that have been made. The project request is at the review stage, but others are at different stages of the process. The Project Request Manager template gives you visibility over all parts of the project request process. 5. Click the title of your request and click Recommend. Page 23 of 41

24 6. Click Recommend. Appendix 1.3 Rank and Approve the Request Project Management Note: Recommended project requests are now Pending Decision. This is where the Approver can decide to approve or reject the project, or send it back for further clarification. Additionally, project requests do not always have the same level of importance: a request for new stationary may have lower priority than a request for new engineers, for example. By ranking your project requests according to criteria you establish, it makes it easy to quickly approve projects according to their importance. 1. Click Requests Home on the quick launch. 2. Click the Rank Requests tile. 3. Hover over your project request and drag it to the top. 4. Click OK. 5. Click the Approve Requests tile. Page 24 of 41

25 6. Click the title of your project request and click Approve. 7. Click Approve. Project Management Note: Approved project sites can be created directly from the Project Request Manager site. Project creation captures details that have been entered along the way, so your project request process can be as streamlined as possible. There are many decisions you can make during the Create Project stage of the process, so for more detailed information, please see our extensive BrightWork Help. BrightWork understands that an efficient process is key to successful project management, and the Project Request Manager template lets you create effective, prioritized projects quickly and easily. Page 25 of 41

26 Appendix: 2 Manage a Medium Complexity Project As we said earlier, BrightWork enables Project Managers to consistently initiate, plan, track and control all their projects using a set of flexible best practice templates managed in SharePoint. Project Management Note: You will now exercise the BrightWork Project Standard template. You will note that this template employs more project management than the Project Lite template used in Section 3 above. What will I do? In this section, you will play the role of Project Manager on a medium structured project. You will track project metrics, manage issues and easily create new status reports. Appendix 2.1 Track Project Metrics and Key Project Indicators (KPI s) Project Management Note: A project metric is a measurement of something in the project. Project metrics are important because they give you and the other project stakeholders an easy, objective and scientific way of measuring the progress of the project, and also the grounds with which to make important decisions as to the direction and scope of the project. 1. Use the Where Am I? feature to find and click into the Hardware Upgrade (PStd) site. Tip! Use the Expand All feature to see the whole site collection. Note the icons that inform you about the health of certain metrics. A red Issues icon is not a good sign! 2. Click Issues Update on the Quick Launch. You will note that the project has two issues with red flags this is because these issues are overdue. Page 26 of 41

27 3. Click Edit Item on the menu of the item shown below. 4. Scroll down and select (1) On Schedule from the Status Indicator menu. 5. Click Save. 6. Click Metrics on the Quick Launch. Project Management Note: The BrightWork Metrics list stores the current value and the historic values of key project data items that you nominate (e.g. cost, start dates, finish dates, effort, number of risks, etc.). The data stored in the Metrics list can be manually entered or automatically captured. The Metrics list also enables you to define Target, Warning and Danger ranges for the metric and to associate traffic light indicators with these ranges. 7. Scroll down and click Edit Item on the Late Issues metric menu, review the form and click Save. Page 27 of 41

28 Project Management Note: This metric returns a count of the number of Issues with a red status indicator flag (indicating they are not being dealt with on time). If the number of red or late issues equals or exceeds a certain threshold, (in this case 2), the metric will flag it with a red indicator. The Metrics lists also supplies information to automatically update the health icons on the project home page, in the Project Status dashboards and in the Status Reports that you will create shortly. Because you opened and saved the item, you refreshed it and it should display a Yellow warning icon as there is now only one red issue item. Tip! You can refresh all metrics by using the Project Ribbon and clicking Refresh Project Data. 8. Click Project Home on the Quick Launch. Project Management Note: The yellow issues icon comes from the metric you just looked at. 9. Click Status Charts on the BrightWork Tabs. Project Management Note: The Project Scorecard web part on this page displays the status history of multiple metrics. The Scorecard web part can also show a trend icon that indicates if the Metric has recently changed for better or worse. Page 28 of 41

