lesson 4: edit a project plan in project server 2010 - the university

Project Server 2010 for Project Managers The University of Akron

Ver. 2011.09.30 [email protected] ©2011 These materials may not be reproduced in whole or in part without the express permission of

The University of Akron.

Table of Contents

OVERVIEW ............................................................................................................. 3

PROCESS OVERVIEW: WORKING WITH PROJECT SERVER 2010 AND PROJECT PROFESSIONAL 2010 ...... 3

TERMS .................................................................................................................... 4

SUPPORTED BROWSERS ................................................................................................ 5

INTEGRATION WITH EXCHANGE SERVER ............................................................................. 5

LESSON 1: CREATE THE PROJECT AND PROJECT SHAREPOINT SITE ....................... 6

LOG IN TO PROJECT SERVER 2010 ................................................................................... 6

LOG OUT OF PROJECT SERVER 2010 ................................................................................ 8

CREATE A PROJECT IN PWA ......................................................................................... 10

CREATE A PROJECT SITE ............................................................................................. 16

Create a Project Site in PWA ............................................................................... 17

Create a Project Site from Project Professional 2010 .............................................. 21

CHECK-IN A PROJECT IN PWA ...................................................................................... 22

LESSON 2: SET UP ACCESS TO PROJECT SERVER THROUGH PROJECT

PROFESSIONAL 2010 ........................................................................................... 23

SET UP ACCESS ....................................................................................................... 23

CONNECT TO PROJECT SERVER FROM PROJECT PROFESSIONAL ................................................. 25

LESSON 3: EDIT A PROJECT PLAN IN PROJECT PROFESSIONAL 2010 .................. 26

OPEN AN ENTERPRISE PROJECT FROM PROJECT PROFESSIONAL 2010 ......................................... 27

OPEN AN ENTERPRISE PROJECT FROM PWA ....................................................................... 30

CREATE DELIVERABLES ............................................................................................... 33

LESSON 4: EDIT A PROJECT PLAN IN PROJECT SERVER 2010 ............................... 35

OPEN THE PROJECT FOR EDITING ................................................................................... 36

EDIT THE PROJECT PLAN (SCHEDULE) ............................................................................. 37

LESSON 5: USE THE PROJECT SITE TO COLLABORATE .......................................... 39

DISCUSSION ........................................................................................................... 39

ASSIGN USERS ACCESS TO THE PROJECT SITE ................................................................... 40

Method 1: In PWA – Build Team .......................................................................... 40

In PWA - Add a New Resource ............................................................................. 42

Method 2: In the Project Site – Add Users to a Group ............................................ 45

NAVIGATION ........................................................................................................... 48

To PWA Home Page ........................................................................................... 48

To a Project Site ................................................................................................ 50

WORK WITH PROJECT DOCUMENTS ................................................................................. 52

WORK WITH THE ISSUES LIST ....................................................................................... 58

WORK WITH THE RISKS LIST ........................................................................................ 61




LESSON 6: USE ENTERPRISE RESOURCES ............................................................. 64

BUILD TEAM ........................................................................................................... 65

ASSIGN A RESOURCE TO A TASK .................................................................................... 67

In PWA ............................................................................................................. 67

In Project Professional 2010................................................................................ 69

ADD A NEW RESOURCE TO THE RESOURCE CENTER IN PWA ................................................... 72

EDIT A RESOURCE IN THE RESOURCE CENTER IN PWA .......................................................... 75

MATERIAL RESOURCES ............................................................................................... 76

LESSON 7: USE TIMESHEETS ................................................................................ 77

TIME ENTRY AND PROCESSING ...................................................................................... 77

ALTERNATIVE VIEWS OF TIME ENTRIES ............................................................................ 81

View Your Time Entries on the Tasks Page ............................................................ 81

View Your Approved Timesheets .......................................................................... 82

RECALL A TIMESHEET ................................................................................................. 83

DELETE A TIMESHEET ................................................................................................. 85

LESSON 8: REPORT TASK STATUS ........................................................................ 87

RECORD AND SEND TASK STATUS UPDATES ...................................................................... 87

APPROVING TASK STATUS UPDATES FROM RESOURCES ......................................................... 90

LESSON 9: WORK WITH ISSUES AND RISKS FROM PWA ...................................... 93

REVIEW OR EDIT ISSUES OR RISKS ASSIGNED TO YOU ......................................................... 94

REVIEW PROJECT ISSUES OR RISKS IN THE PROJECT SITE ...................................................... 97

APPENDIX A: PRODUCT DETAIL PAGE (PDP) EXAMPLES ...................................... 99

BASIC PROJECT ........................................................................................................ 99

Basic Project - Project Information PDP ................................................................ 99

Basic Project – Project Request PDP ................................................................... 100

Basic Project – Schedule PDP ............................................................................ 101

MAJOR PROJECT ..................................................................................................... 102

Major Project – Project Information PDP ............................................................. 102

Major Project – Project Request PDP .................................................................. 103

Major Project – Project Charter PDP ................................................................... 104

Major Project – Cost and Benefits PDP ................................................................ 105

Major Project – Strategic Impact PDP ................................................................. 109

Major Project – Schedule PDP............................................................................ 111

APPENDIX B: CHANGE A WORK RESOURCE’S WORKING TIME ............................ 112

APPENDIX C: CLOSE A PROJECT ......................................................................... 116

CLOSE TASKS TO UPDATE .......................................................................................... 117

CHANGE THE PROJECT’S STATUS TO COMPLETED ............................................................... 120

SEND AN E-MAIL .................................................................................................... 121

APPENDIX D: INSERT AN ASSIGNED TASK ......................................................... 122




Overview

Process Overview: Working with Project Server 2010

and Project Professional 2010

1. In Project Server, create the Project.

2. OPTIONAL: Create a Project Site.

3. Set up the connection between Project Professional 2010 on your computer and Project Server 2010.

4. Edit a Project Plan in Project Professional 2010.

5. Edit a Project Plan in Project Web Access (PWA, a part of Project Server 2010).

Note: Small changes, such as the description of a task, may be made in PWA. The majority of the editing of a Project plan should be done in Project Professional 2010.

6. OPTIONAL: Use the Project Site to collaborate.

Assign users (Team Members and consultants) access to the Project Site.

Review and manage the site’s lists.

7. Use Enterprise Resources.

Build Team

Add new work Resources (people), if necessary.

Assign Resources to tasks.

8. Update and review data in Project Server

Enter and review timesheet data.

Report on the status of assigned tasks.

Work with Issues and Risks.

Review the Project plan.

Review Resource availability.




Terms

Project The PMI (Project Management Institute) definition of a project is a temporary endeavor undertaken to create a unique product or service.

Project Server Project Server’s core functionality provides a cyclical assignment and update process between Project Managers and Team Members. The University of Akron is utilizing Project Server to manage Project proposals and accepted Projects for IT.

Project Server 2010 is built on Microsoft SharePoint Server 2010.

PWA This is the acronym for Project Web Access. PWA provides the interface for users to work with the databases that contain the Project data stored in Project Server. PWA is part of Project Server. PWA is a SharePoint application.

Project plan (Schedule) The terms Project plan and Schedule are used interchangeably in this manual. The Project plan or Schedule is the list of summary tasks and sub tasks, which need to be done to complete the Project. The list includes the planned dates for the tasks’ work.

SharePoint Server This is an integrated suite of server applications. It extends the core functionality of SharePoint, e.g. web sites, lists, document libraries, alerts, web parts, search, workflow and Excel Services.

Project Site This is a SharePoint web site that may be created when a new Project is added to Project Server. The SharePoint site is used by the Project Team for collaboration. The site is accessed directly at its URL or from within PWA by clicking the Project Site tool in the Ribbon.

PDP Project Detail Pages (PDPs) contain basic data about the Project. The PDPs are completed to add a new Project or Project proposal to Project Server.




