Use of Budgeting And Tracking Multiple Projects Template

 I am very intersted in leveraging this template to manage a group of projects, which are more along the lines of business initiatives.

In viewing the demo site here I see some things I don't want- namely, we do not need to track anything related to cost or days overdue, so the Budget and Budget in Days columns are not of use to us and the corresponding indicators on the Dashboard page won't be valuable.

But maybe we could use them in some alternate fashion? Can these columns be tweaked to reflect things other than cost or days?

Is there any place I can find a good deep dive into the workings of this template? I think it could adapt well to what we want, namely, to track development of a variety of new business initiatives, assign/track accompanying tasks and gather feedback on documents.

Nancy: You should be able to remove any of the web parts and/or lists/libraries associated with the template and alter them as you desire.

Hi Nancy,

Are you familiar with the differences between customized and uncustomized sites?  If not, here is a short description; instances of a site that are derived from a template reside in the SharePoint database, not on the file system.  Instances of a site derived from a definition are uncustomized and are on the file system.

So what's the big deal?  Templates, such as when you save a site as a template or customize a site with SharePoint Designer (SPD) will reside in the database; thus making future branding efforts more difficult.

So are templates bad?  No, not at all, it's never that black and white of a decision.  As long as the decision is made with a clear understanding of the consequences.

Sites such as those found in the fabolous 40 (the budgeting template you are referring to) are really designed for companies to gain an understanding of what can be done with SharePoint.  I really never recommend using them in a production environment.  Besides there is nothing special on that budgeting template that couldn't be whipped up in about an hours time.  The overall project status Web Part is a Data View that was more than likely pulled together using SharePoint Designer and some custom queries (this would be to aggregate the tasks, issues and milestone data).  If you have SharePoint Design and are familiar with how to use it, you can do just about anything you wish with that Web Part.

Before you move forward with using that template, remember that there is no source code and no support for them.

I also have to ask; is maintaining information such as tasks, issues and milestones for multiple project really what the business requires?  I personally have many SharePoint implementations under my belt and have never seen that.  Most clients will manage each project in a site; this what it is easiest to manage control of the data (such as security).  I just can't imagine doing it this way would work at all...

If you would like to discuss this more, just let me know...

I hope this helps!

 Thank you- that did clear things up for me. I understand that difference and agree with your point of view.

Since you asked...

What we are exploring is a site collection to serve as both a means to introduce new business opportunities (NBOs) and provide a central point for our company's stakeholders. This was previously a much more manual process involving email attachments (Word docs), several rounds of comments/feedback on those docs that one person had to then condense and reproduce for the group. Once the NBO was greenlighted, a long checklist of items (Word doc) then had to be assigned and completed, with someone following up on whether things got done and letting others know that status.

Naturally, it was decided that SharePoint could greatly improve this process. These are people with essentially very little exposure to SharePoint but they like what they've seen. I have to keep in mind that this will need to be effective yet sort of on the basic side because we want to encourage use of MOSS rather than have it viewed as "new technology getting in the way of me doing my job", which is always a risk with non-MOSS folks.

Summary: The business owners want a site for each NBO coming into our company. They will get an announcement of the NBO, view a couple of fact sheets and comment on the fact sheets. If the NBO is greenlighted for development, a series of tasks are assigned and tracked. When the process reaches a point of completion that satisfies the business owners, it is considered ready for production. The NBOs are like min-projects, so to some extent the site collection is project-management in nature. The home site may feature some KPIs or summary data. Once it's all done, I will not manage all the work so I have to consider whether a MOSS "newbie" could successfully handle site management.

So far: We are working on a dummy site template, so each NBO site built off the home site will have the same web parts, etc. and can access the same content types, list templates etc.

Announcements:  I created a content type called Executive Summary to make it easier to create that initial information piece, and envision an Alert set up to all stakeholders, to get the word out each time a n NBO site is launched.

The Executive Summary announcement has 2 main functions- to provide a brief overview of the NBO and to be a call for feedback to the uploaded fact sheets. I want to place hyperlinks to the documents themselves in the body of the announcement to speed up that reading/commenting process. Also present is a "feedback due by" field. The goal is to get folks to read the docs, comment, and facilitate the decision as to whether or not the NBO will be greenlighted in as timely a manner as possible.

·   Issues: Since each new site will have the same structure, I want to make sure the subject line of the Alerts can be somehow differentiated-  It will be difficult for people to know which NBO the Alert refers to if the emails they get all have the same subject line (Such as simply  "Executive Summary"). There may be 5 or more NBOs running at any given time. If the header truncates the text, it's even harder to be sure that the recipients will be able to know at a glance the name of the NBO that particular alert is referring to.

