Project 2003 Project Managers Guide

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					Project 2003 Project Managers Guide
Project 2003 Project Managers Guide


FOREWORD
This guide provides the minimum steps needed in order to begin working within Microsoft Office Project
Professional 2003 (P2003). It gives a pictorial view of the default settings made standard for use by DEP Project
managers as well as recommendations regarding optional settings.
REVISION HISTORY

          Date                                      Description                              Version
08/30/2005         Draft writing of Project 2003 Default Settings documentation.   1.0
                       nd
10/30/2005         2        draft                                                  1.1
11/16/2005         Final after local first level peer review                       1.2
01/20/2006         Update includes backup and recover procedures for projects      2.0




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TABLE OF CONTENTS
1       From start to finish .................................................................................................................................................. 1-11
    1.1         Gearing up ........................................................................................................................................................ 1-11
    1.2         Building up ....................................................................................................................................................... 1-11
    1.3         Prepare to collaborate the plan ........................................................................................................................ 1-11
    1.4         Manage the project ........................................................................................................................................... 1-11
    1.5         Closing the project out ..................................................................................................................................... 1-12

2       Setup - Project Professional 2003 ........................................................................................................................... 2-13
    2.1      Configuration options ....................................................................................................................................... 2-13
       2.1.1   View Tab Settings ........................................................................................................................................ 2-13
       2.1.2   Collaborate tab settings ................................................................................................................................ 2-14
    2.2         General tab ....................................................................................................................................................... 2-16
    2.3         Calendar tab ..................................................................................................................................................... 2-16
    2.4         Schedule tab...................................................................................................................................................... 2-17
    2.5         Calculation tab ................................................................................................................................................. 2-18
    2.6         Save tab ............................................................................................................................................................ 2-19
    2.7         Interface tab...................................................................................................................................................... 2-20

3       Configure connection to project server account .................................................................................................... 3-22
    3.1         Set up connection information .......................................................................................................................... 3-22
    3.2         Add Project Server to trusted sites in Internet Explorer ................................................................................... 3-23

4       Optional – access via Outlook ................................................................................................................................. 4-25
    4.1         Outlook add-In.................................................................................................................................................. 4-25
    4.2         Recommended Outlook folder link to PWA ...................................................................................................... 4-25

5       Setting up a project on Project 2003 Server .......................................................................................................... 5-27
    5.1      Create a new enterprise project by using Project Professional 2003 .............................................................. 5-27
       5.1.1   Saving projects............................................................................................................................................. 5-28

6       Setting up a project’s associated Web Sharepoint workspace area ..................................................................... 6-29
    6.1      Standard PM templates .................................................................................................................................... 6-29
       6.1.1    Uploading templates to your project Sharepoint workspace ........................................................................ 6-29
    6.2      Set up and configure the project’s issues log ................................................................................................... 6-29
       6.2.1    Configuring and customizing to the DEP standard issue log ....................................................................... 6-30
    6.3      Set up and configure the project’s risks log ..................................................................................................... 6-30
       6.3.1    Configuring and customizing to the DEP standard risk log ......................................................................... 6-31

7       Setting up e-mail and other alert notifications ...................................................................................................... 7-33
    7.1      Configure e-mail notifications for yourself as a team member ........................................................................ 7-33
       7.1.1   Unsubscribe from personal e-mail notifications .......................................................................................... 7-33
    7.2         Configure notifications and reminders for your resources ............................................................................... 7-33


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         7.2.1        Unsubscribe your resources from e-mail notifications ................................................................................ 7-35

8        Developing the project plan .................................................................................................................................... 8-36
     8.1         Standard steps you should follow when developing a project .......................................................................... 8-36
     8.2         Plan development Step by step ......................................................................................................................... 8-36

9        Resources types ........................................................................................................................................................ 9-38
     9.1         Overview .......................................................................................................................................................... 9-38
     9.2         Understanding types of resources .................................................................................................................... 9-38
     9.3      Generic and real resources .............................................................................................................................. 9-38
        9.3.1   Generic resources ........................................................................................................................................ 9-38
        9.3.2   Real resources .............................................................................................................................................. 9-39
        9.3.3   Identifying resource types ........................................................................................................................... 9-39
     9.4         Local resources ................................................................................................................................................ 9-39

10       Building the team and assigning resources .......................................................................................................... 10-40
     10.1        Using proposed and committed booking types ............................................................................................... 10-40
     10.2     Building project teams ................................................................................................................................... 10-41
        10.2.1      To use Build Team from Enterprise...................................................................................................... 10-41
        10.2.2      Adding named resources to the project team ........................................................................................ 10-43
        10.2.3      Selecting resources based on current workload and availability ........................................................... 10-43
        10.2.4      Adding generic resources to your project team .................................................................................... 10-44
        10.2.5      Replacing generic resources with named resources .............................................................................. 10-45
        10.2.6      Removing team members from project ................................................................................................. 10-45
        10.2.7      Resource graph ..................................................................................................................................... 10-46

11       Saving a project baseline ....................................................................................................................................... 11-47
     11.1        Importance of a baseline ................................................................................................................................ 11-47
     11.2        Saving a baseline............................................................................................................................................ 11-47
     11.3        Clearing baselines .......................................................................................................................................... 11-48

12       Collaborating the plan ........................................................................................................................................... 12-49
     12.1        Executing the plan on Project Server ............................................................................................................. 12-49
     12.2        Collaboration steps ........................................................................................................................................ 12-49

13       Using PWA to aid project management ............................................................................................................... 13-51
     13.1        PWA parts and pieces .................................................................................................................................... 13-51
     13.2     The Project’s home page ................................................................................................................................ 13-51
        13.2.1     Project Center ....................................................................................................................................... 13-51
        13.2.2     Views available for specific projects .................................................................................................... 13-53

14       Managing and reporting tasks and timesheets .................................................................................................... 14-55
     14.1        Updating effort hours to the project plan ....................................................................................................... 14-55
     14.2        Managed time periods .................................................................................................................................... 14-55
     14.3        Posting actual effort hours ............................................................................................................................. 14-55
     14.4     Processing task changes from the updates page ............................................................................................ 14-55
        14.4.1     To approve or reject task changes submitted by project team members ............................................... 14-56


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         14.4.2           Applying task changes to projects ......................................................................................................... 14-56

15       Status reports.......................................................................................................................................................... 15-57
     15.1     Submitting status reports ................................................................................................................................ 15-58
        15.1.1     To create status reports ......................................................................................................................... 15-58
        15.1.2     To view status reports responses ........................................................................................................... 15-58

16       Project cleanup and archive .................................................................................................................................. 16-59

17       Backup and recovery procedures ......................................................................................................................... 17-60
     17.1        System level backups ...................................................................................................................................... 17-60
     17.2     Project level backups ...................................................................................................................................... 17-60
        17.2.1     Manual recovery of the original project contents by the project manager ............................................ 17-60
        17.2.2     Local project file backups by the project manager ................................................................................ 17-60
        17.2.3     Critical Project Server database recovery ............................................................................................. 17-62

18       GLOSSARY ............................................................................................................................................................ 18-63