Supported Browsers

For Project Web App (PWA)

According to Microsoft TechNet1, “in order to access Project Server 2010 through

Project Web App, users must have Internet Explorer 7.0 or Internet Explorer 8.0. If you

attempt to use other browsers such as Firefox and Safari for Project Web App access to

Project Server 2010, the page will not load because these browsers are explicitly

blocked.”

The University of Akron has tested Internet Explorer 9 and found that it works with

PWA.

For Project Sites

According to Microsoft TechNet2, the following browsers are supported in SharePoint

Foundation and Server 2010.

Internet Explorer 7 or higher

Mozilla Firefox 3.6 (on Windows and non-Windows machines)

Safari 4.04 (on non-Windows machines)

There are some limitations in functionality, when Firefox and Safari are used. See the

TechNet article annotated in the footnote.

Integration with Exchange Server

Project Server 2010 integrates directly with Exchange Server 2007 SP1 (or later), rather

than integrating with Outlook. As of this writing, The University of Akron is not

integrating Project Server and Outlook due to security concerns.

1 http://technet.microsoft.com/en-us/library/ff631137.aspx

2 http://technet.microsoft.com/en-us/library/cc263526.aspx




Lesson 1: Create the Project and Project SharePoint Site

Log In to Project Server 2010

1. Open the browser.

For a list of supported browsers, see the previous page.

2. Enter the URL for Project Server in the Address box of the browser.

https://project.uakron.edu/PWA/default.aspx

A dialog box displays, prompting for an ID and password.

In class, the training instance is used. Enter the URL

https://project.uakron.edu/TRN/default.aspx

3. In Internet Explorer versions 8 or later, enter your UAnet ID in the User Name field. Then, enter your UAnet password.

In Internet Explorer version 7, enter uanet\yourUAnet ID in the User Name field, for example, uanet\rodehav (where rodehav is the UAnet ID). Then, enter your UAnet password.






4. Review the Home page for Project Web Application (PWA).

Your security determines what you may do and see in Project Server, so your window may look slightly different than the window shown here.




Log Out of Project Server 2010

When your work is completed in Project Server, it is important to log out.

1. Close/check-in any projects that you have opened.

This is reviewed later in this manual on page 22.

2. In the upper left corner of the Project Web Application (PWA) window, your name or UAnet ID displays with a down arrow.

3. Click on the down arrow to display a list of options.

Your security determines which options are displayed.

4. Select Sign Out.

A message displays.




5. If this message displays, click on Yes to Sign Out and close the browser window.

6. If this message displays,

do one of the following:

Close the browser by clicking on its X.

-OR-

Close the browser tab by clicking on the tab’s X.

You are not signed out of Project Server, until the browser window,

that you are using, is closed.




Create a Project in PWA

1. Log in to Project Server.

The PWA window displays.




2. In the Quick Launch, click on Project Center.

A list of all existing Projects displays.

3. Review the Quick Launch area on the left side of the window. The Quick Launch area consists of links that help you to navigate to other pages in PWA.

Review the Content Area of the window, where you do your work in PWA or view data.

The Ribbon changes to provide tools for the specific PWA page on which you are working.

Quick Launch Contextual Tabs

of the Ribbon

Content Area




4. On the Projects tab of the Ribbon, click on the New tool

A list displays.

Basic Project Requests are for new, small projects or requests.

Major Project Requests are for new, large enterprise projects (EP).

5. Point to Basic Project Request and read the tool tip.

6. Point to Major Project Request and read the tool tip.




7. Select from the displayed list.

In class, select Major Project Request.

The first page of a series of pages displays. These pages are referred to as Project Detail Pages or PDPs.

The first PDP is the Project Information page.

Required fields are noted with an asterisk after the field name.

.

8. Enter a Name for the project. This is a required field.

9. Enter a Start Date for the project. This is a required field.

Alternatively, use the Date Picker tool to select a date from the calendar.

10. OPTIONAL: Enter a brief overview of the project in the Description field.

11. The Owner field defaults to the name of the person who is logged in.

If this needs to be changed, click on . A list of Resources’ names displays. Click on the name of the person who owns this Project and click on OK.




12.

When all the data is entered for this page, click on the Save tool on the Project tab of the Ribbon.

There is a short wait, while the Project is created within Project Server. A message displays briefly in the upper right area of the window.

13. After saving this first page, the links in the Quick Launch are changed. Several other PDPs then will be listed under the Project Name on the left.

The message bar gives data about the status of the Project file, e.g. checked-out and to whom.

Message bar




14. In the Quick Launch, click on the link for each PDP to begin completing information for Project proposals.

Review Appendix A for examples of the PDPs for a major project and for a basic project.

15. OPTIONAL:

If you would like to establish an estimated time frame for the project:

Click on the Schedule link in the Quick Launch. The Schedule PDP displays. This is where the tasks to complete the project are to be listed.

Enter the Project name in the Task Name field.

Enter a Start Date and Finish Date.

Click on the Save tool in the Ribbon.




Create a Project Site

Discussion

At this point, you may not have a Project plan (Schedule) or be ready to work with the

Project plan. Your Project team and outside consultants may need to

collaborate and a Project Site can be useful. The Project Site can be a

common meeting place and a repository for data that needs to be shared

with some or all of the Project team.

After the Project Manager grants access for team members and consultants to the

Project Site, they may access the site directly by its URL. In Production, the URL will

begin with https://project.uakron.edu/PWA/

Review Lesson 5 in this manual for using the Project Site and assigning access for the

team to the site.

The Project Site may be created in PWA or it may be created when editing the Project

plan in Project Professional 2010.

https://project.uakron.edu/PWA/




Create a Project Site in PWA

1. After the Project is created, select Server Settings from the Quick Launch.

The Server Settings page displays.

2. In the Operational Policies area, select Project Site.

A list of all the Projects displays in alphabetical order. Those Projects without a Project Site do not have a URL listed in the Site Address column.

3. In the Project Name column, click once on the Project for which a Project Site is to be created.

The tools at the top of the page activate, when a Project Name is selected.




4. Click on the tool.

The Create Project Site dialog box displays.

It is recommended that you do not make any changes here. Click on OK.

(There is an option to change the URL or the Project Site name but it is recommended you do not change these.)

5. Wait.

The URL will display in the Site Address column when the Project Site is created.

There may be a delay of several minutes.




6. To access the Project Site from PWA, use the Project tool.

In the Quick Launch, click on Project Center. The list of Projects displays.

Click once on the row selector for the Project. The row selector is a blank, gray or gold square before the Project Name. The Project’s row is highlighted.

Click on the Project Site tool . The Project Site displays in a second, separate window from PWA.

The Deliverables list is created from tasks that are marked

as Deliverables, when editing a Project plan in Project

Professional 2010. See page 33 for instructions on marking

a task as a Deliverable.




7. There are a series of templates that are provided by the PMP. To access the majority of these templates:

In the Quick Launch, click on Project Documents.

Click once on the folder for Project Documents to open it.

Click once on the folder for Project Templates to open it.to see the majority of these templates.

Notes about the templates and documents:

Request Management Process Guidelines – This Word document

provides guidance on the process and the documents associated with

Projects.

CostAndBenefits – This Excel spreadsheet is to be updated with the

costs and benefits information associated with the Project.

Do not delete, move, or rename this document. This document is

linked to the Cost and Benefits PDP.




Create a Project Site from Project Professional 2010

When a Project created in Project Server is opened in Project Professional 2010 for

editing and you select to Publish the changes, the following dialog displays if the Project

does not have a Project Site.

The default is “Do not create a Site at this time.”

If you want to create a Site for this project, select that option and click on Publish.

The editing process in Project Professional 2010 is reviewed in Lesson 3 of this manual.