Documents: All stakeholders must also view basic financials and essential facts (it's been established that these will still be uploaded Word and Excel documents, but could possibly become InfoPath forms if I can get them to see an advantage to that. For now, they'll be uploaded docs). 

·    Issues: Making sure all stakeholders review the docs in time and make their comments. Should we use alerts to the coordinator to let him know when someone read it? Or would workflow be more effective? I have to keep in mind these folks are not really tech-types and the workflow steps and (admittedly) confusing way the emails are formatted may be a detriment. It may depend on the skill level of the coordinator and how much of a desire there is to use this project as a way to "force" better adoption of the application.

Discussion Board: After reading the docs, users will use the Discussion Board to give their feedback on each one. Alerts for this are key- I want to make sure replies are tracked so the coordinator can winnow out the most worthwhile replies and use them to guide the decision process on the NBO. I tested a weekly summary alert that seemed like it would do the trick. Whether all users will get any alerts to replies or only the coordinator, is in debate. (This is why I wanted to have the name of the last person replying visible, so that visitors to the site can see who last commented.)

Tasks: I created a content type called a Program Task and used that to turned a big chunk of their former "Development Task Checklist" (Word doc) into a Custom Task List with a bunch of lookup fields tied to other custom lists. This list will need to become a template that is part of every subsite because all greenlit NBOs will need to assign the same tasks.

Permissions: None of this content is super-confidential, but it would help to have to have groups of users so that (for example), tasks could be assigned to a group OR an individual; also alerts sent to groups may be helpful.

Home page web parts: I want to use KPIs and Content Query web parts to aggregate things here so the owners can get some at-a-glance views of task status and maybe other things. Suggestions are welcome. I am not super-skilled at these two things yet, but want to develop their use. I don't want a blank home page.

Finally: I am essentially self-taught and have learned by doing and from books. I love MOSS and will soon move from an admin role to our IT department to focus on this exclusively. So I welcome all advice!

Thanks!!

 I am having trouble with the default Home page for this Template,  The "Projects List" web part is not pulling the data from the Projects List.  I have tried deleting the web part and recreating it, but it still does not work.

Hi Nancy,

My apologies for the delay in response with this; I didn't see it until now.  There is a lot here so I am going to quote what you write and add my comments!

NancyCentury:

Thank you- that did clear things up for me. I understand that difference and agree with your point of view.

Since you asked...

What we are exploring is a site collection to serve as both a means to introduce new business opportunities (NBOs) and provide a central point for our company's stakeholders. This was previously a much more manual process involving email attachments (Word docs), several rounds of comments/feedback on those docs that one person had to then condense and reproduce for the group. Once the NBO was greenlighted, a long checklist of items (Word doc) then had to be assigned and completed, with someone following up on whether things got done and letting others know that status.

Naturally, it was decided that SharePoint could greatly improve this process. These are people with essentially very little exposure to SharePoint but they like what they've seen. I have to keep in mind that this will need to be effective yet sort of on the basic side because we want to encourage use of MOSS rather than have it viewed as "new technology getting in the way of me doing my job", which is always a risk with non-MOSS folks.

[Bob] It is a risk but the trade-off is pure lack of management without it.  IMHO, this is a perfect use of SharePoint.

Summary: The business owners want a site for each NBO coming into our company. They will get an announcement of the NBO, view a couple of fact sheets and comment on the fact sheets. If the NBO is greenlighted for development, a series of tasks are assigned and tracked. When the process reaches a point of completion that satisfies the business owners, it is considered ready for production. The NBOs are like min-projects, so to some extent the site collection is project-management in nature. The home site may feature some KPIs or summary data. Once it's all done, I will not manage all the work so I have to consider whether a MOSS "newbie" could successfully handle site management.

[Bob] I am glad to hear you are using a unique Site Collection for this; it sounds like it is governed differently enough to be a perfect fit!

So far: We are working on a dummy site template, so each NBO site built off the home site will have the same web parts, etc. and can access the same content types, list templates etc.

[Bob] Just remember to use Site Templates with a clear understanding of the consequences.  Because you have made the decision to isolate this to a single (new) Site Collection, your risk and exposure is minimized.

Announcements:  I created a content type called Executive Summary to make it easier to create that initial information piece, and envision an Alert set up to all stakeholders, to get the word out each time a n NBO site is launched.