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LIST OF FIGURES
Figure 1: Select Task Sheet as Default View ..................................................................................................... 2-13
Figure 2: Combination View – Task Sheet on top with Resources and Predecessors on bottom ..................... 2-14
Figure 3: Resize Combination View................................................................................................................... 2-14
Figure 4: Collaborate Tab Settings ..................................................................................................................... 2-15
Figure 5: Server URL Validation after pressing Test Connection...................................................................... 2-15
Figure 6: Default Settings on General Tab ......................................................................................................... 2-16
Figure 7: Calendar tab ........................................................................................................................................ 2-17
Figure 8: Schedule Tab ....................................................................................................................................... 2-18
Figure 9: Default Settings Calculation tab.......................................................................................................... 2-19
Figure 10: Recommended Settings Save Tab ..................................................................................................... 2-20
Figure 11: Project Guide Settings on Interface Tab ........................................................................................... 2-21
Figure 12: Project Server Accounts ................................................................................................................... 3-22
Figure 13: Hanging Project Server Security Logon Box .................................................................................... 3-23
Figure 14: Project Server Accounts Choose Account Prompt ........................................................................... 3-23
Figure 15: Make Server Trusted ......................................................................................................................... 3-24
Figure 16: Confirmation to Add Server to Trusted Sites .................................................................................... 3-24
Figure 17: Outlook right-click Inbox and click New Folder ............................................................................. 4-25
Figure 18: Outlook creates new folder .............................................................................................................. 4-25
Figure 19: From Home Page Tab, enter desired Project Server address ........................................................... 4-26
Figure 20: Example outlook folder rendering a PWA page when clicked. ....................................................... 4-26
Figure 21: Project Information Prompt.............................................................................................................. 5-27
Figure 22: Project Information Prompt.............................................................................................................. 5-28
Figure 23: Save to Project Server Prompt .......................................................................................................... 5-28
Figure 24: PWA Issues Page for a particular project.......................................................................................... 6-30
Figure 25: View of a particular issue from a given issue log ............................................................................. 6-30
Figure 26: PWA Risks page for a particular project ........................................................................................... 6-31
Figure 27: PWA Risks page for a particular project ........................................................................................... 6-32
Figure 28: Send e-mail in the specified frequency for upcoming tasks… ......................................................... 7-33
Figure 29: Send e-mail in the specified frequency for overdue tasks… ............................................................ 7-34
Figure 30: Send e-mail in the specified frequency for tasks requiring updates… ............................................. 7-34
Figure 31: Send e-mail immediately when my resources… .............................................................................. 7-34
Figure 32: Send e-mail in the specified frequency for upcoming status reports…............................................ 7-35
Figure 33: Send e-mail in the specified frequency for overdue status reports… ............................................... 7-35
Figure 34: Error Adding Column ...................................................................................................................... 8-36
Figure 35: Default Task Sheet ........................................................................................................................... 8-36
Figure 36: 75% Productivity Column ................................................................................................................. 8-37
Figure 37: Copy 75% Productivity to Duration ................................................................................................. 8-37
Figure 38: Enterprise generic resources ............................................................................................................. 9-39
Figure 39: Build Team dialog box .................................................................................................................... 10-42
Figure 40: Applying a filter in Build Team ...................................................................................................... 10-43
Figure 41: Availability graph............................................................................................................................ 10-44
Figure 42: Replacing Generic Resources ......................................................................................................... 10-45
Figure 43: Resource Over allocation View....................................................................................................... 10-46
.Figure 44: Save Baseline Dialog Box .............................................................................................................. 11-48
Figure 45: Caution Dialog against overwriting a current baseline ................................................................... 11-48
Figure 46: Clear baseline dialog ....................................................................................................................... 11-48
Figure 47: Collaborate | Publish | All Information ........................................................................................... 12-49
Figure 48: Collaborate | Request Progress Information menu option............................................................... 12-50
Figure 49: A project manager‘s PWA home page ............................................................................................ 13-51
Figure 50: Project Center .................................................................................................................................. 13-52

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Figure 51: View Drop down located on Project Center ................................................................................... 13-52
Figure 52: _Project Dashboard view................................................................................................................ 13-52
Figure 53: _Slippage Summary project view ................................................................................................... 13-53
Figure 54: Project Displayed in View a Project .............................................................................................. 13-53
Figure 55: Some of the many project level views ............................................................................................ 13-53
Figure 56: Example _Over Allocation view showing an over allocation ........................................................ 13-54
Figure 57: Updates menu is where project managers approve timesheets ....................................................... 14-55
Figure 58: Accept/Reject on the Update timesheet grid .................................................................................. 14-56
Figure 59: Accept/Reject on the Update timesheet grid .................................................................................. 15-57
Figure 60: Submit a Status Report ................................................................................................................... 15-58
Figure 61: Viewing individual and team status reports ................................................................................... 15-58




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OVERVIEW
Project Professional 2003 (P2003) is the Microsoft desktop Enterprise Project Management (EPM) program
used with Microsoft Office Project Web Access (PWA) and Microsoft Office Project Server 2003.
Within DEP, project managers are responsible for planning, scheduling, and maintaining the project plan in
Microsoft Project Professional 2003 (P2003). They publish and collaborate to the web based Project Server,
establishing timesheets for project team members. Team members are assigned tasks to deliver on commitments
and contribute to the project‘s success. In DEP, project managers plan tasks, estimate work and track status,
using Project Server, as well as Project Professional. Team members gain access to their assigned tasks and
timesheets via PWA, to view what is available to them on Project Server. They can customize this easy-to-use
server tool to view the overall project, to record and submit their actual hours worked on the project, and to
report their status to the project manager. Depending on the complexity of the project and methods established
by the PWA Administrator, team leaders may be assigned tasks related to their area of responsibility, allowing
them in turn delegate the best suited staff member(s) for the particular task(s). Executives have portfolio access
that allows them to view the status of all projects. Lastly, project sponsors /stakeholders may also have
opportunity to view project status related to their interests, when provided access.
Project Server gives DEP the ability to gain valuable performance information in terms of time, budget, and
human resources at a glance.




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SYSTEM REQUIREMENTS
  Personal computer with an Intel Pentium 233-megahertz (MHz) or higher processor. A Pentium III is
     recommended for optimum performance.
  Microsoft Windows 2000 with Service Pack 3 (SP3) or later; or Windows XP or later.
  128MB of RAM or more is recommended.
  130MB of available hard disk space is needed.
  Super VGA (800 × 600) or higher-resolution monitor is minimal.
  Microsoft Office Project Professional 2003 is required.
  Microsoft Internet Explorer 6 with Service Pack 1 (SP1) or later is recommended.
  Internet functionality via Local Area Network or Remote Access is required.




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SOFTWARE LICENSING AND INSTALLATION
A project manager requires a Microsoft Office Project Professional 2003 client license in order to build and
publish project plans. Access to Project Server requires a PWA client. The PWA license comes free with the
licensed Professional 2003 software. However, each team member on a project requires a PWA license to access
their timesheet to record effort hours, respond to status reports, and to communicate information to the project
manager. Contact the PWA Administrator via the DEP Help Desk at 850/245-7555 or by mail at
HelpDesk@dep.state.fl.us regarding specific installation instructions or licensing questions not addressed
within this guide.




