Welcome to the BrightWork for SharePoint 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.
This Introductory Guide gives a first time user a whistle stop tour of what it is like to use BrightWork as a Project Manager, Senior Executive and Team Member. More detailed training for these three key user types served by BrightWork is available in the ‘Role-Based Guides’ and training on setup and adjustments is contained in the ‘Configuration Guides’.
Learn About BrightWork
- BrightWork Customers can learn how to use BrightWork to manage work, projects and portfolios on SharePoint using our training guides. You can use a dedicated training area in your own customer environment. Contact your local BrightWork administrator for details on your training area, or if you need to set one up just contact our Support Team.
- If you are not yet a BrightWork customer, you can also exercise this Intro Guide if you sign up for a free 30 day BrightWork Trial.
2. Start Quick
BrightWork Site Collection
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 Project Tracker list.
Project Management Note: Try the Projects Tracker List in the Project Office Template. This template is a great place to start for organizations introducing project management discipline to the company. High-level details can be tracked regarding numerous projects in one location.
- Click Sample Area on the Top Link Bar.
- Click Business Project Office (PO) on the Project Hierarchy web part to visit an example of a site created with a Project Office template.
- Click Edit Tracker on the Project Office Quick Launch to open the Projects Tracker datasheet.
Project Management Note: The site hierarchy displayed in this web part is a typical example of how project, portfolio and work management sites can be easily structured in BrightWork.
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.
- Use the datasheet to make some changes to the project, 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.
- Click View Tracker to see the projects being tracked in the list.
- 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 Project 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.
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.
3. Easily Manage Projects
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.
- Click the BrightWork site logo to return to the Project Office home page.
- 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.
- Click Settings | Create Project, or click the New Project Site tile.
- Give the Project a Title and URL name.
- Enter your name in the Project Manager field and click Enter on your keyboard. Click Next.
Tip: The Create Project Site process can be customized and defaults can be set to speed up the project creation process. Find out how to here.
- Click the Browse button.
- Hit Enter on your keyboard and double-click on the Training – Project Lite template.
- Click Next on next few pages and click Finish.
- 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.
Manage Tasks on the Project
- Click the Add Tasks tile.
- Click edit this list.
- Scroll down to the bottom of the Datasheet and enter a new task; e.g. Recruit Team and hit Enter.
- Add three other items: Recruit Documentation; Recruit Engineers; and Recruit Testers.
- Select the Recruit Documentation item by clicking the outer left column.
- Click Tasks | Indent on the ribbon at the top of your screen. Tip: You can also click Alt+Shift+Right on your keyboard to indent items.
- Repeat for the Recruit Engineers and Recruit Testers items.
- Click on the edge of the Recruit Documentation item to select it.
- 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.
- Select the Recruit Team item and move it to the top of the plan.
Assign Work and Email Report
- Assign the tasks you created to yourself and to any of your colleagues that have been added to the system.
- Add Start and Finish dates to these tasks.
- Select Yes from the Issue Indicator field for the Recruit Documentation item. Hit Enter on your keyboard.
- Click Work Reports on the Quick Launch.
- Click the Open Work tab.
- Expand the Project Tasks grouping – you should see the names you assigned work to in the report.
- Click on the Open Work report header and then the Reporter tab to expose the Reporter Tools ribbon.
- Click the Email button on the Reporter ribbon and email the report to yourself.
Project Management Note: The ability to email reports on demand (as in this exercise) or to email 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 email. 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 emails from the User Interface.
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.
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 is located on the right-hand side of the screen. It 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.
4. Effectively Manage Portfolios
Report Across Many Projects
- Find and click the Business Project Office (PO) by using the “Where Am I?” feature.
- Explore the various cross-project reports in the Sample Area, using the Quick Launch and the tabs.
- Click Issues on the Quick Launch – you will see all issue items from all projects in the organization.
- 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.
- 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).
5. Collaborate on Projects
Find My Work
- Click Business Project Office (PO) on the Quick Launch to return to the Project Office home page.
- 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.
- Click My Work Reports – you should see the work items you assigned yourself earlier. This report and other reports will always show the work items assigned to the logged in user.
- 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.
- Hit F5 on your keyboard 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-emailed to Team Members on a weekly schedule.
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 outstanding work for themselves, and transparently see the overall goals and progress of the project.
- Click the title link on one of the items in your My Work report.
- Click Edit Item.
- Select the Issue Indicator checkbox and enter some text in the Issue Description field.
- 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.
- Open another item in the My Work report for editing, select Completed from the Task Status drop down and click Save.
- Click F5 to refresh the report – the items you marked as complete will disappear from the report.
6. Create a Training Project Office
In this section you will create the four templates you will use to create your Project Office Hierarchy. You will use these for the rest of the training guides.
Note: You should use a naming convention for your templates that will make them easy to distinguish and identify. We recommend using a mix of your initials and the template name, e.g. AW – Project Office.
- Click Templates Area on the Top Link bar.
- Click Settings | Create Project Template.
- Enter a title that uses your initials and Project Office, e.g. AW – Project Office.
Note: When creating templates, the URL name field is automatically populated based on the Title you enter.
- Choose Select a Template and click the Browse button.
- Click Enter on your keyboard to see a list of available templates.
- Select the Training – Project Office template.
- Click Create.
- Wait for the template to be created.
- Double-click the Back button on your browser or keyboard to return to the New Project Template form in the Templates Area.
- Create copies of the Training – Project Lite, Training – Project Standard and Training – Project Structured templates, using the naming convention specified above.
Note: Make sure to click the Browse button and select the correct Training template each time you create a copy.
Create Project Office Site
- Click Training Area on the Top Link bar (click Browse if the Top Link bar is hidden).
- Click Settings | Create Project.
- Give your Project Office a Title that you will remember and a URL name. You can use your initials again.
- Click the Browse button beside Select a Template to open the template site picker.
- Click Enter on your keyboard to display all the available templates.
- Double-click on the copy of the Training – Project Office template you created.
- Click Next on next few pages and then click Finish.
Your Project Office will appear shortly.
We recommend that you bookmark your project office (click Ctrl-D on your keyboard).
Create Project Sites
This section will guide you through creating three sites in the Project Office using the Training – Project Lite, Training – Project Standard, and Training – Project Structured Templates.
- Click Settings | Create Project on the Project Office site you just created.
- Call the project ‘Hardware Upgrade’.
- Enter a description and a URL Name.
- Enter your name in the Project Manager field and click Enter on your keyboard.
- Click Browse and select the Project Lite template you created – the one with your initials and click Next.
- Click Finish.
- Double-click Back on your browser or keyboard to return to the New Project Web form and call the next project ‘Hyper-V Deployment’.
- Ensure you are the Project Manager.
- Click Browse and select the Project Standard template you created- the one with your initials and click Next.
- Click Finish.
- Double click Back on your browser or keyboard to return to the New Project Web form and call the next project ‘Hardware Upgrade Global’.
- Ensure you are the Project Manager.
- Click Browse and select the Training – Project Structured template – the one with your initials and click Next.
- Click Finish.