Check-In a Project in PWA

When your editing for a work session is completed, it is important to check-in the Project

on which you were working.

1. If the Project tab (not the Projects tab) of the Ribbon is available:

Click on the Close tool.

This prompt displays.

Click on Yes.

2. If the Projects tab of the Ribbon is available (from the Project Center) :

Click on the tool. The Force Check-In Enterprise Objects page displays.

Mark the checkbox(es) for the Project(s) to be checked-in.

Note that the User column indicates the name of the User, who has a Project checked-out.

Click on . A prompt displays.

Click on OK.

Forcing check-in for a Project which someone else has checked-out will cause that individual to lose his/her current work.

Tip: If you follow these

steps and the Project

checked-in still displays

on the list, press F5 to

refresh the display.




Lesson 2: Set Up Access to Project Server through

Project Professional 2010

Follow these steps to establish a connection between an instance of Project Server

2010 and Project Professional 2010. Who needs to do this? If you need to edit a

Project plan that is stored in Project Server, you need to establish an account in Project

Professional for Project Server to use.

Set Up Access

1. Open Project Professional 2010.

2. Select File > Info > Manage Accounts.

A dialog box displays.

3. Select an option at When starting. If you are unsure, select Choose an account.

The Computer

account is your

local account for

Project

Professional. When

you want to work in

Project

Professional, but

do not want to be

connected to

Project Server, you

use the Computer

account.

If you already have set up

access to Project Server,

these choices display

when you click on Manage

Accounts:

Select Configure Accounts

to set up access.




4. Click on Add to add a Project Server Account.

The Account Properties box displays.

5. In the Account Properties box:

Account Name - Enter a name for this account. When you see this name on a list, you need to recognize that selecting that name will connect you to Project Server.

Project Server URL – Enter the address for the Project Server instance to be accessed.

Examples: https://project.uakron.edu/PWA/default.aspx

https://project.uakron.edu/DEV/default.aspx


If this Account should be the default account, mark the checkbox.

6. Click on OK.


https://project.uakron.edu/DEV/





Connect to Project Server from Project Professional

When you start Project Professional 2010, if you have more than one account setup as

described in the previous lesson, Project Professional will prompt you to select an

account. You will have at least two accounts: computer (to work on Project plans to be

stored locally) and a Project Server account (to work on Project plans that are stored in

Project Server).

1. Start Project Professional 2010.

In class, close Project Professional and restart it.

A prompt displays.

2. In the Profile box, the account selected as the default account displays.

To select a different account, click on the down arrow and select from the list.

In class, select the Dev account.

3. Click on OK.

The connection to Project Server 2010 is made.

Project Professional 2010 opens.




Lesson 3: Edit a Project Plan in Project Professional 2010

Discussion

When an Enterprise Project is opened in Project Professional, the Project is checked

out to you. This means that you are the only one who can edit the Project, until the

Project is checked in. Other users can view the Project, but not edit it. (Entering

Timesheet data and Sending Timesheets, as well as Sending Status for Tasks, is not

considered editing the Project. Users can perform these functions, when a Project is

checked out.)

It is important to check in a Project when your current work is complete.

Note: If the Project is checked out in Project Server:

It must be checked in before it can be edited in Project Professional 2010.

It can be opened read-only in Project Professional 2010.

A Project can be opened for editing in either Project Server’s PWA or in

Project Professional 2010. Although the Project can be opened

simultaneously in PWA and In Project Professional 2010, the Project will

be edit mode in the first instance and in read-only mode in the second

instance.




Open an Enterprise Project from Project Professional 2010

1. Open Project Professional 2010 and connect to Project Server, as shown in the previous lesson.

2. Select File > Open.

The Open dialog box displays.

3. Note that the Look In box reads Enterprise Projects.

If the Project that is needed does not display in the list, double click on the item Retrieve the list of all projects from Project Server.

The list of projects in Project Server display. This is the same list that displays in Project Server, when the Project Center link is selected.




4. Open the Project with the plan to edit.

If a message displays that the Project is checked out to you and may be opened read only, but not edited, follow these instructions to check-in the Project:

Close Project Professional 2010.

Open a browser and log in to Project Server.

Go to the Project Center.

On the Project tab of the Ribbon, select .

Mark the Project to check in.

Click on Check In. A prompt displays. Select OK.

Open Project Professional 2010 and return to step 2 of these

instructions. Forcing check-in for a Project which someone else has checked-out will cause that individual to lose his/her current work.

5. Important - The University of Akron standards for creating a Project plan include the following Scheduling options:

New tasks created are auto scheduled.

The default task type is fixed duration.

If you are editing a Project plan, check these settings at File > Options > Schedule.




6. Make the changes to the plan.

In class, add the % Work Complete column, as an example.

Right click on the column header, where a column is to be inserted (as in Excel).

Select Insert column from the shortcut menu that displays. A list of available columns displays.

Select % Work Complete from the list.

7. Click on the Save tool at any time to save the changes made.

8. When your current work on the Project plan is complete, if you have saved changes:

Select File > Publish to make the changes visible to other Project Server team members. -OR- Select the Save tool to save the changes to Project Server, but not release the changes for viewing by other Project Server team members.

Note: Keep in mind the difference between Save and Publish. Saving the changes will allow you to save your work, but does not allow others to see the changes. Publish the Project plan to share it with others.

Select File > Close to close the Project plan file.

A box displays.

Select Yes, if your work is complete at this time and the file will be checked in.

Select Cancel, if your work is not completed in Project Professional. The file will remain checked out to you in Project Server and open in Project Professional for editing.

Note: Selecting No can create problems. The Project remains checked out to you and can be edited only by you and only in Project Professional until you check in the Project.




Open an Enterprise Project from PWA

Project Professional 2010 should be closed.


2. In the Quick Launch, select Project Center.

The Project Center displays.

3. Click once on the row selector for the Project to open and edit.

The row selector is the gray or gold, blank box at the beginning of each row in the table.

Click on the Show/Hide

tool to hide or show

the Quick Launch.

Hiding the Quick Launch

gives you more room in

the window while you

are working.




4. On the Projects tab of the Ribbon, click on Open.

A list of choices displays.

5. Click on In Project Professional for Editing.

Wait.

Project Professional 2010 opens and the Project plan for the selected Project displays.

6. Make the changes and click on the Save tool .

Tip: Use the Open tool and

decide how you wish to

work on a Project, rather

than clicking on the Project

Name in the list of

Projects.




7. When your current work on the Project plan is complete, if you have saved changes:

Select File > Publish to make the changes visible to other Project Server team members. -OR- Select the Save tool to save the changes to Project Server, but not release the changes for viewing by other Project Server team members.

Select File > Close to close the Project plan file.

A box displays.

Select Yes, if your work is complete at this time and the file will be checked in.

Select Cancel, if your work is not completed in Project Professional. The file will remain checked out to you in Project Server and open in Project Professional for editing.

Note: Selecting No can create problems. The Project remains checked out to you and can be edited only by you and only in Project Professional until you check in the Project.




Create Deliverables

A deliverable is a measurable result, outcome or item that must be produced to

complete a Project. In a Project plan, a Deliverable will be listed as a Task.

When a Task is marked as a Deliverable and the Project is published,

the Deliverable is added to the Deliverables list on the Project Site.

1. With the Project plan open in Project Professional for editing, click on the row number for the task to be marked as a Deliverable.

2. On the Task tab of the Ribbon, click on the Deliverable tool.

A list displays.

3. From the list, select Create Deliverables.

The Deliverable icon displays in the indicator column for that Task.

Point to the icon and a tool tip displays.

The Create Deliverables option is not

available in Project Professional unless the

following conditions are met:

You are connected to Project Server.

The Project is published.

The Project has a Project Site.




4. Click on the Save tool to save the changes.

The changes are not visible to your Team until the Project is Published.