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1     From start to finish
1.1 Gearing up
Regardless of project type, a project manager should follow some basic software setup steps in preparation for
building, working, and storing project documents (i.e. project plan SOW, proposals, change management
documents). This is in addition to any pre-established DEP project management processes that must take place.
The list below describes the typical site and document setup project managers should complete as soon as
practical after assignment as the project manager:
        1. Ensure P2003 is properly configured on the desktop.
        2. Use P2003 to create, name, and save a blank project to the server.
        3. Upload any/all required project templates (SOW, Proposal, etc.) into the project‘s shared library.
        4. Build the project‘s issue and risk log in accordance with the standard instructions provided.
1.2 Building up
After establishing the initial project plan and getting the shared library of documents on Project Server, the
project manager typically begins building the project plan in unison with a SOW in order to present costs and
schedule estimates. The following general steps are typical for most projects:
        1. Draft project tasks.
        2. Estimate work.
        3. Apply productivity rates.
        4. Build the project team using available enterprise resources. Resolve over allocation of resources using
           P2003 and by communicating needs to resource managers that oversee the particular team members
           desired for use in the project.
1.3 Prepare to collaborate the plan
When the SOW and associated project plan is approved, make final preparations and then collaborate the plan
on Project Server by following these steps immediately before:
        1. Set/Save the initial baseline for the project.
        2. Build an automated weekly status report.
        3. Set up the minimum alert notifications both project manager and team members will receive.
        4. Collaborate the plan so that all team members are initially notified of their assignments and provided
           timesheets to report their times each week.
1.4 Manage the project
Once collaborated, the project manager manages the execution and control of the plan until the project is
completed. The following activities are typical for a project in the execution phase:
        1. Update and track effort hours through team members‘ timesheet submissions.
        2. Communicate and report through status reports, issue and risk logs, and notes submitted.
        3. Handle change management, updating the team through P2003 updates and publishing.




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1.5 Closing the project out
Contact the PWA Administrator by via the DEP Help Desk 245-7555 after completing a project. The project
will be properly archived in accordance with requirements.




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2       Setup - Project Professional 2003
DEP has established both standard and recommended configuration settings for P2003 to ensure a desired level
of conformity across project plans as well as to minimally meet required business process rules. The section
explains the purpose of these configurations and identifies whether the setting is a standard or merely highly
recommended. Where believed needed, instructions are provided on how to configure P2003 to achieve the
particular setup.
2.1 Configuration options
The project manager should click on TOOLS | Options to reach the tabbed Options dialog box, the primary place
configurations will be made to conform to DEP standard and recommended settings. Configure P2003 to match
the settings depicted in the images and as described in related paragraphs.
2.1.1    View Tab Settings
Figure 1: Select Task Sheet as Default View




  Default view – The Task Sheet view is the standard default view used by DEP as depicted in figure 1. Click
    the down arrow and select ―Task Sheet‖ as the Default view.
  Date format – Selecting the depicted date format helps reduce column on screen and printed reports.
  Other settings – Most of the other settings shown are default and should remain so.
2.1.1.1 Task Sheet view
The following figure depicts the default task sheet view. The view can also be set up to display a ―Combination
View‖, containing two views. The top pane displays the Task Sheet and the bottom pane the Task Entry Form

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view. On the Project menu bar, click on Window and select Split. This view allows you to easily add multiple
resources to one task.

Figure 2: Combination View – Task Sheet on top with Resources and Predecessors on bottom




Resize the Combination window by placing your cursor on the line that splits the window. When the cursor
turns into a double ended arrow , hold down the left mouse button and drag the window to the desired height.

Figure 3: Resize Combination View




2.1.2    Collaborate tab settings
Collaborating with P2003 allows project managers to publish assignments and project information from their
project to the DEP Project Server 2003. Team members can then view project information in PWA, the Web-
based user interface they use to view assigned tasks. The Collaborate tab provides the means to set the path to
the Project Server so the client and server can communicate. Configure the tab as addressed.




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Figure 4: Collaborate Tab Settings




        1. Enter the following into the Project Server URL field: http://tlhmsproject/projectserver. Upon
           typing the Project Server URL, the Windows user account is automatically selected and displays
           FLORIDADEP\Your Username.
        Note: Once logged on to Project Server, the Identification for Project Server options is dimmed. Changing server
        identification thereafter can be done by closing/opening Project, choosing work offline. Then clear field.

        2. Now test the connection by pressing the button Test Connection - Checks whether the connection
           to Project Server is working properly and should result in a message like depicted in figure 5. This
           button only tests whether the specified Project Server exists. A successful connection test does not
           necessarily mean that your account has the appropriate privileges to connect to the specified server.
           Accounts and privileges are set up by the administrator in PWA.

Figure 5: Server URL Validation after pressing Test Connection




        3. Windows user account – This automatically completed field specifies that Project uses your
           Windows user account to identify you when sending a message in Project Server. DEP uses this
           account information for authenticating to the Project Server. Using this method, you are
           automatically authenticated when you access Project Server. Any messages you send displays the
           authenticated user account name.



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4. Check the Allow resources to delegate tasks using Project Server box- Allows resources to delegate tasks
to other team members in Project Server by using PWA. You can set task delegation options for Project Server,
which your team will use when delegating tasks in Project Web Access, for example, whether delegated tasks
are automatically accepted and updated. This check box is selected by default.
5. Press Set as Default. DEP uses these settings as the default for all users.
2.2 General tab
Use the General tab in the Options dialog box to enter, review, or change your preferences for the general
operation of P2003. This tab sets general options globally for Project as a whole. Select additional options, as
you desire. Those provided in this guide are recommended default settings.
        Note: After setting Collaboration options and connecting to tlhmsproject, the user name field will automatically
        display the account name that is being used to connect with.

Figure 6: Default Settings on General Tab




2.3 Calendar tab
DEP has standardized on date and time settings as depicted in the Calendar tab and addressed here. DEP work
week begins Friday and ends Thursday. The calendar year begins July and ends June. The default work week is
8:00 to 5:00, although some employees may work a variety of start/end work times. Where applicable, project
managers can adjust task / resource calendars for assigned team members that have unusual hours.
Ensure the checkbox is checked so that reports and project information presented displays the calendar date
versus the fiscal. Otherwise, you might have the calendar date of Sept. 11, 2005 displayed in a project as Sept.
11, 2006.
DEP defaults the work week to be 8 hours per day, 40 hours per week, and 20 days per month. Project allows
up to 16 hours of work to be recorded per day (or as set by the PWA administrator). The default setting allows
for a myriad of work arrangements to be accommodated by the given standard.



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        Note: The calendar options are all local settings, and apply only to the active project. If you want to make these
        settings the global default for all new projects, click the Set as Default button.

Figure 7: Calendar tab




2.4 Schedule tab
  The Schedule specifies global scheduling options for Project in general. The ―Show scheduling messages‖
    check box will allow P2003 to display messages about schedule inconsistencies, such as a successor task
    starting before the finish of the predecessor task. By default, this check box is selected.
  Scheduling options for <Project Name> - DEP has standardized on the default Days, Hours, and Fixed Work.
     Fixed Work is a crucial setting and should not be changed.
        Note: If the default task type is not set to Fixed Work, your project estimates may not properly reflect time for
        human resources used in the project.

