PM News Ottobre 2012 by STNEXT STNEXT

PM NEWS Project Management Newsletter

#OTTOBRE 2012

Bimestrale di informazione sul Project Management In questa release: Microsoft Project 2013 - Benefit PMP, Office 365, Project e Visio: documenti e progetti nella cloud, Creating a SharePoint Workflow with Visio Premium 2010, e altri articoli sul mondo del PM

PM News ÂŠ ĂŠ un progetto editoriale on line di ST NEXT

PM NEWS Project Management Newsletter

Buon lavoro!

Questo mese vi illustreremo diverse soluzioni, utili a migliorare le vostre performance lavorative riguardanti il project management. PM News é un progetto editoriale on line di ST NEXT Da oltre 10 anni ST NEXT SRL è leader per le soluzioni di project management , sviluppo software e applicazioni workflow. L’esperienza professionale e le certificazioni acquisite, fanno di ST NEXT un partner sicuro per la realizzazione di sistemi di project management e per il raggiungimento degli obiettivi aziendali. Molte aziende leader di settore si sono affidate ad ST NEXT per lo sviluppo e l’ottimizzazione dei processi aziendali sia su territorio nazionale che per le aziende partner su territorio estero.

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

PM NEWS Project Management Newsletter

Sommario Focus on:

# Microsoft Project 2013 Benefit PMP

Tutorial

# Office 365, Project e Visio: documenti e progetti nella cloud

Tips & Tricks # Microsoft Project 2010

IT Tools

#Creating a SharePoint Workflow with Visio Premium 2010 - SharePoint Workflow Authoring in Visio Premium 2010

Our Network

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

PM NEWS Project Management Newsletter

Focus On: Microsoft Project 2013 Benefit Project Online enables organizations to get started, prioritize project portfolio investments, and deliver with the intended business value. It’s the flexible solution for project portfolio management (PPM) and everyday work, delivered through Office 365—which brings together cloud versions of Microsoft’s familiar productivity applications.

Take action Get started quickly Project Online helps you get started quickly. Visual tiles identify important steps and provide a simple guide for you to begin or flex project portfolio management (PPM) capabilities. Access from virtually anywhere Project Online extends your PPM experience to smartphones, keeping you up-to-date while you're on the go with an interface suited to small form-factors.

Flexible project portfolio management Select optimal portfolios Project Online enables you to define and select project portfolios that align with your business strategy–prioritize competing requests, run optimization scenarios under varying budgetary constraints, and maximize resource utilization to manage capacity. Deliver projects successfully Project Online helps you effectively manage everyday work in SharePoint Online and the tactical details of execution with Project Pro for Office 365 or Project Web App (PWA), while ensuring alignment with business priorities. ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

Microsoft Project 2013

Gain visibility and control See what your teams are doing–even when they’re managing everyday work or ad-hoc projects in SharePoint Online task lists. You can also move ad-hoc projects from SharePoint Online into Project Online when you need more control. Now you can see all demand and govern accordingly, accurately measure utilization and make objective decisions that align with your strategic goals. Easily create workflow Project Online allows you to create workflows with Visio in SharePoint Designer, to subject each project to the appropriate controls throughout its lifecycle–to improve governance and control.

Strengthen everyday collaboration Discover and share information Share documents, follow people and sites, or simply keep track of what people are working on. By binding together the social experiences of SharePoint Online and Project Online, you can facilitate discussions and information sharing to help you complete projects and everyday work.

Improve decision making Project Online enables you to see summary dashboards, plans, and timelines in PWA, helping you glean insight and make better decisions across a collection of projects, a particular program or portfolio. Self-service access enables decision makers and analysts to quickly mine and aggregate data–to understand risk and align long-term planning and short-term execution needs with business priorities.

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

Microsoft Project 2013

Increase agility and control Simplify IT management Project Online simplifies IT management with straightforward provisioning, enterprisegrade reliability and integrated administration with SharePoint Online so it's easier for your IT staff to administer.

Explore the SharePoint Store Quickly act on new challenges or respond to big opportunities. Shave time off discreet processes. With Project Online, you can choose apps from the SharePoint Store to meet the needs of your business.