5. Click on File > Publish to make the changes visible to your Team.

6. To review the Deliverables in a Project:

On the Task tab of the Ribbon, click on the Deliverable tool.

Select Manage Deliverables from the list that displays. A task pane displays with a list of the Deliverables.

Point to a Deliverable to see basic information about it.

7. OPTIONAL: To view the Deliverables list on the Project Site, navigate to the Project Site and click on the link to Open deliverables.




Lesson 4: Edit a Project Plan in Project Server 2010

Discussion

It is best to edit a Project plan by opening the plan from the server in Project

Professional 2010. This was outlined on the previous pages. However, there may be

instances where the editing of the plan may be done in the Schedule PDP in PWA.

For example:

A small typing error needs to be corrected.

Initially, the new tasks are outlined in another format, such as Excel and need to

be copied and pasted into the plan.

Selecting/removing/replacing the work resources (people) who will be the Project

Team.

A Project can be opened for editing in either Project Server’s PWA or in

Project Professional 2010. Although the Project can be opened

simultaneously in PWA or In Project Professional 2010, the Project will

be edit mode in the first instance and in read-only mode in the second

instance.




Open the Project for Editing

1. From the Quick Launch, select Project Center.

2. Click once on the row selector for the Project plan to be edited.

The row selector is a gray or gold, blank square at the beginning of the row.

In the example shown below, the row selector for Training Project 1 is selected.

3. From the Ribbon, click on the Open tool.

A list displays.

4. From the list, select In Project Web App for Editing.

The Project is checked out to you.

5. Review the Message Bar, which displays below the Ribbon.

Tip: Use the Open tool and

decide how you wish to

work on a Project, rather

than clicking on the Project

Name in the list of

Projects.




Edit the Project Plan (Schedule)

1. On the Schedule PDP, make the changes and click on the Save tool.

In class, make two sets of changes:

Change one -

Open the Excel file named Project Tasks, as directed by your instructor.

Copy the four cells that contain the task information.

On the Schedule PDP, click in the Task Name field of the first blank

row.

Click on the Copy tool of the Ribbon. The task information displays in the Schedule.

Save and Publish the changes.

2. Review the Start and Finish dates for the task. These will default to the Start Date on the Project Information PDP.

If you modify these dates on the Schedule PDP, you will be adding a constraint of “Start no earlier than the date” you entered.

It is best practice to edit the Project plan (Schedule) in Project Professional.

Note: In this example, the Project would be closed in PWA and opened in Project Professional. Setting precedents for each of the tasks would allow the automatic scheduling of Start and Finish dates without setting an unwanted constraint.




3. Click on the Project tab of the Ribbon and select Close.

A prompt displays.

4. Select Yes to close the Project and check it in. You are returned to the Project Center.

Select No to close the Project, but leave it checked out to you. You are returned to the Project Center.

Select Cancel if you reached this prompt in error. You are returned to the PDP on which you were working.




Lesson 5: Use the Project Site to Collaborate

Discussion

When a Project is created in PWA, a Project Site may be created in SharePoint. The

site is created from SharePoint’s Microsoft Project Site template.

Quick Launch This bar provides links to move to other areas of the Project Site.

Site Actions This item contains a list of options for modifying this Project Site.

For Project Managers, who are site managers, the site permissions option is one method to grant users access to this site.

For all site users, the view all site content option allows another method for navigating this Project Site.

Navigate Up Click on the icon to display breadcrumbs that indicate the path back to other pages, such as PWA’s home page.

Page Select this to edit the web page. (This is not used to edit the items

in the list, such as the items in the Issues list.)

Quick

Launch

Navigate Up Site Actions Page




Assign Users Access to the Project Site

Method 1: In PWA – Build Team

All users who are assigned as resources for the Project’s plan are given access to the

Project Site. In PWA, the process of assigning resources to a particular Project is

referred to as build team.

1. Login to Project Server.

2. In the Quick Launch, click on Project Center. The list of Projects displays.

3. To open the Project and build the team:

Click once on the Project’s row selector.

The row selector is the gray or gold, blank square at the beginning of a row.

On the Projects tab of the Ribbon, click on the Build Team tool

. The Resource Center displays along with tools to Add, Remove or Replace team members.

4. Mark the checkboxes for the Resources on which to take an action.

In this case, mark the checkboxes for the people who are to be team members on this project.

When at least one of the checkboxes is marked, the appropriate command buttons become active.

5. Click on Add.

The buttons will be inactive

until you mark the

checkbox for a resource.




6. The marked Resources appear in the column on the right.

7. Click on the Save & Close tool to create the Team for this project.




In PWA - Add a New Resource

If a person is needed as a resource for the team, but is not listed in the Resource

Center, add the person as a work Resource. After adding the person to the Resource

Center, follow the previous instructions to add the person to the Project team.


2. In the Quick Launch, click on Resource Center.

3. Verify that the work Resource is not listed in the Resource table.

4. On the Resources tab of the Ribbon, click on the New Resource tool.

The New Resource page displays.

5.

A. The Type should be Work. B. In the Identification Information fields:

If the Resource needs to review or enter Project data that is not on the Project Site, such as Timesheets, mark the box for logon to Project Server.

Enter the Resource’s name, FirstName LastName.

A

B




Enter the Resource’s e-mail address.

C. In the Assignment Attributes:

Mark the box for Resource can be leveled.

Base Calendar is Standard.

Default Booking Type is Committed.

Timesheet Manager is the Resource’s name as in step B.

Default Assignment Owner is the Resource’s name as in step B.

Leave the rates at the default of $0.00 for now.

Current Max Units (%) should be set at 100% for full time and part-time employees. For part time employees or any employees with a work schedule other than Monday-Friday, 8 am to 5 pm, a calendar can be created for that employee in Project Professional. See Appendix B “Change a Work Resource’s Working Time” for instructions on creating a calendar.

Note: The Departments fields are not entered at this time.

C




D. Leave Group Fields and Team Details blank. Click on Save.

Note: The Team Member permission level can see, in the Project Center, the list of

Projects to which they are assigned, but they cannot open the project to review its

PDPs. Team Members will see only their own tasks.

C




Method 2: In the Project Site – Add Users to a Group

If you built your Team in PWA, the Team will have access to the Project Site. It is not

necessary to perform the following steps, as well. However, if the Team is not built,

follow these steps to allow people to access and use the Project Site. These steps also

may be followed to allow a person, who is not a team member, to access the Project

Site.

1. Navigate to the Project Site from PWA. Choose one of these two methods to navigate:

Method 1

Navigate to the Project Center.

Click on the row selector for the Project.

On the Project tab of the Ribbon, select Project Site.

Method 2

Select Site Actions > View all site content.

Scroll down to display the Sites & Workspaces content.

Click on the link for the Project Site.

Tip: Make the Project Site a favorite in the browser to navigate quickly to it.

2. On the Project Site’s home page, select Site Actions > Site Permissions.

The Permissions page displays.




3. On the Permissions Tools – Edit tab of the Ribbon, click on the Grant Permissions tool.

The Grant Permissions dialog displays.

4.

A. Enter UAnet IDs separated by a semicolon –OR- B. Click on the Browse icon, which looks like a book, to look up users by name.

Use the Check Names icon to verify the UAnet IDs. C. Mark one of these checkboxes to assign the appropriate level of access for the

person or persons listed in step A. D. Leave the box checked to send an e-mail to the users to let them know that they

have access to the Project Site and to give them the URL. E. Click on OK to assign the permissions or Cancel to go back to the Project Site

without assigning permissions.

A

C

B

D

E

All the

UAnet IDs

for the

users to

have the

same

permissions

may be

listed.




5. To return to PWA from the Project Site, use one of these methods.

Method 1:

If this is a second, separate window from the PWA window, you may click on the window’s X to close it.

Method 2:

Click on the Navigate Up tool . It is above the title of the web page and next to the Site Actions menu.