The Executive Summary announcement has 2 main functions- to provide a brief overview of the NBO and to be a call for feedback to the uploaded fact sheets. I want to place hyperlinks to the documents themselves in the body of the announcement to speed up that reading/commenting process. Also present is a "feedback due by" field. The goal is to get folks to read the docs, comment, and facilitate the decision as to whether or not the NBO will be greenlighted in as timely a manner as possible.

·   Issues: Since each new site will have the same structure, I want to make sure the subject line of the Alerts can be somehow differentiated-  It will be difficult for people to know which NBO the Alert refers to if the emails they get all have the same subject line (Such as simply  "Executive Summary"). There may be 5 or more NBOs running at any given time. If the header truncates the text, it's even harder to be sure that the recipients will be able to know at a glance the name of the NBO that particular alert is referring to.

[Bob] Instead of using Alerts, maybe you can use workflow.  This could be accomplished using SharePoint Designer, K2 blackpoint or a custom workflow associated with a new Content Type.

Documents: All stakeholders must also view basic financials and essential facts (it's been established that these will still be uploaded Word and Excel documents, but could possibly become InfoPath forms if I can get them to see an advantage to that. For now, they'll be uploaded docs). 

·    Issues: Making sure all stakeholders review the docs in time and make their comments. Should we use alerts to the coordinator to let him know when someone read it? Or would workflow be more effective? I have to keep in mind these folks are not really tech-types and the workflow steps and (admittedly) confusing way the emails are formatted may be a detriment. It may depend on the skill level of the coordinator and how much of a desire there is to use this project as a way to "force" better adoption of the application.

[Bob] I would tend to lean more towards workflow.  A well-implemented can provide a very intuitive user experience ultimately reducing/eliminating complexities all together.

Discussion Board: After reading the docs, users will use the Discussion Board to give their feedback on each one. Alerts for this are key- I want to make sure replies are tracked so the coordinator can winnow out the most worthwhile replies and use them to guide the decision process on the NBO. I tested a weekly summary alert that seemed like it would do the trick. Whether all users will get any alerts to replies or only the coordinator, is in debate. (This is why I wanted to have the name of the last person replying visible, so that visitors to the site can see who last commented.)

[Bob] Ah... I now see why you were asking for this.  I do understand that you are trying to implement this entire solution without custom Web Parts or code but that is certainly an option down the road.  I like your approach of getting things up and running for everyone first; even if is manual.  Then, once the business understands the real value, they may be more likely to spend money improving (automating) some of the more manual tasks.

Tasks: I created a content type called a Program Task and used that to turned a big chunk of their former "Development Task Checklist" (Word doc) into a Custom Task List with a bunch of lookup fields tied to other custom lists. This list will need to become a template that is part of every subsite because all greenlit NBOs will need to assign the same tasks.

[Bob] Perfect... :) 

Permissions: None of this content is super-confidential, but it would help to have to have groups of users so that (for example), tasks could be assigned to a group OR an individual; also alerts sent to groups may be helpful.

[Bob] Do you know how to setup security?  If not, I would be happy to help out.  Also, one must think of Alerts on more of a personal basis.  Meaning, Alerts should be setup and configured at the descretion of each user.  If you wish to force something out, use a workflow and track it.

Home page web parts: I want to use KPIs and Content Query web parts to aggregate things here so the owners can get some at-a-glance views of task status and maybe other things. Suggestions are welcome. I am not super-skilled at these two things yet, but want to develop their use. I don't want a blank home page.

[Bob] To effectively roll-up information to present an aggregated view first requires the classification of information; which it sounds like you are doing by using Content Types.  Content Types provide you with the macro aggregation grouping.  You can further refine what is displayed using metadata column rules.  The Content Query Web Part is powerful; what can I do to help you better understand it?  Maybe I should do a free 30 minute webinar on just the Content Query Web Part?

Finally: I am essentially self-taught and have learned by doing and from books. I love MOSS and will soon move from an admin role to our IT department to focus on this exclusively. So I welcome all advice!

[Bob] Well... I must say you have come a long way.  Learning MOSS through books only is a difficult way to do it; but I am impressed.  I also think you are doing the next est thing.  Get in these forums and ask questions.  There are no dumb questions and I'll bet you'll find others with the same questions!

Thanks!!

 

Hi Jenniel,

I am not that familiar with the template you are referring to.  Can you tell me what type of Web Part it is?  Also, maybe you can upload a picture of the configuration settings for the Web Part?