ST NEXT ÂŠ - PM NEWS - Project Management Newsletter ÂŠ Ottobre 2012

PM NEWS Project Management Newsletter

Tutorial Office 365, Project e Visio: documenti e progetti nella cloud Mario, l’amministratore delegato di un azienda con 200 dipendenti, vuole che tutti i suoi dipendenti, che ha appena dotato di smartphone, abbiano accesso ai dati e ai documenti aziendali tramite internet, che lavorino insieme ai piani di progetto, condividano dati aziendali e siano anche in grado di modificarli lontano dall’ufficio. Guarda il video per scoprire come Roberto, il responsabile del dipartimento informatico, ha soddisfatto queste esigenze portando l’azienda, e i suoi colleghi, nella cloud.

Clicca qui pe vedere il video su Microsoft ShowCase

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

PM NEWS Project Management Newsletter

Tips & Tricks Microsoft PROJECT 2010 Visualizzazione Pianificazione team Grazie alla funzionalità Pianificazione team è possibile visualizzare rapidamente tutte le attività assegnate ai diversi membri del team e spostare le attività da una persona all’altra. È inoltre possibile visualizzare e assegnare il lavoro non ancora assegnato, verificare le sovrassegnazioni e visualizzare i nomi delle attività e delle risorse: il tutto in un’unica visualizzazione ottimizzata! La gestione delle attività e delle risorse non è mai stata così semplice!

• Se ad esempio, una risorsa è sovrassegnata, sarà sufficiente trascinare un'attività da una risorsa a un'altra per eliminare la sovrassegnazione. • Se un'attività è in ritardo rispetto alla programmazione, è possibile trascinare l'attività e assegnarla alle risorse libere. • Lo stato di avanzamento delle attività è in linea con la programmazione. • Se alcune attività non sono ancora state assegnate, è possibile trascinarle verso risorse che risultano libere.

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

Microsoft PROJECT 2010

Visualizzazione Sequenza temporale La vista Sequenza temporale viene visualizzata automaticamente sopra altre visualizzazioni e mostra una panoramica sintetica dell’intera programmazione. È possibile aggiungere attività alla Sequenza temporale o stamparla per ottenere un riepilogo dall’aspetto accattivante dell’intero progetto. In aggiunta, è possibile anche importare la Sequenza temporale all’interno di un messaggio di posta elettronica o in una presentazione per ottenere una rappresentazione efficace.

Aggiunta rapida di nuove colonne L’aggiunta di colonne in Project è molto semplice: • È sufficiente fare clic sull’intestazione Aggiungi nuova colonna all’estremità destra della sezione della visualizzazione destinata all’elenco e digitare o selezionare il nome di una colonna. • È inoltre possibile rinominare rapidamente una colonna esistente facendo clic sul titolo corrispondente e digitando il nuovo nome desiderato. La personalizzazione di una colonna non è mai stata così facile!

Dispositivo di scorrimento Zoom Project 2010 consente di applicare rapidamente lo zoom nella sezione rapportata alla scala cronologica di una visualizzazione mediante un dispositivo di scorrimento Zoom situato sulla barra di stato. È sufficiente spostare il dispositivo di scorrimento verso destra per scegliere l’opzione zoom avanti nella programmazione, ovvero per visualizzare intervalli di tempo più brevi come giorni o ore, oppure verso sinistra per scegliere l’opzione zoom indietro, ovvero visualizzare intervalli di tempo più lunghi come settimane o mesi. È inoltre possibile utilizzare il dispositivo di scorrimento Zoom nel diagramma di Gantt, nel diagramma reticolare, nelle visualizzazioni Calendario e in tutte le visualizzazioni con grafici.

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

Microsoft PROJECT 2010

Creare e utilizzare un elenco delle attività di progetto in Sharepoint 2010 1. Fare clic su Azioni sito, poi su Visualizza tutto il contenuto del sito e quindi su Crea. NOTA I siti di SharePoint possono essere personalizzati in modo significativo, pertanto se non si riesce a trovare un’opzione, ad esempio un comando, un pulsante o un collegamento, contattare l’amministratore. 2. Fare clic su Elenco in Filtra per in maniera da limitare il numero di voci visualizzate e quindi fare clic su Attività di progetto. 3. Nella casella Nome digitare il nome dell’elenco (impostare un nome è obbligatorio). Il nome compare all’inizio dell’elenco nella maggior parte delle visualizzazioni, all’interno dell’indirizzo Web della pagina dell’elenco e nella struttura di spostamento del sito per semplificare l’individuazione dell’elenco da parte degli utenti. Sarà tuttavia possibile modificare il nome di un elenco, anche se l’indirizzo Web rimarrà invariato. 4.