A breadcrumb list displays.

Select the first breadcrumb, Project Web App. The PWA home page displays.




Navigation

To navigate, use:

Links in the Quick Launch and on the web pages

Breadcrumbs

Tabs

Tools on the Ribbon

There are a few pages that are the basis of your work and navigation. Know how to

navigate to and return to these pages:

Project Web App home page

Project’s SharePoint Site (Project Site) home page – Each Project has its own

Project Site.

To PWA Home Page

1. When you log in to Project Web App (PWA), the Home page displays.

There are many links to help navigate to other pages within PWA.

2. The expand/collapse arrow at the top of the Quick Launch can hide the Quick Launch and then show it.

Hiding the Quick Launch provides more room on the screen for the Content area of the window.

Quick Launch




3. Select Tasks.

Tasks display from a Project’s Schedule if the tasks are assigned to you. These Tasks indicate the work that you need to do and to report on in your timesheets.

4. To return to the PWA home page:

Click on the Browse tab of the Ribbon.

Click on either the Project Web App breadcrumb or the Project Web

App tab.

The PWA home page displays.

Breadcrumb

Tab




To a Project Site

Each Project stored in Project Server will have its own Project Site. The Project Site is a

SharePoint site that allows a Team to share information, such as Documents, Issues,

Risks and a Calendar.

1. A user may navigate directly to the Project Site by saving its URL as a favorite in the browser.

The URL may be available from the initial e-mail that is sent by the Project Manager, when he/she grants a user permissions to the Project Site.

2. Alternatively:

When a Project is opened from the Project Center in PWA, click on the Project tab of the Ribbon and select the Project Site tool.

This opens a second window, separate from the PWA window.

Note: See Lesson 3 for instructions on opening a Project in PWA.

3. Alternatively:

Click on the Project Center link in the Quick Launch.

Click once on the row selector for the Project. The row selector is the gray or gold, blank square at the beginning of the Project’s row.

On the Projects tab of the Ribbon, select the Project Site tool.




4. To return to PWA from the Project Site, use one of these methods.

Method 1:

If this is a second, separate window from the PWA window, you may click on the window’s X to close it.

Method 2:

Click on the Navigate Up tool . It is above the title of the web page and next to the Site Actions menu.

A breadcrumb list displays.

Select the first breadcrumb, Project Web App.

The PWA home page displays.




Work with Project Documents

Use the Project Documents library to post files for viewing or for editing.

1. On the Project site, click on the Project Documents link.

The Project Documents library displays.




2. To add a single document to the library:

Click on the Add document link. The Upload Document dialog box displays.

Click on the Browse button to locate and select a single document to

upload from the Choose File dialog box.

With the file or files selected, click on Open.

Click on OK. A dialog box displays.

Enter additional information, if you want.

Click on Save. The files are uploaded and display in the Project Documents.




3. To add more than one document to the library:

Click on the Add document link. The Upload Document dialog box displays.

Click on the Upload Multiple Files link to upload more than one

document.

In the Upload Multiple Documents dialog box, either drag and drop files or click on the Browse for files instead link to select files.

If the Browse for files option was selected, select the documents and

click on Open.

With the documents displaying in the Upload Multiple Files box, click on OK and then on Done.

The documents are added to the Project Documents library.

4. To view a document, click once on the document’s name. The document is opened in the browser.




5. To edit a document:

Click once on the document’s name. The document is opened in the browser.

For those documents where editing in the browser or viewing in the

document’s application can be launched from the browser, select the Open in button or the Edit in Browser button. Note: There is no Save tool in the Web applications. Your changes are saved automatically. If the document is not in a current Office format, you will be prompted to save it in the newer format or to open the document in the Office program to maintain the old format. If the document is being edited in an Office application, use the File > Save command to save any changes, as you normally would.

If editing or viewing in the document’s application cannot be launched from the browser, use the breadcrumbs to return to the Project Documents page and see the following step.




6. For other options to work with a document:

Point to the document’s Name. A down arrow displays.

Click on the down arrow to select from a list of options.

7. To return to the home page of the Project site:

Click on the Navigate Up tool and select the Project Site by its name.

-OR-

Click on the tab for the Project Site’s home page.

-OR-

Select the home page from the breadcrumbs.

Breadcrumbs




Note: If you check out a document for editing, be sure to check it in. The check in option

displays when you point to a document’s name and click on the down arrow that

displays.




Work with the Issues List

An Issue is a project-related item that requires assignment to one or more individuals.

An Issue also requires that a decision be made to fix it or to close it.

You may work with the Issues list through the Project Site or in PWA. In this lesson of

the manual, the Issues list is reviewed in the Project Site. See Lesson 9 to review

working with Issues in PWA.

1. There are two ways to work with the Issues List in the Project Site:

On the site’s home page

On the Issues > All Items page

(On the Project Site, select Issues from the Quick Launch.)




2. To add an Issue, enter in the following information.

3. Click on Save.

The Category field is not

defined currently by The

University of Akron.




4. To edit an issue, such as adding Discussion or Resolution notes:

In the Issues list, click on the Issue’s title.

The Issue’s properties display.

Click on the Edit Item tool to make changes.

When the changes are completed, click on Save.

5. To filter or sort the Issues list, point to the header that is the basis for the sort or filter. In the example shown here, the Assigned To field is used. A down arrow displays.

Click on the down arrow and select from the list that displays.




Work with the Risks List

A Risk is a potential barrier to the success of the Project, e.g. a Team Member needs to

take a leave of absence during the scheduled time for the Project.

Although Risks and Issues are different types of items in a Project, the Risks entries

and its list are used in a similar way to that of the Issues entries and list.

You may work with the Risks list through the Project Site or in PWA. In this lesson of the

manual, the Risks list is reviewed in the Project Site. See Lesson 9 to review working

with Risks in PWA.

1. There are two ways to work with the Risks list in the Project Site:

On the site’s home page

On the Risks > All Items page

(On the Project Site, select Risks from the Quick Launch.)




2. To add a Risk, click on Add new item and enter the data in these fields.

3. Click on Save.




4. To edit a Risk:

In the Risks list, click on the Risk’s title.

The Risk’s properties display.

Click on the Edit Item tool to make changes.


5. To filter or sort the Risks list, point to the header that is the basis for the sort or filter. A down arrow displays.





Lesson 6: Use Enterprise Resources

Discussion

Each task in the Project needs to be assigned to one or more work Resources, who will

perform the work to complete the task. In most cases, the work Resources are the

people in your Project team.

If a Project plan is created by outside consultants, the consultants will use a job title,

rather than a specific person’s name, when assigning each task. For example, the

consultant could state that the Resource is “Systems Trainer.” It is the Project

Manager’s responsibility to assign a specific Resource to the task, such as “Susan

McKibben.” More than one resource can be assigned to a task, such as “Susan

McKibben, Al Herbert.”

In this lesson, you build your Project team and assign the people to work on each task.




Build Team

When a person is added to the Project team, that person is made available for task

assignment on the Schedule PDP of the Project or in Project Professional 2010. That

person also has access to the Project’s SharePoint site.

1. Select the Project for which to Build a Team.

In the PWA Quick Launch, select Project Center.

In the list of Projects, click on the row selector for the Project to be edited.


2. On the Project tab of the Ribbon, click on Build Team.

The Team tab of the Ribbon displays. The table of available Resources displays.

3. If the Resources are not in alphabetical order, click on the column header and select a sort type from the list.




4. Mark the checkbox for the resources to be added to your Project team. Once a checkbox is marked, the Add button is activated.

5. Click on the Add button.

The Resource Names display in the box on the right side. This will be your Project team.

Note that the checkbox, for a selected Resource, now is shaded in gray in the Resource table. This indicates that the resource already has been selected and added to the Project team.