  Check boxes – Specifies options for task dependencies, constraints, and estimated durations.
The Schedule tab is located on the Tools menu. Click Options, and then click the Schedule tab.




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        Note: The schedule options are all local settings, and apply only to the active project. If you want to make these
        settings the global default for all new projects, click the Set as Default button.

Figure 8: Schedule Tab




2.5 Calculation tab
The Calculation tab in the Options dialog box should be configured as depicted in the calculation tab image.
When changes to task dates, work estimates or durations are changed, Project will automatically update your
plan, as it should be. The only reason to change this is if you have a giant project and the automatic updates
might slow you down. Recommend this not be changed.
        Note: Calculation Mode should be set to “Automatic” and “All open projects” should be selected under
        “Calculate”.

  Select options for status and cost calculation.
  Specify schedule adjustments for early and late tasks.
  Choose the default method and baseline for earned value analysis.
  Define the default cost accrual method.
  Set preferences for critical task and critical path calculation.




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        Note: The calculation options are all local settings, and apply only to the active project. If you want to make
        these settings the global default for all new projects, click the Set as Default button.

Figure 9: Default Settings Calculation tab




2.6 Save tab
DEP no longer uses a shared project file (.mpp) location for project managers. Instead, all projects should be
stored on Project Server as this guide instructs. Projects should always be saved on the Project 2003 server by
default, unless the project manager purposefully uses ―Save to File‖ to store the project as a .mpp file on their
local hard drive. Project managers should use the Modify button to set where they wish project files to be stored
locally, when there is a need to do so.
Click Modify and setup a default local folder area on your local hard drive for when you wish to make
temporary copies of a published project or when you work offline.
        CAUTION: Be careful not to confuse your published project with the offline temporary backup. Failure to do so
        may overwrite your original version on the server.

  Set Auto Save options.
        Note: By default, “Auto Save” is not turned on. It is recommended that you turn this feature on.

Save every [x] minutes: Specifies that you want Project to automatically save your projects periodically. Select
the Save every check box, and then enter a time interval in the minutes box. Clear the check box if you do not
want your project to be automatically saved. By default, this check box is cleared.
Save Active Project Only: Saves only the active project at the interval you specify. By default, this option is
selected if the Save every [x] minutes check box is selected.


Last Updated: 01/20/2005                                                                                           2-19
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Save all open project files: Saves all open projects at the interval you specify. This option is available only if
the Save every [x] minutes check box is selected. By default, this option is cleared.
Prompt Before Saving: Specifies whether Project should prompt you before saving your project as a result of
the Auto Save function. By default, this check box is selected.
The Save tab is located on the Tools menu, click Options, and then click the Save tab.
        Note: All settings on the Save tab are local settings, and apply only to the active project. If you want to make
        these settings the global default for all new projects, click the Set as Default button.

Figure 10: Recommended Settings Save Tab




2.7 Interface tab
The Interface tab in the Options dialog box controls the Project Guide and the way that P2003 responds to
changes to task information. DEP does not presently display the Project Guide setting by default. The guide is
a help file designed to help step project managers through the correct sequence for creating, publishing, and
collaborating a plan. While many of the wizard steps Project 2003 offers through this guide are correct, they do
not reflect all the steps or sequences DEP has put in place. Avoid use of this unless DEP announces a modified
version to be used.
Turn off the Project Guide by clearing the checkbox next to ―Display Project Guide‖.
The Interface tab is located on the Tools menu, click Options, and then click the Interface tab.




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        Note: The Interface options are all local settings, and apply only to the active project. If you want to make these
        settings the global default for all new projects, click the Set as Default button.

Figure 11: Project Guide Settings on Interface Tab




Last Updated: 01/20/2005                                                                                          2-21
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3      Configure connection to project server account
In order for your P2003 client to interact with Project Server 2003, you must be linked to the server.
        Note: Prior to following the steps below, you should have completed your Options setup configurations already
        described. Minimally, complete the minimum setup of the Collaborate tab.

3.1 Set up connection information
        1. In P2003, click Tools, point to Enterprise Options, and then select Microsoft Office Project Server
           Accounts.
        2. Highlight http://tlhmsproject/projectserver, click Set as Default.
        Note: When http://tlhmsproject/projectserver is set as default, the word „Yes‟ appears under the Default
        column indicating that this is the default connection.

        3. Under When starting, select the Automatically detect connection state radio button.

Figure 12: Project Server Accounts




        4. Click OK to save the user account information.
        5. Close and restart P2003. When opening P2003, it will automatically connect to the Project Server. If
           the window hangs on Project Server Security Logon, click the Cancel button.




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Figure 13: Hanging Project Server Security Logon Box




Upon clicking Cancel, you will be prompted with the Project Server Accounts dialog box. Make sure
http://tlhmsproject/projectserver is highlighted and click the Connect button.

Figure 14: Project Server Accounts Choose Account Prompt




3.2 Add Project Server to trusted sites in Internet Explorer
To connect to the Project Server through P2003, the Project Server name must be list a trusted site in Internet
Explorer. It is done automatically by following these important steps:
        1. If prompted to add the Project Server to your trusted sites when opening P2003, click on the Make
           Server Trusted link in the Project Server Security Logon dialog box.
        2. Click Yes to add http://tlhmsproject/projectserver, to Trusted Sites.




Last Updated: 01/20/2005                                                                                   3-23
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Figure 15: Make Server Trusted




Figure 16: Confirmation to Add Server to Trusted Sites




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4     Optional – access via Outlook
4.1 Outlook add-In
Although there is an optional Outlook add-in that provides the user the ability to bring project tasks into
Outlook‘s calendar, and also sync up with other project functions, DEP has determined that the feature is
difficult to use and will not be promoted. However, the following procedure is recommended for users of Project
Server, as a convenient way to quickly access their home page or their time sheet.
4.2 Recommended Outlook folder link to PWA
Take the following steps to access the Project Server via Outlook.
        1. Right click your Inbox within your Outlook account and click New Folder.

Figure 17: Outlook right-click Inbox and click New Folder




Figure 18: Outlook creates new folder




        2. Give your new folder a name that reminds you of its purpose and click OK.
        3. Right click on the newly created folder and click properties.



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       4. Select the Home Page tab, and enter web address of the project server page you wish to ‗jump‘ to
          when the folder is clicked. We recommend:
          http://tlhmsproject/projectserver/Home/HomePage.asp.
       5. Ensure you check the Show home page by default for this folder checkbox. Click OK.

Figure 19: From Home Page Tab, enter desired Project Server address




       6. Now, click on the folder, and you‘ll be taken to the PWA home page right within Outlook.

Figure 20: Example outlook folder rendering a PWA page when clicked.




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5     Setting up a project on Project 2003 Server
Project Professional, if connected to the server in accordance with this guideline, will automatically load a blank
enterprise project plan preformatted to contain the DEP standard required project fields. DEP may also have
sophisticated project templates available that not only conform to the required minimum fields, but are already
populated with tasks for a particular type of project. These types of specialized templates are not available
directly from Project Professional, but must be obtained through the PM web site or as announced by the PWA-
Administrator. Project Server enforces the standard set of fields through use of an Enterprise Global Template
by preventing non-standard fields from being added or deleted by a project manager. These blank starter project
files include required Enterprise Custom Fields, Enterprise Outline Codes, and Enterprise Calendars that are
specified within the Enterprise Global Template.
5.1 Create a new enterprise project by using Project Professional 2003
        1. Open P2003.