Infine fare clic su Crea.

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

PM NEWS Project Management Newsletter

IT Tools Creating a SharePoint Workflow with Visio Premium 2010 SharePoint Workflow Authoring in Visio Premium 2010 Introduction Microsoft® Visio® has long been the tool of choice for documenting processes. Ever since the introduction of workflow support in Microsoft® Office SharePoint Server® 2007, we have been hearing from customers, “wouldn’t it be great to visualize SharePoint workflows in Visio like flowcharts? Wouldn’t it also be great to go from Visio business process diagrams to executable workflows on SharePoint?”

Workflows authored in SharePoint Designer 2010 can also be imported into Visio Premium 2010. For IT professionals who have been implementing SharePoint workflows in SharePoint Designer, it means there is now an alternative way to present these workflows in a visual representation for documentation and for sharing with a broader audience.

ST NEXT © - PM NEWS - Project Management Newsletter © Ottobre 2012

SharePoint Workflow Authoring in Visio Premium 2010

This whitepaper gives an overview of how Visio Premium 2010 and SharePoint Designer 2010 together enable easier workflow authoring and tracking. It also includes detailed tips for working successfully between Visio and SharePoint Designer.

SharePoint Workflow Authoring in Visio Premium 2010

With Visio Premium 2010, we allow Business Analysts and Process Analysts who are already familiar with flowcharting in Visio to continue to author their business logic in Visio, but we also allow them to go further by exporting that business flow to SharePoint Designer 2010 such that the workflow can be automated in SharePoint. In Visio Premium 2010, we are introducing a brand new drawing template for authoring SharePoint workflows. When you launch Visio, you can click on New under the File tab, click on the Flowchart Template Category, then click on Microsoft SharePoint Workflow to start authoring a SharePoint workflow.

Note that SharePoint Workflows should only be created from the SharePoint Workflow template, not other Flowchart templates. Visio does not recognize basic flowcharts or any other non-SharePoint Workflow shapes as SharePoint workflows. ST NEXT ÂŠ - PM NEWS - Project Management Newsletter ÂŠ Ottobre 2012

SharePoint Workflow Authoring in Visio Premium 2010

Upon opening the drawing, three stencils are available: SharePoint Workflow Actions, SharePoint Workflow Conditions, and SharePoint Workflow Terminators.

All shapes in the SharePoint Workflow stencils directly correlate to workflow activities provided out-of-box in SharePoint. A workflow action is a “task” or a “step” in the workflow. “Send an Email” is an example of a SharePoint workflow action. A workflow condition is similar to a decision shape in a flowchart, where a flowchart path is dependent on some parameter or logic. An example of a SharePoint workflow condition is “Created By”, where the next workflow activities to execute depends on who created the item in the workflow. Finally, a workflow terminator is used to signify the start or the end of a workflow. To start authoring a SharePoint workflow, you can drop shapes to the drawing canvas, just like creating any flowchart in Visio. All workflows should start with the Start shape, and end with the Terminate shape. For connectors following a condition shape, you can right-click on the connector, and click on “Yes”, “No”, or “(Blank)” to add a label to the connector.

ST NEXT © - PM NEWS - Project Management Newsletter Ottobre 2012

SharePoint Workflow Authoring in Visio Premium 2010

You can also modify the original shape text and replace it with text more relevant to your business process. This shape text is shown in SharePoint Designer after the workflow is exported from Visio. This can help the SharePoint Designer user better understand the purpose of the workflow activity.

Workflow Validation

To successfully export a workflow to SharePoint Designer 2010, the workflow must first be valid. To validate a workflow, users can click on the Process tab, and click on the Check Diagram button.

In the event that your workflow has issues, an Issues window will pop up, and the shape having the issue will be highlighted.