6. Note any resources that you need that are not in the Resource table.

7. For those Resources noted in step 6, follow the instructions in this lesson that are titled Add a New Resource to the Resource Center in PWA.

8. On the Team tab of the Ribbon, click on Save & Close.

The Project’s Team is created. One of the Project’s PDPs displays.




Assign a Resource to a Task

In PWA, when a Resource is assigned to a task, it is at 100% of the resource’s work

time between the start date and finish date of the task. The default work calendar is

being used, so each Resource is scheduled for an 8 hour day.

To assign a Resource to a task at less than 100% of his/her time, use Project

Professional 2010 to assign the Resources or to edit the percentage of time (units). It is

important to use Enterprise Resources for assignment.

Follow the instructions in this section of the manual to assign Enterprise Resources in

PWA and in Project Professional 2010

In PWA

1. Open the Project for editing.

Select Project Center from the Quick Launch.

In the list of Projects, click on the row selector for the Project to be edited.


On the Project tab of the Ribbon, click on Open and select in Project Web App for Editing.

2. In the Quick Launch, click on Schedule, if necessary.




3. For each task:

Scroll to the Resource Names column.

Click in the tasks Resource Names field. A down arrow displays.

Select the resources to assign to the task by marking the checkboxes.

Tips:

Use the mouse to change column widths so that the Task Name and duration are displayed with the Resource Name.

Use the mouse to drag the Resource Names column and drop it closer to the Task Name column. Place the mouse pointer over the Resource Name column header. With the mouse pointer as a four-pointed arrow, drag the column header to the left. Drop the header where the Resource Names column is to be located.

Drag Drop

4. If the current editing of the Project is completed, close the Project and check it in.

Click on the Project tab of the Ribbon.

Click on the Close tool.

At the check-in prompt, click on Yes.

Note: When a work Resource is assigned to a Task in PWA, the Resource is assigned

at 100% of his/her time. For example, in the create manual task shown above, Pamela

Rodehaver is assigned to work on the task 100% of her scheduled work time for 2

weeks. Use Project Professional 2010 to edit the percentage of scheduled work time

(units) that a Resource is assigned to work on a task.




In Project Professional 2010

In Project Professional, it is important that Resources are assigned from the Enterprise

Resources. Follow these steps to assign Enterprise Resources in Project Professional.

1. Follow the instructions on page 30 to open the Project plan in Project Professional 2010.

The Entry table, which contains the list of Tasks, displays.

2. In the row for the Task, click on the down arrow in the Resource Name column.

The list of Resources, selected with the Build Team function in PWA, display.

3. Mark the resources to assign to the task.




4. To modify the percentage of work time to which the Resource is assigned,

Click in the row for that task.

On the Task tab of the Ribbon, click on the Task Information tool.

The Task Information dialog displays.

Select the Resources tab.

In the Units column, enter the appropriate percentage.

Click on OK.




5. If the Resource that is needed is not in the list at the down arrow of Resource Name:

Click on the Resource tab of the Ribbon.

Click on the Add Resources tool.

From the list that displays, select Build Team from Enterprise.

A dialog box displays.

Locate and click to select the Resource in the Build Team frame.

Click on the Add button.

Click on OK.

Note: If the Resource is not listed in the Build Team frame, login to Project Server and follow the instructions in this lesson to add a new Resource.

All Resources selected in the Build Team dialog box are added in Project Server as Team Members for the Project.

6. Save the changes.

7. When your current work is completed, click on File > Close and at the prompt, select to check-in the file.




Add a New Resource to the Resource Center in PWA

If the work Resource that is needed for your Project is not listed in the Resource Center

in PWA, add the Resource to the Resource table.



3. Verify that the work Resource is not listed in the Resource table.

4. On the Resources tab of the Ribbon, click on the New Resource tool.

The New Resource page displays.

5.

A. The Type should be Work. B. In the Identification Information fields:

If the Resource needs to review or enter Project data that is not on the Project Site, such as Timesheets, mark the box for logon to Project Server.

Enter the Resource’s name, FirstName LastName.

Enter the Resource’s e-mail address.

A

B




C. In the Assignment Attributes:

Mark the box for Resource can be leveled.

Base Calendar is Standard.

Default Booking Type is Committed.

Timesheet Manager is the Resource’s name as in step B.

Default Assignment Owner is the Resource’s name as in step B.

Leave the rates at the default of $0.00 for now.

Current Max Units (%) should be set at 100% for full time and part-time employees. For part time employees or any employees with a work schedule other than Monday-Friday, 8 am to 5 pm, a calendar can be created for that employee in Project Professional. See Appendix B “Change a Work Resource’s Working Time” for instructions on creating a calendar.

Note: The Departments fields are not entered at this time.

C




D. Leave Group Fields and Team Details blank. Click on Save.

Note: When step 5, A-D, is completed, the Resource is added to the Resource Center.

D




Edit a Resource in the Resource Center in PWA


2. Mark the checkbox for the Resource to be edited.

The Resource displays in the Selected Resources column.

3. On the Resources tab of the Ribbon, click on the Edit Resource tool.

The Edit Resource page displays. The top portion of the page is shown here.

4. Make the changes.

See the previous topic, “Add a New Resource to the Resource Center in PWA” for further instructions and views of the complete page.

5. Click on the Save tool.




Material Resources

In addition to the work Resources, there also is a Material Resource, Travel and

Expenses. The use of this Resource is not defined completely, at this writing.




Lesson 7: Use Timesheets

Project Server automatically generates a timesheet for each work resource. Project

Managers do not need to create the timesheets for their Team Members.

The amount of time entry required may be different from department to department.

Some managers may require that all of a resource’s time be entered, the time on

projects and the time on administrative tasks, vacation, and sick time. Other managers

may require that only time on projects be entered.

Each resource’s timesheet will list the tasks that are assigned to him/her.

Time Entry and Processing

1. When you login to Project Server, the PWA home page displays.

In the Content area of the page, there are Reminders for the Tasks, Timesheets, Issues and Risks that are assigned to you. Links are provided in the Reminders area and on the Quick Launch to access or review these items.

In this lesson, the Timesheets are reviewed.




2. Click on the Timesheet link that looks similar to this.

The list of your available timesheets displays. The status of the timesheet is noted.

3. Click on the Timesheet on which to make entries, -OR- Select Click to Create to make a timesheet available to you for the time period indicated.

The Timesheet is opened and displays for your entries to be made.

4. To move to timesheets for other periods of time, use the Previous, Next, and Select Period tools on the Timesheet tab of the Ribbon.




5. At any time while you are working in Project Server, use the Timesheet option in the Quick Launch to display the current timesheet.

6. The Timesheet displays the tasks that are assigned to you during that period of time. In this example, there are three tasks that are to be worked on for the week shown. All three of the tasks are for the same project – Training Project.

The right side of the Timesheet displays the planned (assigned) hours for each task.

If the Timesheet does not look similar to this screenshot, be sure that the My Work view is selected on the Timesheet tab of the Ribbon.

Note: To display the Total rows, mark the Totals checkbox on the Timesheet tab of the Ribbon. Review the other options that available to change the Timesheet view.

When a timesheet is

displayed, use the Previous,

Next and Select Period

tools to view or work with

timesheets for other

periods.




7. In the Actual field for each day and each task, enter the number of hours that you worked on that task.

If your manager requires that all of your time be entered, or that 8 hours of your time for each day must be entered, be sure to check the total hours.

8. Click on the Save tool to save your changes.

Saving does not finalize the Timesheet.

9. Review the Status bar that displays above the Timesheet.

It displays helpful information about the Timesheet.

10. When the time entries for the week have been made and you have reviewed them for accuracy, Save the changes, as indicated in step 8, and then use the Send Timesheet tool.

11. If the Comment on Submit checkbox is marked on the Timesheet tab of the Ribbon, the Send Timesheet dialog box displays with a Comment box.