        2. On the File menu, click New or click on the ―New‖ icon             on the menu bar.
        3. When starting a new project, you are prompted with the project information window. Verify that the
           current date is correct and set the desired start date.
        Note: Status Date, Calendar, Schedule From and Priority fields should be left at their default settings.

Figure 21: Project Information Prompt




        4. Click the Value dropdown for the Project Type custom field. Select the appropriate project type
           from the dropdown list. Click OK.
        5. Click the Value dropdown for the Production Status custom field. Select the appropriate status for
           your project.



Last Updated: 01/20/2005                                                                                           5-27
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Figure 22: Project Information Prompt




        Note: The #ERROR codes are normal indicators until your project is saved with a baseline. These codes will
        contain values once the baseline is saved.

5.1.1    Saving projects
The first time you save a project to the Project Server database from Project Professional, you create the
Published version of the project.
        Note: Saving a project to the enterprise is called “publishing”. It should not be confused with “collaboration”,
        which is the actual process of making all tasks known to team members via timesheets. “Publishing” saves it to
        the server and creates a Windows SharePoint shared library for the specific project.

        1. When finished entering the information into the project, on the File menu, click Save to save the
           project to the Project Server database.
        Caution: Do not click Save as File, since this will create a non-server based project file (.mpp) on your local
        drive. Only use the Save as File only when you purposely have reason to create such a local file.

Figure 23: Save to Project Server Prompt




        2. Type a name for your project in the Name field.
        3. The remaining fields should be left at their default settings. Do not select the Administrative check
           box. This is for Administrative type projects only.
        4. Click Save. This saves your file directly to the Project 2003 Server database and creates a Windows
           Sharepoint shard library for your new project.




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6    Setting up a project’s associated Web Sharepoint
     workspace area
A Project Workspace exists for each project saved to the Project Server database. They are configured
automatically when the project is first saved.
The Project Workspace is a feature of Windows SharePoint Services that stores documents, issues, risks, and
other default Windows SharePoint Services features for projects that are saved to the Project Server database.
Project Managers can access the Project Workspace directly to access documents, issues, risks, team events,
discussions, surveys, etc.
Project managers should visit their Project‘s workspace area and populate the shared document library area with
the project templates needed throughout the course of the project (e.g. SOW, needs assessments, minutes, and
the like).
6.1 Standard PM templates
Project templates and associated boilerplates can be obtained by visiting the PM site is located at:
http://www.dep.state.fl.us/pm/default.htm. The Application Development website at:
http://www.dep.state.fl.us/applications/default.htm. These sites contain project management and application
development documents needed by most projects, to include project .mpp file templates that might be
appropriate to use for the project plan itself.
6.1.1    Uploading templates to your project Sharepoint workspace
Unfortunately, getting documents physically into the project‘s shared document library within Sharepoint
requires more than just opening a document from your hard drive, network, or web page and saving it into the
shared location. In fact, you can not directly save any file straight into the location unless you opened it from the
shared document. The good news, it only takes a very few steps to collect and place the typical templates needed
for a project into the shared library:
        1. Locate the desired documents and templates on the PM or Applications web site.
        2. Right click the document link and select Save and save the desired documents to your local drive.
        3. From PWA, select the Documents menu and then your project to be taken to your shared library.
        4. Upload your documents into your shared library, creating folders to organize them as desired.
Once you have the desired templates and other project documents in your shared library, you may open them in
their respective application (e.g. Word, Excel, etc.) to create, update, and save them from that point on within
your library.
6.2 Set up and configure the project’s issues log
Issue tracking is an integral part of DEP project management. DEP has established standards for what minimal
fields are required in order to collect the information desired by EPM. The PWA Administrator has created
standard issue and risk logs based on the minimum data fields required. All new projects created will
automatically have the correct issue and risk log settings effective 1 November 2005. Earlier projects require
project managers to manually establish their logs in accordance with enterprise templates. Contact the PWA
Administrator regarding issue and risk log settings or changes.




Last Updated: 01/20/2005                                                                                     6-29
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Figure 24: PWA Issues Page for a particular project




6.2.1    Configuring and customizing to the DEP standard issue log
DEP establishes the standard set of required fields project managers should use when setting up their Issue Log.
Refer to the appendix for steps required to setup your project‘s issue log.

Figure 25: View of a particular issue from a given issue log




6.3 Set up and configure the project’s risks log
Risk tracking is an integral part of DEP project management. DEP has established standards for what minimal
fields are required in order to collect the information desired by EPM. Refer to the appendix for steps required to
setup your project‘s Risk Log.




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Figure 26: PWA Risks page for a particular project




Project Professional and users can create risks. Risk tracking allows you to record, escalate, share, update, and
analyze project-related risks from within Project Professional and Project Web Access. A Risks section on the
PWA Home page indicates the number of active risks that are currently assigned to the user who is logged on.
6.3.1    Configuring and customizing to the DEP standard risk log
DEP establishes the standard set of required fields project managers should use when setting up their risk log.
Refer to the appendix for steps required to setup your project‘s risk log.




Last Updated: 01/20/2005                                                                                   6-31
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Figure 27: PWA Risks page for a particular project




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7       Setting up e-mail and other alert notifications
All users of PWA can configure the types of e-mail notifications and reminders they want to receive. Project
managers can also establish what alerts they receive as well as which ones they demand from team members.
The most important consideration by a project manager is how much email they want the team members to get.
If team members are sent an email for every little change in a project, they may become complacent, not reading
the mail. Team members can control a lot of the mail they may get, but not all. It is recommended that members
be emailed upon the first collaboration so they know timesheets are posted, but then minimize the mail to just
those critical things like status reports and late steps.
7.1 Configure e-mail notifications for yourself as a team member
        1. On the PWA Home page, in the side pane, click Alert me about my tasks and status reports.
        Note: The e-mail address to which alerts are sent is listed on the Alert me about my tasks and status reports
        page next to e-mail address.

        2. To configure alerts for tasks, expand Alert me about my tasks, and configure the alerts as you
           desire.
7.1.1    Unsubscribe from personal e-mail notifications
        1. On the PWA Home page, in the side pane, click Alert me about my tasks and status reports.
        Note The e-mail address to which alerts are sent is listed on the Alert me about my tasks and status reports
        page next to e-mail address.

        2. To unsubscribe to alerts for tasks, expand Alert me about my tasks and clear the check box(es) for
           the specific type of alert from which you want to unsubscribe.
        3. To unsubscribe to alerts for status reports, expand Alert me about my status reports and clear the I
           receive a new status report request check box.
        4. Click Save Changes.
7.2 Configure notifications and reminders for your resources
Users of PWA who manage resources can configure e-mail notifications and reminders to be sent to their
resources when specific actions occur.

Figure 28: Send e-mail in the specified frequency for upcoming tasks…




If you want to receive e-mail alerts at specified intervals for overdue tasks, under Send e-mail in the specified
frequency for overdue tasks …, select the appropriate check boxes to set e-mail alerts to be sent when tasks are
overdue (and again when the overdue task is completed) and select the appropriate option to set the alerts to be
sent to only you, only to your resources, or both to you and your resources. You can also specify the number of
days past the due date for the overdue task at which the alert is sent and the frequency at which reminder e-mails
are sent until the task is complete.




