Implementing Resource Implementing Resource Management within EPMManagement within EPM

Roy KayaharaRoy KayaharaProgram ManagerProgram ManagerMicrosoft Office ProjectMicrosoft Office ProjectMicrosoft CorporationMicrosoft Corporation

Today You Will LearnToday You Will Learn

How to set up and administer your How to set up and administer your enterprise resource poolenterprise resource pool

How to use resource custom fields to How to use resource custom fields to help Project Managers and Resource help Project Managers and Resource ManagersManagers

How to use the RBS to control securityHow to use the RBS to control security

Ideas for provisioning your resource Ideas for provisioning your resource pool and custom field look-up tablespool and custom field look-up tables

Implementation PlanningImplementation Planning

Who will use the system?Who will use the system?Project Managers? Resource Managers? Project Managers? Resource Managers? Other?Other?

Understand their expectations and needsUnderstand their expectations and needs

Security needsSecurity needsWho is allowed to see what data about Who is allowed to see what data about which resources?which resources?

Who is allowed to perform which Who is allowed to perform which functions?functions?

Planning Your DataPlanning Your Data

What are the requirements for resource What are the requirements for resource data?data?

Code fields for reporting and OLAPCode fields for reporting and OLAPSkills or other attributes for project Skills or other attributes for project staffingstaffing

Which resources should be in the Which resources should be in the resource pool? resource pool?

Who will be used as a project team Who will be used as a project team member?member?

Sources of resource dataSources of resource dataManual entry vs. synchronizing with LOB Manual entry vs. synchronizing with LOB systemsystem

Terminology and ConceptsTerminology and Concepts

Enterprise resource poolEnterprise resource pool

Custom fieldsCustom fields

Users vs. resourcesUsers vs. resources

SecuritySecurity

RBSRBS

Capacity and availabilityCapacity and availability

Enterprise Resource PoolEnterprise Resource Pool

Common pool of resources that can be Common pool of resources that can be shared by all projects on the servershared by all projects on the server

Maintained in the Project Server databaseMaintained in the Project Server database

Contains named resources (people), Contains named resources (people), material resources and Generic material resources and Generic resourcesresources

Added to project teams:Added to project teams:Using Team Builder (Project Pro or PWA)Using Team Builder (Project Pro or PWA)

By mapping local resources to existing By mapping local resources to existing enterprise resourcesenterprise resources

Resource Custom FieldsResource Custom Fields

User-defined fields can be specified for User-defined fields can be specified for resources and used for:resources and used for:

Reports, PWA views and OLAP viewsReports, PWA views and OLAP viewse.g. Department, cost center, etc.e.g. Department, cost center, etc.

Finding resources for a projectFinding resources for a projecte.g. Position or role, job category, skills, e.g. Position or role, job category, skills, location, etc.location, etc.

Enterprise custom fields can enforce Enterprise custom fields can enforce standardizationstandardization

EROCsEROCs

EROC = Enterprise Resource Outline EROC = Enterprise Resource Outline CodeCode

EROC 30 reserved for RBSEROC 30 reserved for RBS

EROCs 1-29 available for your useEROCs 1-29 available for your use

Great for hierarchical data needed for Great for hierarchical data needed for reporting roll-upsreporting roll-ups

Organizational affiliationOrganizational affiliation

Geographic regionsGeographic regions

Financial accounting system codesFinancial accounting system codes

ERMVsERMVs

ERMV = Enterprise Resource Multi-ERMV = Enterprise Resource Multi-Value codeValue code

EROCs 20-29 can have multiple valuesEROCs 20-29 can have multiple values

Useful for representing skills, Useful for representing skills, certifications, etc. where a resource certifications, etc. where a resource can have multiple valuescan have multiple values

e.g. “Department Manager” and “Project e.g. “Department Manager” and “Project Manager”Manager”

Sample Data SourcesSample Data Sources

Financial Accounting System Financial Accounting System CRM ApplicationCRM Application

Corporate HR SystemCorporate HR System

Project Server AdministratorProject Server Administrator

• Resource pool dataResource pool data• SkillsSkills• Organizational structureOrganizational structure

• Financial codesFinancial codes• Sales regionsSales regions• etc.etc.

• Custom field definitionsCustom field definitions• Generic resourcesGeneric resources

Project ServerProject Server

Users versus ResourcesUsers versus Resources

Users:Users:Can login to and use the systemCan login to and use the system

Are granted permissionsAre granted permissions

Can receive email and alertsCan receive email and alerts

Resources:Resources:Can be used on project teamsCan be used on project teams

Can be assigned to tasksCan be assigned to tasks

Often the same … but not alwaysOften the same … but not alwayse.g. Executive users, material resourcese.g. Executive users, material resources

Resource Breakdown StructureResource Breakdown Structure

RBS is stored in EROC 30RBS is stored in EROC 30

Security rules controlling access to Security rules controlling access to projects and resources are based on projects and resources are based on the RBSthe RBS

Timesheet RM approval is based on the Timesheet RM approval is based on the RBSRBS

RBS-Based Security RulesRBS-Based Security Rules

Resource rules based on RBS:Resource rules based on RBS:Resources I manageResources I manage