12. Enter a comment, if necessary, and click on OK.

The status bar indicates that the Timesheet was approved.




Alternative Views of Time Entries

View Your Time Entries on the Tasks Page

1. In the Quick Launch, click on Tasks.

The Tasks page displays.

2. Use the scroll bars to view other areas of the table.




View Your Approved Timesheets

1. On the PWA home page, click on the link in the first sentence under Timesheets. The sentence begins with “You are the timesheet manager.”

The Approvals page displays.

2. On the Approvals tab of the Ribbon, click on the History tool.

A list displays.

3. Select Timesheets.

A summary line for each of your approved timesheets displays. At this writing, your timesheet is approved automatically, when you save and send it.

Click on a Timesheet

Name to see its detail.




Recall a Timesheet

If you need to modify a timesheet that has been sent and approved, follow these steps

to recall the Timesheet for editing.

1. In the Quick Launch in PWA, click on the link for Manage Timesheets.

It may be necessary to scroll down to see the link for Manage Timesheets.

The Timesheet summary page displays.

2. In the margin to the left of the Timesheet’s Name, click once to select the Approved Timesheet.

Note: To select a timesheet to recall, do not click on its name. (If you click on the Timesheet’s name, it opens up the timesheet for viewing or data entry.) If you opened the Timesheet in error, return to step one (1).

3. On the Timesheets tab of the Ribbon, click on the Recall tool.




4. At the prompt, click on OK to confirm the recall.

5. Note that the status of the Timesheet is changed to In progress.

6. To edit the Timesheet, click on its My Timesheet link.

7. After the changes are made, you must Save and Send Timesheet to finalize the Timesheet.




Delete a Timesheet

1. In the Quick Launch in PWA, click on the link for Manage Timesheets.

It may be necessary to scroll down to see the link for Manage Timesheets.

The Timesheet summary page displays.

2. In the margin to the left of the Timesheet’s Name, click once to select the Timesheet.

Note: To select a timesheet to delete, do not click on its name. (If you click on the Timesheet’s name, it opens up the timesheet for viewing or data entry.) If you opened the Timesheet in error, return to step one (1).

3. On the Timesheets tab of the Ribbon, click on the Delete tool.




4. At the prompt, click on OK to confirm the deletion.

5. Note that the Timesheet data is erased and the option is available to Click to Create a blank Timesheet for that period.

Note: You cannot delete an approved timesheet. Recall the approved timesheet and

then delete it.




Lesson 8: Report Task Status

Record and Send Task Status Updates

Completing the timesheets records the number of hours that you work on each task that

is assigned to you. At intervals determined by your Project Manager, you also need to

indicate the progress on each task. This progress is indicated by your estimation of the

percentage of completion.

Reporting the progress on a task is done on the Tasks page.

1. Here are three links available to navigate to the Tasks page:

On the PWA home page, click on the Tasks link or the new tasks link in the Content area.

In the Quick Launch, click on Tasks under My Work.

The Tasks page displays.

2. To hide the Quick Launch and increase the work area of the window, click on

the Show/Hide tool at the top of the Quick Launch.

3. To record the status of a task:

Locate the task on which to report the status.

Double click in the task’s % Work Complete field.

Enter a percentage that reflects your total progress on the task.

Click on the Save tool.




4. After you have completed the recording of the appropriate task statuses, there are two options on the Send Status tool.

To send the status of all your tasks, click on the Send Status tool and select All Tasks.

To send the status of only some of your tasks, mark the checkbox for the tasks on which to Send Status. Then, click on the Send Status tool.

If the Comment on Submit box is marked on the Ribbon, the Submit Changes dialog box displays.

Enter a comment, if necessary.

Click on OK.

5. Note that a Status displays in the Message Bar, which is below the Ribbon.

The Status update is sent to the Project Manager (Owner) for approval.




When a task’s % Work Complete is entered as 100% and the tasks

Status Update is Sent and Approved, you cannot enter time for that task

on a Timesheet.




Approving Task Status Updates from Resources

When a work Resource records and sends a Status Update on a Task, that Task

update is routed to the Project Owner for approval.

1. There are three links available to navigate to the Task update items that require approval.

On the PWA home page, click on the Approvals link or the task updates from resource link.

In the Quick Launch, click on Approval Center.

The Approval Center displays with the items for review.

2. To review the changes that the Resource made in a task, use the horizontal scroll bar to review the fields to the right.

The changed fields display in red. In this example, the % Complete field indicates changes.

Tip: If there are many Task updates to review, place the mouse pointer over the % Complete field header. With the mouse pointer as a four-pronged arrow, drag the field to be after the Resource’s name.




3. To review how this update (or updates) affects the Project’s schedule:

Mark the checkbox for the update or updates to review.

Click on the Preview Updates tool.

A second, separate Preview window opens. There is a Gantt chart with progress bars for your review. (The arrows shown below do not display in the Gantt chart. The arrows are used to call your attention to the progress bars.)

4. Close this second window by clicking on its X.




5. To accept a Task update:

Mark its checkbox.

Click on the Accept tool.

Multiple Task updates may be accepted by marking the checkbox for each one before clicking on the Accept tool.

In the Confirmation dialog box that displays, enter a comment, if necessary.

Click on OK.

Note: The Project must be Published for the updates to be applied.

6. To reject a Task update:

Mark its checkbox.

Click on the Reject tool.

In the Confirmation dialog box that displays, it is important that a

comment is entered, so that the Resource knows what action to take and why the update was not accepted.

Click on OK.

The update returns to the Resource’s My Work. An e-mail also is sent to the Resource with the comments noted.




Lesson 9: Work with Issues and Risks from PWA

Discussion

In an earlier lesson, you navigated to the Project Site in SharePoint and

reviewed/added/edited Issues and Risks. To review those instructions, refer to page 58

of this manual. In this lesson, you access the Issues and Risks items from PWA.

The Issues and Risks lists from a Project Site are connected to the Project in PWA.

To review only the Issues and Risks assigned to you, use the link on the Home

page in PWA or the link in the My Work area of the Quick Launch.

To review all the Issues and Risks, including those that are not assigned to you,

open the Project and use the Issues or Risks tool on the Project tab of the

Ribbon.




Review or Edit Issues or Risks Assigned to You

Issues and Risks are Project-related.

1. Login to Project Server.

2. On the PWA home page, use one of the following methods:

In the My Work area of the Quick Launch, click on the link for Issues and Risks.

In the Content area, click on the link for Issues and Risks.

In the Content area, click on the link for the active issue(s) or active

risk(s) assigned to you.

The Issues and Risks page displays.




3. In the Project Name column, there is a list of Projects in which you have an Issue or Risk assigned to you.

In the Project Name column, click on a Project’s name to review the Issue or Risk assigned to you.

The Project Site is opened to the All Issues Assigned to Me or All Risks Assigned to Me page.

4. To view an Issue or Risk, click on its Title. The Issue’s or Risk’s properties display.

5. To edit the Issue or Risk, such as entering Discussion notes or a Resolution:

Click on the Edit Item tool on the Ribbon.





6. To filter or sort the list of Issues or Risks items:

Point to the header for the field that is the basis for the sort or filter. In the example shown below, the Due Date field is used. A down arrow displays.


7. To navigate back to the PWA home page:

Click on the Navigate Up tool in the top left corner of the SharePoint page.

From the list that displays, select Project Web App.




Review Project Issues or Risks in the Project Site

Issues and Risks are Project-related.

1. If you are on the Project Site in SharePoint, select the Issues or Risks link in the Quick Launch.

The list of all the Issues or all the Risks for this Project display.

You may follow the instructions

on the previous three (3) pages to

navigate to the Project Site and

the Issues or Risks Assigned to

you. Then, complete this step 1.