Last Updated: 01/20/2005                                                                                        7-33
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Figure 29: Send e-mail in the specified frequency for overdue tasks…




If you want to receive e-mail at specified intervals for tasks that require updates, under Send e-mail in the
specified frequency for tasks requiring updates…, select the appropriate options to set e-mail alerts to be sent
when a task is started, but has no reported actual work, and have the alerts sent only to you, only to your
resources, or both to you and your resources. You can also specify the number of days after the task has started
at which the alert is sent.

Figure 30: Send e-mail in the specified frequency for tasks requiring updates…




        5. To configure alerts for your resource‘s status reports, expand Alert me about my resources’ status
           reports, and configure the following:
If you want to receive e-mail immediately when your resources send a status report, under Send e-mail
immediately when my resources…, select the check box to set e-mail alerts to be sent when your resources
submit a status report..

Figure 31: Send e-mail immediately when my resources…




If you want to receive e-mail at specified intervals for upcoming status reports, under Send e-mail in the
specified frequency for upcoming status reports…, select the appropriate option set e-mail alerts to be sent
when a resource‘s status report is due and have the alerts sent only to you, only to your resources, or both to you
and your resources. You can also specify the number of days in advance of the due date for the status report at
which the alert is sent.




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Figure 32: Send e-mail in the specified frequency for upcoming status reports…




If you want to receive e-mail at specified intervals for overdue status reports, under Send e-mail in the
specified frequency for overdue status reports…, select the appropriate options to set e-mail alerts to be sent
when a resource‘s status report is overdue (and until the status report has been sent) and have the alerts sent only
to you, only to your resources, or both to you and your resources. You can also specify the number of days past
the due date for the status report at which the alert is sent and the frequency at which reminder e-mails are sent
until the status report is submitted.

Figure 33: Send e-mail in the specified frequency for overdue status reports…




        6. Select the language in which you want to receive your alerts from the Preferred e-mail language
           drop-down list.
        7. Click Save Changes.
7.2.1    Unsubscribe your resources from e-mail notifications
        1. On the PWA Home page, in the side pane, click Alert me about my resources on tasks and status
           reports.
        2. To unsubscribe to alerts for your resource‘s tasks, expand Alert me about my resources’ tasks and
           clear the check box for the specific type of alert from which you want to unsubscribe.




Last Updated: 01/20/2005                                                                                    7-35
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8      Developing the project plan
8.1 Standard steps you should follow when developing a project
The following proven methods are the best way to develop your project plan. Project managers should enter
project data in the order provided below to assure the most efficient and predictable outcome as it relates to how
Project Professional calculates time, work, and duration:
1. Enter all tasks in the likely order that they should chronologically occur.
2. Assign predecessors to each task as necessary to show dependencies from one task to another regarding
scheduling.
3. Estimate the amount of work (effort hours) each task is expected to require resources to complete.
4. Apply the appropriate productivity factor to the duration to get a realistic period the tasks will take to
complete.
5. Add resources to the project and assign one or more to each task as necessary to get the job done.
When building your new plan, Project Server will not preserve any additional columns added to your plan from
your Professional client. Contact the PWA Administrator with any request for changes to the standard set of data
columns offered by the global template on any view. However, there are times where you should or may wish to
temporarily add a column to review its data, print, or otherwise make use of the information. You can expect to
get a message indicating the fact that the column will not be saved with your project. This is normal, simply
press OK and continue your work.

Figure 34: Error Adding Column




        Note: Project managers should become familiar with the many views available to them. Most data desired can be
        obtained simply by viewing an existing View from the View Bar.

8.2 Plan development Step by step
        1. Create tasks using the default Task sheet with the Entry table showing. In the Task Name field, enter
           tasks. Indent to create summary tasks when needed.

Figure 35: Default Task Sheet




        2. Indicate task dependencies between tasks by assigning predecessors to applicable tasks.
        3. Enter the amount of effort hours required to complete each task in the Work column.

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        4. Determine productivity factor. Click Insert on the menu bar and select Column. Add 75%
           productivity from the Field name: dropdown. If a Systems resource is used, use the 50%
           productivity.
        Note: DEP has standardized on 75% productivity for the general employee, and a 50% productivity factor for
        technical networking staffs. Productivity is defined as how efficient an employee is able to apply 1 hour of effort
        toward a 1 hour task. Because phones ring, emails must be answered, and other work distractions occur, the
        average employee can only get 45 minutes of perfect work done within an hour of time. The factor is used to help
        project managers produce a more realistic schedule expectation for tasks and therefore finish dates on the overall
        project.

Figure 36: 75% Productivity Column




        5. Adjust the Duration by copying and pasting the values from the 75% Productivity column into the
           Duration column for each task. Repeat this process for any 50% productivity inputs needed. The
           Duration times should increase proportionately. When done, highlight any inserted productivity
           column and press the Delete key on your keyboard to remove these temporary columns as you
           continue to work. Milestones tasks should always have Work and Duration fields set to zero

Figure 37: Copy 75% Productivity to Duration




        6. Only after tasks, predecessors, work estimates, productivity factors/durations are entered into your
           plan, do you then add resources and then assign them to specific tasks.
        7. See the Assigning Resources to Projects section for this very important final step on building the
           initial project plan.




Last Updated: 01/20/2005                                                                                          8-37
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9       Resources types
9.1 Overview
During the course of building a project plan, the project manager needs to identify and assign available skilled
resources to project tasks. This is a critical step, performed as the last thing done after tasks, processors, work,
and duration.
Resources are first assigned to the plan through the Build Team function within Project Professional, and then
subsequently each specifically identified resource(s) is then selected on for each task in the Resource Name
field. The next section will detail how to use the Build Team function.
Assigning resources to projects is a skill in itself that all project managers should master.
This section defines the various classifications used by DEP to identify resources. It introduces the use of an
enterprise resource pool to allow access to resource selection by project managers. Follow-on sections provide
specific instruction on how project managers should build their team of skilled resources that are available to get
project tasks done when scheduled.
9.2 Understanding types of resources
There are enterprise resources comprising both real and generic types. There are local resources that may also be
real or generic. Project managers should understand the different types of resources and their purpose. The
difference between enterprise and local resource types will be explained.
Microsoft Project Server stores enterprise real and generic resource information within the Enterprise Resource
Pool, a read only project file whose purpose is provide an enterprise resource sheet, listing each resource
(generic and real) so project managers can access the pool to select resources for assignment to their individual
projects. Local resources are stored only on the local project‘s resource sheet and may be of the generic or real
resource type.
9.3 Generic and real resources
9.3.1    Generic resources
Generic resources are a new type of resource added to Microsoft Project Professional. Generic resources support
skill-based resource assignment and replacement by allowing organizations to define and save frequently used
skill or code profiles.
Generic resources can be thought of as placeholders and, because they are not actual resources, Microsoft
Project Server accounts are not created for them and assignments are not sent to them via Microsoft Project
Server. When it is not clear specifically which person will be assigned to a particular task, but it is clear what
sort of skills are required, it would be appropriate to assign a generic resource to the task. This provides a
number of benefits:
  The task work will be defined.
  Approximate costs for the skill can be used to create a budget.
  Total skill assessment can be made.
  Predictions for future skills can be reviewed.
  The capacity of the whole organization can be reviewed against demand.
Project managers may find it practical to allow a mixture of real and generic resources within their project plans.
For long projects, it might be appropriate to assign generic resources tasks that are 3 to 4 months out, instead of
committing a real resource. Then, as each month goes by, replace the generic resource with a real resource that
is skilled and available to perform the task.