29 Appendix 2.2 Report Project Status Project Management Note: Knowing what is going on in a project is always very important; however, knowing what went on can also be very important. With Status Reports, BrightWork facilitates the capture of important project data, to enable you to maintain a comparative history of project KPIs and thinking. 1. Click Status Reporting on the Quick Launch. 2. Click new item. 3. Add some detail. Project Management Note: The detail you add is the commentary a Senior Executive would expect. 4. Click Save. Project Management Note: This triggers a workflow that pulls the latest status information from the project site (e.g. start and finish dates, etc.) and adds this information to the commentary you just entered. Status reports enable you to keep a history of how the project progressed. Project Management Note: In Section 2 with the Start Quick exercise, you saw an Excel like SharePoint template for Project and Portfolio Management that delivers immediate visibility and control. In this section, you saw more Project Management being applied via a template that contains more Project Management process. At BrightWork, we know that no one size of Project Management meets the needs of all projects. We START with you by meeting you where you are at. We focus on your immediate needs, so we can get you started quickly and easily. When you are ready to take on more Project Management, with BrightWork you will have the tools and the training you need to EVOLVE. Page 29 of 41

30 Appendix: 3 Manage a High Complexity Project Project Management Note: This optional section shows how you can use Microsoft Project Professional to manage projects in BrightWork. Click here to download a 60 Day Trial of Microsoft Project. If you do not plan to use Microsoft Project, you should skip this section. Also note that this exercise uses the Project Structured template and it employs more project management than the templates used in the prior exercises. 1. Use the Where Am I? feature to find and click into the Hardware Upgrade Global (PStr) site. Tip! Use the Expand All feature to see the whole site collection. 2. Review the Project Management items included on the Quick Launch (e.g. goals, risks, etc.). Project Management Note: The Project Structured template offers a lot more Project Management than the Project Lite site you created earlier and is specifically designed to deliver an enhanced Microsoft Project Professional 2013 to SharePoint two-way synchronization of tasks. 3. Click the Add Tasks tile. 4. Click edit this list. 5. Make some changes in the Datasheet. 6. Click Stop editing this list when you are finished. Page 30 of 41

31 7. Click List Open with Project. 8. Enter your login details and click OK. 9. Click Enable Macros. You will see the changes you made in the list being synced into the Project plan. 10. Make some changes to the plan in Microsoft Project and click save to sync the changes back to SharePoint. 11. Return to SharePoint and refresh the page you should see the changes you made reflected in the view. 12. Close Microsoft Project. Project Management Note: If you elect to use Microsoft Project for scheduling, then only one person is required to be licensed with Microsoft Project to perform this sync. The Team Members continue to use SharePoint to find and update project information. BrightWork provides free training guides for our customers on using the sync between SharePoint and Project. 13. Click Project Home and then click the Project Schedule tab. Page 31 of 41

32 Project Management Note: The tasks in the work breakdown structure shown in the Gantt report were synced from Microsoft Project to SharePoint by the Project Manager and can now be viewed in a browser by all Team Members. 14. Click the X in the top-right of the Gantt report to close it. 15. Click Project Status on the BrightWork Tabs to see a detailed set of dashboard reports. Project Management Note: You have just used the BrightWork-enhanced Microsoft Project to SharePoint sync in the Project Structured template. The Project Lite and Project Standard templates also support the Microsoft Project to SharePoint sync, but without the extra BrightWork bits. The BrightWork-enhanced sync in the Project Structured template enables the syncing of additional project data like Baseline information; Costs; and Planned Work and Duration. Page 32 of 41

33 Appendix: 4 Evolve Project Management With BrightWork, the IT Manager / SharePoint Owner simplifies IT operations and lowers application operating and maintenance costs by deploying the new Project Management solution on Microsoft SharePoint in the cloud or on premise. This use of the SharePoint platform allows non-it staff like Project Management Champions to configure BrightWork without depending on busy IT resources. What will I do? In this section, you will play the role of the Project Management Champion. You will understand how the BrightWork configuration options tightly integrate with SharePoint. You will add more project management to the template you used to create a site earlier. You will then deploy that extra project management to the live project you created from the template. Appendix 4.1 Understand BrightWork Project Management Templates Project Management Note: BrightWork includes a range of Project, Portfolio and Everyday Work Management templates of varying complexity. A BrightWork template is a SharePoint site that you use when creating a project site or another template. Each template contains Project Management best practices in the form of lists to manage processes (e.g. Project Statement, Risks, Issues, Tasks, Metrics, etc.) and ready to use reports (e.g. Open Work, Work Gantt, My Work, Project Status, etc.). 1. Click Templates Area on the top link bar. 2. Click the? help tab on the side of the page. 3. Click the BrightWork Templates Overview link. Project Management Note: The help page shows the spectrum of project management templates included in BrightWork. The project sites you exercised in this guide were created from the Project Office, Project Lite and Project Structured templates. Page 33 of 41