ST NEXT ÂŠ - PM NEWS - Project Management Newsletter ÂŠOttobre 2012

SharePoint Workflow Authoring in Visio Premium 2010

While some issues are more common than others, here is a complete table of possible issues as you validate your diagram. This table also includes sample diagrams for each issue, and suggestions on how to fix the diagram. All workflows to be exported to SharePoint Designer must be sequential workflows. State machine workflows and workflows with loops are not supported by SharePoint Designer, and Visio will raise validation issues for such workflows. In addition, Visio does not support the exporting of workflows to Microsoft® Visual Studio®. Rule Description

Sample Diagram with Issue

Suggestions

A Custom action cannot be added to a workflow diagram. The Custom action can only be generated when importing workflow from SharePoint Designer.

To signify an activity that does not yet exist, the “Add a Comment” action should be used. Users should not create a new Custom action from an existing one through copy and paste.

A Custom condition cannot be added to a workflow diagram. The custom condition can only be generated when importing workflow from SharePoint Designer.

To signify an activity that does not yet exist, the “Add a Comment” action should be used. Users should not create a new Custom condition from an existing one through copy and paste. To signify a condition that does not yet exist, the “Add a Comment” action should be used. Users should not create a new Compound condition from an existing one through copy and paste.

A Compound condition cannot be manually added to a workflow diagram. The compound condition can only be generated when importing workflow from SharePoint Designer. Parallel activities that are also sequential are not allowed.

Avoid parallel activities that are also sequential by adjusting the flow logic such that the activities are only parallel or only sequential.

ST NEXT © - PM NEWS - Project Management Newsletter Ottobre 2012

SharePoint Workflow Authoring in Visio Premium 2010

Avoid connectors pointing to the same activity from multiple paths by duplicating the activity:

If dealing with parallel blocks that are one after another (usually workflows constructed from SharePoint Designer), use the “Add a Comment” shape between the two parallel blocks such that the blocks are separated cleanly:

Duplicate connections exist between workflow shapes.

Remove excess connector by selecting connector and delete.

SharePoint Workflow Authoring in Visio Premium 2010

Loop back to parent shape is not allowed.

Neither Visio nor SharePoint Designer support workflows with loops. Check for loops and delete the looping connections.

The condition shape does not have connections labeled with Yes or No.

Right-click on the connector to assign label “Yes” or “No”.

The condition shape must have at least one outgoing connection with label Yes or No.

Ensure condition shape has an outgoing connector connected to another workflow shape.

The connector is not a SharePoint Workflow connector. Ensure the correct connector is used by using the connector tool or AutoConnect.

The connector must be connected to two workflow shapes.

Avoid reusing connectors from other diagrams as they are not necessarily designed to be used with SharePoint Workflows. Delete the selected connector and replace with a new connector inserted through the connector tool or AutoConnect. Ensure dangling connector is removed or is connected to a valid workflow shape.

SharePoint Workflow Authoring in Visio Premium 2010

The diagram must only have one workflow and one Start shape.

Ensure all paths originate from the same Start shape by removing the second Start shape and connect the following activities to the first and only Start shape.

The shape is not a SharePoint workflow shape. Only SharePoint workflow shapes can be connected in a workflow.

Ensure that only workflow shapes from the SharePoint Workflow stencils are used. Non-workflow shapes are not recognized and would prevent the workflow from being exported to SharePoint Designer.

The Start shape must not have incoming connections.

Remove the incoming connector connected to the Start shape.

The Terminate shape must not have outgoing connections.

Remove the outgoing connector connected to the Terminate shape.

The workflow must have a Start shape.

Ensure the workflow in the page starts with a Start shape.

ST NEXT ÂŠ - PM NEWS - Project Management Newsletter ÂŠ Ottobre 2012

SharePoint Workflow Authoring in Visio Premium 2010

The workflow shape is not connected to a Terminate shape.

Ensure the workflow shape is connected to another workflow shape or a Terminate shape.

The workflow shape is not connected to the workflow.

Ensure the workflow shape is either removed or have it connected to another workflow shape on the page.

Workflow nesting levels must not exceed a maximum of 10.

Visio can only handle up to 10 levels of nesting of workflow activities. Reduce the complexity of the workflow by splitting up the workflow into two or by eliminating activities.

ST NEXT ÂŠ - PM NEWS - Project Management Newsletter ÂŠ Ottobre 2012

PM NEWS Project Management Newsletter

Our Network I link piu’interessanti per il Project Management

Project Management Institute - PMI Istituto italiano Project Management - ISIPM Lean ITIL ISTQB COBIT Microsoft Project Server 2010 Microsoft SHOWCASE