Resources I manage directlyResources I manage directly

Project rules based on RBS:Project rules based on RBS:Projects managed by resources I manageProjects managed by resources I manage

Projects assigned to resources I manageProjects assigned to resources I manage

Resource Object PermissionsResource Object Permissions

Assign ResourceAssign ResourceControls who can assign a resource to a Controls who can assign a resource to a projectproject

Edit Enterprise Resource DataEdit Enterprise Resource DataControls who can update enterprise Controls who can update enterprise resource data resource data

See Enterprise Resource DataSee Enterprise Resource DataControls who can view (but not update) Controls who can view (but not update) enterprise resource dataenterprise resource data

Sample Org StructureSample Org StructureChandraChandraManagerManager

Design & DevDesign & Dev

MickMickPlanning LeadPlanning Lead

LubaLubaDesign LeadDesign Lead

IraIraPlanner 1Planner 1

SandySandyPlanner nPlanner n

SteveSteveDesigner 1Designer 1

ChantalChantalDesigner nDesigner n…… ……

Resource Custom FieldsResource Custom Fields

Generic ResourcesGeneric Resources

Placeholder used for planningPlaceholder used for planning

Usually based on roles or skillsUsually based on roles or skills

Resources with similar attributesResources with similar attributes

Generic resourceGeneric resource

Generic ResourcesGeneric Resources

Active Directory SyncActive Directory Sync

AD can be used to manage AD can be used to manage membership in Project Server security membership in Project Server security groups groups

Synchronize PS security groups with AD Synchronize PS security groups with AD groupsgroups

AD can be an alternate source of AD can be an alternate source of resource dataresource data

Synchronize the enterprise resource pool Synchronize the enterprise resource pool with an AD groupwith an AD group

Using AD for PS SecurityUsing AD for PS Security

11

Determine users for Project Server 2003Determine users for Project Server 2003

22

Assign

Determine which users to assign to Project Server 2003

security groups

Determine which users to assign to Project Server 2003

security groups

33 Determine groups to create in Active

Directory

Determine groups to create in Active

Directory

Project Server 2003 security groups andEnterprise Resource Pool

Project Server 2003 security groups andEnterprise Resource Pool

Team MembersTeam Members

Project ManagersProject Managers

Using AD SynchronizationUsing AD Synchronization

Tips for Using AD SyncTips for Using AD Sync

Project Server administrator defines Project Server administrator defines the security groups and associated the security groups and associated permissionspermissions

AD administrator defines which users AD administrator defines which users belong to which groupsbelong to which groups

AD Sync propagates group membership AD Sync propagates group membership and creates PS users if necessaryand creates PS users if necessary

Avoid running it concurrent with Avoid running it concurrent with normal user accessnormal user access

Things You Should KnowThings You Should Know

Enterprise resource names must be Enterprise resource names must be uniqueunique

EROCs and ERMVs have character set EROCs and ERMVs have character set restrictionsrestrictions

Don’t use prohibited special Don’t use prohibited special characters /";:<>|[],.'?~`!$%^&*()-+={}\,characters /";:<>|[],.'?~`!$%^&*()-+={}\,

Don’t use the Windows list separator Don’t use the Windows list separator character in field valuescharacter in field values

Bigger lookup tables means slower Bigger lookup tables means slower project loadingproject loading

Final TipsFinal Tips

Advanced resource data must be Advanced resource data must be maintained via Project Pro or direct maintained via Project Pro or direct database editsdatabase edits

All resource data (including cost rates All resource data (including cost rates and custom fields) are visible in and custom fields) are visible in projects using those resourcesprojects using those resources

Don’t include data that Project Pro users Don’t include data that Project Pro users aren’t supposed to seearen’t supposed to see

Take-AwaysTake-Aways

Use resource custom fields for reporting and Use resource custom fields for reporting and Project Manager data needsProject Manager data needs

Define processes for keeping look-up tables Define processes for keeping look-up tables updated and synchronized with LOB systemsupdated and synchronized with LOB systems

Establish procedures to handle EPM security Establish procedures to handle EPM security changes for new hires, transfers, etc.changes for new hires, transfers, etc.

Consider using AD sync to manage security Consider using AD sync to manage security groupsgroups

Use the RBS for security and approval Use the RBS for security and approval workflowworkflow

Use other outline codes for reporting rollupsUse other outline codes for reporting rollups

Related SessionsRelated Sessions

DC175: DC175: Configuring the Microsoft Office Configuring the Microsoft Office Project Server from Scratch: What You Project Server from Scratch: What You Should Know and Why Should Know and Why

DC220: DC220: Enterprise Outline Codes: what are Enterprise Outline Codes: what are they and how do I use them? they and how do I use them?

OPR275OPR275 How to organize and plan your How to organize and plan your people and resources for EPMpeople and resources for EPM

D300,D301D300,D301 Project Data Service (PDS) Project Data Service (PDS)

PO320: PO320: Reporting - A best practices look at Reporting - A best practices look at reporting with in the EPM Solution reporting with in the EPM Solution

DC440DC440 Security: Logons, permissions and Security: Logons, permissions and viewsviews

© 2004 Microsoft Corporation. All rights reserved.This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.