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Figure 38: Enterprise generic resources




BIS stores enterprise generic resources in the enterprise resource pool, using the naming convention ‗zz-‘ in
front of an identified skill (e.g. ―Oracle Application‖). You can also identify a resource as generic using a new
field called Generic. In the Resource Information dialog box on the General tab, you can also choose to make
a resource generic. This dialog box is initiated by double-clicking on the Resource Name from the Resource
View.
9.3.2    Real resources
DEP defines real resources as those listed employees or in house contractors having a valid network account, e-
mail account and are available to be assigned tasks across several projects. Typically, real resources are best
used by making them available via the enterprise resource pool. These resources are real and can be emailed and
given timesheets on the Project Server, actively participating online with their project managers. However, there
are a few occasions where a real employee or in house contractors might be listed only on the local resource
sheet of a project, and thus be considered a local resource. That‘s explained under Local Resources.
9.3.3    Identifying resource types
To help the project manager rapidly identify exactly what types of resources are being used within the project
team, the Indicators column in the Resource Sheet provides a graphical indicator as shown:
     Local A single-head icon: A local resource to the project that does not exist in the Enterprise Resource
     Pool. Local resources only appear in the list on the right.
     A double-head icon: A generic resource in the Enterprise Resource Pool.
      Both a single- and a double-head icon: A generic resource local to the project and not a generic resource
     in the Enterprise Resource Pool.
  No icon: A resource in the Enterprise Resource Pool.
9.4 Local resources
Local resources only exist on the project plan‘s local resource sheet, not the enterprise pool. Local resources can
be real or generic. As with enterprise resources, these resources may be either generic or specific named
resources. As an example, an outside contractor hired temporarily to teach 20 hours would not have a DEP
network account and would not be expected to report actual work to the project manager through the Microsoft
Project Server timesheet. The contractor would be considered a local real resource. The project manager defines
the resource locally—that is, it will only exist in that specific project plan. In this case, the manager will input
actual hours on behalf of this contractor, unlike an enterprise real resource, who will do this for themselves.
Another example is when a project manager has a 20 hour testing task whereby 5 testers are assigned to test an
application. It is unrealistic to require these five real resources (unless already established as enterprise
resources) to log their efforts through the server. Instead, the project manager could create a local generic
resource called ―testers‖, in order to ensure the 20 hours of effort is recorded. The manager would input the
actual work to account for the time.




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10 Building the team and assigning resources
As a project manager, you‘ll use the Build Team feature in Project Professional to add team members to your
project based on any number of parameters, including resource skills and resource availability. The resources
returned for selection are all part of the enterprise resource pool and the list will not include any local resources,
either material or non-material. You will then assign the resources to the desired tasks.
        Note: Although there is a Build Team in PWA that provides handy matching, searching, and analytical features, it
        is not recommended. Use the Project Professional full-featured Build Team from Enterprise to perform your
        resource staffing requirements.

Before you use the Build Team feature to staff projects ensure you‘ve defined the tasks, linked dependencies
estimated effort hours, and factored productivity when arriving at a duration.
        Note: A project‟s duration is based on the availability of the resource(s) you assign to each task. Until you have
        applied estimated work loads to a task and the dependencies between each task, you‟ll not get an accurate
        projection of how long the project will take to complete.

10.1 Using proposed and committed booking types
By assigning resources to projects without committing them, you can track potential resource assignments for
projects that are still in the proposal phase.
Proposed and committed booking type functionality provides the following benefits:
  When proposed resources are assigned to tasks, entries for the tasks do not appear in the resources‘ timesheets.
  Proposed booking enables project managers to simulate workloads while a project is still in the proposal
     phase.
  Project managers can use combinations of committed and proposed resources to perform analysis when
     various projects are competing for the same resources.
  Specific resources can be designated as proposed for one project and committed for another. When a proposed
     resource is committed to a project task, the resource is automatically notified of the task assignment the
     next time the project is collaborated.
  All resource types (actual or generic) can be assigned a booking type.
Proposed booking is different from generic resource assignments. Generic resources are effective for specifying
the type and number of resources that are needed for a project and when they are needed, while proposed
booking is effective for planning how to staff a project with real people based on the required skills and
availability. Because proposed booking implies a reserved assignment state, those resources are not officially
committed to a project. Therefore, a project manager might want to use proposed booking to plan and track
multiple competing or overlapping scenarios simultaneously.
All resources, by default, are assigned using the Committed status. This indicates that the individual resource has
been confirmed as a working resource to the project. If the project manager did not receive authorization yet to
assign that resource to a particular task in his project, the project manager should change the status of booking to
Proposed. You can change status on the Build Team dialog under the Booking column of the Team Resource
area.
Committed resources receive task timesheet notices and can submit timesheet updates to the project manager,
whereas Proposed resources do not receive task timesheet notices, so they cannot submit actual work to the
project manager.




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10.2 Building project teams
Use the Build Team from Enterprise feature to select resources from the list of resources in the Enterprise
Resource Pool to be assigned to your project team based on the requirements you set in the Build Team dialog
box. It does not assign resources to tasks.
The Build Team function is to allow the selection and placement of all the skilled enterprise resources desired
for the project into the project‘s resource sheet. Assignments of specific resource(s) to specific task(s) is later
accomplished by using the Task Form or the Resource Name column dropdown.
You use the Build Team to:
  Add named resources to your project team based on their current workload and availability.
  Add generic resources to your project team.
  Replace or match generic or actual resources with named resources with the required skills
  Remove team members.
10.2.1 To use Build Team from Enterprise
        1. Open P2003 and connect to Project Server.
        2. On the Tools menu, select Build Team from Enterprise to open the Build Team. Use the key
           combination Ctrl+T as an alternative way to open the function.




Last Updated: 01/20/2005                                                                                     10-41
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Figure 39: Build Team dialog box




Resources from the enterprise resource pool already part of the project team will be grayed out in the resource
list in the left-hand pane.
        Note: Enterprise Resource Pool resources are grayed out in the resource list in the left pane, if they already exist
        in the local project‟s resource sheet.

        3. In the Build Team dialog box, under Filter enterprise resources, select a filter from the Existing
           filters drop-down list, or in the sequence indicated by the Build Team image, create your own custom
           filter to help narrow the list of qualified resources that have the skills you need.
        4. Select the Available to work check box to specify whether a resource should be filtered for work
           availability during a specific period of time. To use this option, specify the amount of time the
           resource will be required to work, for example 16 hours (16h) or 12 weeks (12w), and then use the
           From and To calendar options to specify the period of time during which they will be needed. When
           you are finished, click Apply Filter. This is an important step, since you want to ensure the
           skilled resource is available at the time you provide.
        5. Select Include proposed bookings when determining availability and total assigned work to
           indicate whether proposed assignments should be considered when filtering for availability and work.