34 Appendix 4.2 Update Navigation Project Management Note: At some stage, you might need to make multiple changes to your templates, to support your local project management practices. BrightWork is designed so that template changes tend to only require configuration (which can be carried out by people without IT skills) and do not require customization (which generally require some IT skills). 1. Click Intro Guide Project Lite on the Quick Launch. 2. Click Settings Site Settings. 3. Click Quick launch. 4. Click the Edit icon beside Initiate & Plan. Page 34 of 41

35 5. Change the description to Initiate and click OK. 6. Change the Execute & Control heading to Control by following the same steps as in 3 and 4. Appendix 4.3 Configure Project Management by Hiding List Data Project Management Note: If your Project Managers and SharePoint admins are familiar with SharePoint, they will easily be able to configure BrightWork with no programming required. The extra BrightWork configuration options integrate seamlessly into the native SharePoint user interface. 1. Click Issues Update on the Quick Launch. 2. Click List on the ribbon and then List Settings. Project Management Note: This settings page is where you make configuration changes to lists, such as adding new columns and enabling versioning. 3. Click Column visibility settings (BrightWork). Project Management Note: The BrightWork page that appears is where you would hide columns on the Issues list form, if you needed to. Page 35 of 41

36 Appendix 4.4 Add Extra Project Management Next, we will get you to add more project management to your template in the form of a Risk list. 1. Click Settings Add an app. 2. Locate the Project Risks (BrightWork) app and click on it. 3. Give the list a name and click Create. 4. Click Settings Site Settings. Page 36 of 41

37 5. Click Quick launch. 6. Click the Edit icon beside your Risks list. 7. Select the Control heading and click OK. Page 37 of 41

38 Appendix 4.5 Sync Project Management Changes to Live Projects Project Management Note: Earlier on in this Guide, you created and used a project site. You have just configured the template you used to create this site and also extended it with Risk Management. In the next exercise, you will deploy these project management modifications to the live project site using the Template Design Sync. The Design Sync can be done by the Project Manager or by the Project Management Champion (again, without needing IT help). 1. Click Settings Site Settings. 2. Click Determine Template Usage. Project Management Note: Again, note how the BrightWork settings are neatly tucked in beside the SharePoint settings. 3. Click Locate. 4. Click the link to the site you created to navigate to it. 5. Click Settings Site Settings. Page 38 of 41

39 6. Click Synchronize with Template. 7. Click the Quick Launch box. 8. Scroll down and click Sync. 9. Click OK to confirm. The report that displays will let you know if any errors have occurred. Click OK again. You should see the Risk list you added to the template is now added to the project site. Project Management Note: As you have just seen, BrightWork includes a unique design sync capability that allows you to make changes to a template and pull those changes into the live project sites created from that template. BrightWork also gives you the capability to locate the project sites created from the template. This allows you to evolve the project management process across the organization in real time. This cycle of practical continuous improvement is essential to the project management success of any organization. Page 39 of 41

40 Appendix: 5 Training At BrightWork, we understand that our customers need access to high quality on demand role based training. Click Training Area on the top link bar to view the page below. BrightWork customers get free access to this extensive role-based training. BrightWork customers can also get free access to the source copy of these materials in the event they wish to modify the training materials for local usage. Page 40 of 41

41 Appendix: 6 Create a Project Office Hierarchy Follow the steps below if you would like to create your own Project Office Hierarchy so your extended team can see what their projects would look like in BrightWork. 1. Click Training Area on the Top Link Bar. 2. Click Settings Create Project. 3. Give your Project Office a Title and a URL name call it something that will resonate with your colleagues. 4. Click Browse, click Enter on your keyboard and select the Project Office template. 5. Click Create to create your Project Office. 6. Click Edit Tracker and add some projects (remember you did this in Section 2). 7. Create three sites from the Project Office home page using the below templates: a. Project Lite b. Project Standard c. Project Structured 8. Add data to the lists in your project sites. Note: Make yourself the Project Manager of each site and remember to return to the Project Office home page after you create each site. Give each project site a title that will resonate with your colleagues e.g. a current or previous project. If you add data to the Project Sites, you should do a Metrics Refresh; see here for more information. For more information, watch the Create your own Project Office movie on the Extended Demos page. Page 41 of 41