2. Alternatively, if you are on the PWA home page:

In the Quick Launch, click on Project Center.

In the list of Projects, click once on the row selector for the Project with

the Risks or Issues to review.

On the Projects tab of the Ribbon, click on Open

and select In Project Web App.

One of the Project’s PDPs displays.

On the Project tab of the Ribbon, select the Issues tool or Risks tool.

The Project Site opens in a second, separate window from PWA. The

Issues or Risks list displays.

When the work in the Project Site is complete, close the second

window (for the Project Site) and return to the PWA window.

Note: For instructions on viewing, editing, or adding Issues or Risks, see page 58.

Sign out




Appendix A: Product Detail Page (PDP) Examples

Basic Project

Use this Project type for minor requests for IT services that require less than 4 (four)

weeks of effort or less than $25,000 to implement. This request requires some basic

information like name, start date, end date, and schedule that any request to ITS should

have.

Basic Projects have 3 (three) PDPs:

Project Information

Project Request

Schedule

Fields marked with an asterisk * are required fields.

Basic Project - Project Information PDP




Basic Project – Project Request PDP




Basic Project – Schedule PDP




Major Project

Use this Project type to establish the information for Project requests for IT services that

exceed 4 (four) weeks of effort or $25,000 of external costs to implement.

Major Projects have 6 (six) PDPs:

Project Information

Project Request

Project Charter

Cost and Benefits

Strategic Impact

Schedule

Fields marked with an asterisk * are required fields.

Major Project – Project Information PDP




Major Project – Project Request PDP

This page contains many of the fields that currently are used in Footprints.




Major Project – Project Charter PDP

This page contains information related to the spreadsheet that originally was defined for

this Project, excluding the Project rating and Cost and Benefit Information.




Major Project – Cost and Benefits PDP

The Cost and Benefits PDP may not be available until the Project Site is created,

because this PDP renders information from a spreadsheet that is maintained on the

Project Site.

It is recommended that the data be edited in the CostAndBenefits

spreadsheet stored in the Project Documents on the Project Site.

There are several worksheets for the Cost and Benefits PDP. The worksheets use the

Excel Web App for display and data entry. Data is entered only on the detail entry

pages and not in the Financial Summary table or the Cost to Benefit Comparison chart.

The Financial Summary table and the Cost to Benefit Comparison chart are created and

based on the data entry on the detail worksheets.




The Financial Summary table and the Cost to Benefit Comparison chart are not used for

data entry. Do not enter any data in this table or chart.




This is one of the detail worksheets that requires data entry.




This project has a second detail worksheet that requires data entry.




Major Project – Strategic Impact PDP

This information is similar to the categories for the Project Rating.




Major Project – Schedule PDP




Appendix B: Change a Work Resource’s Working Time

The standard Work calendar is used in Project Server. This calendar is a Monday

through Friday 40 hour work week with daily work hours from 8 am to 5 pm and an hour

for lunch.

If a work Resource has a schedule quite different from this, it may be necessary to

create a calendar with his/her work schedule.

1. In PWA, click on Resource Center in the Quick Launch.

2. Click to mark the checkbox(es) for the Resource to edit.

3. On the Resources tab of the Ribbon, select the Open tool.

This opens the selected Resources in the Resource Sheet view in Project Professional 2010. Note the name of the contextual tab of the Ribbon and the Title in the title bar of the window.

4. Click in the row of the Resource to edit.




5. Click on the Information tool in the Resource tab of the Ribbon.

The Resource Information dialog box displays.

6. Click on the Change Working Time button.

The Change Working Time dialog box displays.

7. Click on the Work Weeks tab.

The Exceptions tab of this

dialog box is used to

indicate specific dates that

this person will not be

working, such as vacation

or a personal day.




8. Click on the Details button.

9. This Resource’s work schedule is Tuesday, Wednesday, Thursday from 7:00 am to 11:30 am and 12:00 pm to 4:00 pm.

(The Tab key does not work here.)

Click on Tuesday and drag through Thursday to select those 3 days.

Select the option button for Set day(s) to these specific working times.

Enter the working times as 7:00 am to 11:30 am and 12:00 pm to 4:00 pm.

10. Set the non-working days.

Click on Monday and CTRL + click on Friday. (Saturday and Sunday already are nonworking time on the standard work calendar.)

Select the option button for Set days to nonworking time.




11. Click on OK

The non-working days display shaded in gray on the calendar.

Check your work by clicking on various days of the week on the calendar and reviewing the notes on the right side of the dialog box.

12. Click on OK twice to accept the changes and close the dialog boxes.

13. Save the changes. Publish the changes.




Appendix C: Close a Project

To close a project on Project Server, there are three things to do:

Close Tasks to Update

Change the Project’s Status to Completed.

E-mail [email protected] with the date on which the Project can be archived.

mailto:[email protected]




Close Tasks to Update

1. Verify that the Project is checked in.

From the Quick Launch, select Project Center.

The Project Center displays.

In the Ribbon, click on the Check in My Projects tool.

If the Project to close is listed as checked out to you, mark its checkbox.

Then, click on Check In.

When prompted to confirm check-in, click on OK.

If the Project still displays in the list, press F5 (the Windows refresh key)

to refresh the display.

2. Click on the Project Center link in the Quick Launch.




3. Click on the row selector for the Project to close. The row selector is the gray or gold, blank square that displays at the beginning of each row.

4. On the Ribbon, select the Close Tasks to Update tool.

The Close Tasks to Update page displays.

Note: If the following message displays, return to step 1 and check-in the Project.

100%

100%




5. At Select a project, verify that the Project to be closed is listed.

6. Click on the Select All link at the bottom of the page. This marks the Lock checkbox for all the Tasks.

7. Click on Publish.

When the Tasks are closed to updating and the changes are published to the Project, the Project Center displays.

Note: The Submit tool saves your changes without publishing the Project. Tasks that

you select to be closed for updating will remain open until you publish the Project.




Change the Project’s Status to Completed

1. In the Project Center, click on the row selector for the Project to be closed.

2. On the Projects tab of the Ribbon, select Open > In Project Web App for Editing.

The Schedule PDP displays.

3. In the Quick Launch, select the Project Request link. The Project Request PDP displays.

4. In the Project Status field, click on the Select Value tool and choose Completed from the list.

5. On the Project tab of the Ribbon, click on Save and then on Close.

6. At the prompt, click on Yes to confirm that you want to close and check in the Project.

The Project Center displays after the Project is checked in.




Send an E-mail

Send an e-mail to [email protected] providing the date when the project can be

archived.

mailto:[email protected]




Appendix D: Insert an Assigned Task

In the Project plan, each task has a planned start date for the work to begin and a

planned finish date for the work to be completed. When a task is assigned to you, the

task displays on the timesheet or timesheets for that range of dates.

For example, a task “Approve objectives” is assigned to you and has a start date of

04/05/2010 and a finish date of 04/11/2011. Here is the April calendar. The date range

extends over two calendar weeks. The task “Approve objectives” will display on the

timesheets for the week of April 4-10 and for the week of April 11-17.

If you work on the task during those two weeks, the task is on the timesheet. If you work

on the task on April 1 or on April 18, the task does not appear on the timesheet.

If you work on a task that is assigned to you, but the task does not appear on

your timesheet, follow these steps.

1. The Timesheet should be displayed.

On the Timesheet tab of the Ribbon, click on the Insert Row tool.

A list displays.




2. Select Insert Task.

The Add an Existing Task dialog box displays.

3. Click on the down arrow for Project. The Projects listed are those for which you have assigned tasks.

Select the Project on which you worked. A list of your assigned tasks for that Project displays.

4. Click to select the task to add to the Timesheet.

Note: Use CTRL + click to select multiple tasks to add to this Timesheet.

5. Scroll to the bottom of the dialog box and click on OK. The task is added to your Timesheet.