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10.2.2 Adding named resources to the project team
Once the list of resources have been filtered down to those few having the skills and are available for work
assignment, you can then proceed to add them to your project team.
While Build Team allows you to add the necessary skilled and available resources to your local resource sheet, it
does not specifically assign each resource to a task. Specific task assignments are performed as a later task in the
resource assignment process.

Figure 40: Applying a filter in Build Team




        1. Select one or more of the filtered resources from the left pane display.
        2. Click Add to move the selected resource name to the right hand panel as a project team member.
10.2.3 Selecting resources based on current workload and availability
It is possible to select resources based on their current workload and availability. This filter is always available,
whether or not other filters are applied to the list of resources. This filter searches through the non-material
resources available in the Enterprise Resource Pool and selects resources with remaining availability equal to or
greater than the number entered for the Work Required value between the dates specified.
        Note: You will not be able to use this method to select resources if you select the Connecting across a WAN
        option in the Project Server Accounts dialog box.

To determine resource availability based on their current workload
        1. In Project Professional, point to Tools, and then select Build Team from Enterprise.
        2. Select the resources that you want to include and click Graphs.
        3. Choose the Remaining Availability, Work, or Assignment Work graphs to determine which
           resources are available given their current workload.




Last Updated: 01/20/2005                                                                                       10-43
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        Note: You can select multiple resources and then click Graphs to display data for all of the selected resources.

Figure 41: Availability graph




  Graphs. When the Graph button is clicked, Build Team will display a new graphical dialog box, offering,
    types of line charts: Work, Returning Availability, and Assignment Work. You can select these by using
    the dropdown box. Next to the box are the standard zoom controls that allow the timescale of the chart to
    be increased or decreased. The graph shows one line for each resource that is highlighted in the Build
    Team dialog box—for example, either or both local and enterprise resources. The list of the resources
    selected appears on the right of the chart, each with a checkbox. Initially all the boxes are checked, but any
    or all of these can be cleared. There are two different types of graphs that can be shown:
  Work. What is the effort from assignments that have been made?
  Availability. What capacity remains for further assignments?
The standard zoom controls allow the timeline to be expanded or contracted and the actual values for each line
in the chart shown in a tabular form at the bottom.
This feature can, for example, be used to select a group of resources, perhaps with a specific skill (and located
by using a filter on the appropriate field). All of them can be highlighted and the Graph option selected. The
chart will then show the availability for all the resources over the required timeframe. The optimum choice of
resources can then be selected after considering all the options in a rapid way
10.2.4 Adding generic resources to your project team
If you know the skills required by your project, but you have not identified the best resources for your project
team, you can use the Build Team from Enterprise feature to assign generic resources based on the skill sets
defined in your project.
        1. In Project Professional, point to Tools, and then select Build Team from Enterprise.
        2. Under Group by, select Generic.

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        3. Collapse the –No entry section because it does not apply to generic resources.
        4. From the list of generic resources, select a resource.
        5. Click Add.
        6. Continue this process until you have added all generic resources required by your project to your
           project team.
10.2.5 Replacing generic resources with named resources
After you identify the right skill set for your project and assign a generic resource to each task in the plan, you
can replace generic resources with named resources. This method is most often used when the project began as a
template that also defined the skills required to perform specific tasks.

Figure 42: Replacing Generic Resources




To replace generic resources with named resources
        1. In Project Professional, point to Tools, and then select Build Team from Enterprise.
        2. Select the generic resource you wish to replace from the list under Project team resources.
        3. Click Match to have Build Team from Enterprise find all of the resources in the Enterprise
           Resource Pool that have the same skill set. Resources in the Enterprise Resource Pool that match the
           skills defined by the generic resource appear in the left pane under Filtered Enterprise Resources.
        4. Click on the resource with which you want to replace the generic resource, and then click Replace to
           add this resource to the project team and replace the generic resource in the project with this resource.
        5. Click Details to view a resource‘s data, including available units, costs, etc.
        6. Click Graphs to view one or more resource‘s availability.
10.2.6 Removing team members from project
You can use the Build Team from Enterprise feature to remove resources from the project team. To remove
team members from the project team:


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        1. In Project Professional, point to Tools, and then select Build Team from Enterprise.
        2. Under Project team resources, select the resource that you want to remove and click Remove.
        Note: If the resource in your project team is the correct resource, but the resource‟s data is incorrect, consider
        modifying the resource‟s information in the Enterprise Resource Pool instead of removing the team member from
        the project team. You can also use the Assign Resources option, which keeps actual work associated with
        resources, but moves any remaining work to the new resource.

10.2.7 Resource graph
Project managers can always benefit by using the resource graph to see the peak usage rate of a particular
resource as a histogram. Over allocated resources are displayed in red text and the amount of over allocation is
displayed as red on the graph. Use this resource view to display information about a single resource or group of
resources over given time periods. If you have assigned different resources, use the horizontal scroll bar on the
left side under the resource name label to see the others.

Figure 43: Resource Over allocation View




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11 Saving a project baseline
11.1 Importance of a baseline
A baseline is a snapshot of the schedule and key elements of a project plan at a given time. A project baseline
contains start/finish dates, costs, and estimated work, along with other important information about a project
plan.
As work progresses on a project, circumstances almost always arise that require the originally scheduled
activities to be modified. As you begin to record actual start and finish dates for tasks, unless you are able to
perform project planning miracles, some of these dates will differ from the originally planned dates. As you
enter the actual dates, project reschedules successor activities and milestones to reflect the changed
circumstances. The saved baseline is your only record of the plan as it existed when project execution began.
11.2 Saving a baseline
Project managers should save a baseline as one of the last steps before project plan collaboration. Since a
baseline creates the metric for reporting project status, it‘s important to ensure a baseline is established before
plan execution.
The original baseline is simply called Baseline. Up to 10 additional versions of a project‘s baseline can be saved
under the names of Baseline 1, Baseline 2, and so forth. You can use these extra baseline versions to capture
progressive snapshots at important junctures during either the planning or execution phases of the project. You
might also occasionally need to make major revisions in the project plan because of scope changes, unforeseen
changes in the availability of key resources, and so forth. You, the project sponsors, and other decision makers
might then decide that saving a new baseline based on the revised schedule would be more relevant for reports
and comparisons than the original baseline. This is often called re-baselining the plan. In the event that you
decide to re-baseline the project, you should first copy the original primary baseline to one of the other baseline
versions so you have a record of the original plan. For all baseline versions, the task and resource baseline fields
include rolled-up summaries of the assignment baseline fields. Thus, the task baseline fields include the sum of
the work and the cost of each assignment. The resource baseline fields include the sum of all assignment
baseline values for each resource.
Follow these steps using P2003 to save baseline data, or to copy baseline data from one version to another:
        1. Chose Tools, and then select Build Team from Enterprise.
        2. Select Tracking and then Save Baseline to display the Save Baseline dialog box.
        3. Ensure Baseline is the term in the Save Baseline dropdown list and the Entire Project radio button is
           highlighted.
        4. Press OK to save your baseline.




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.Figure 44: Save Baseline Dialog Box




11.3 Clearing baselines
You can remove the saved data from any of the baseline versions, for all tasks or for just the tasks that you have
selected, by choosing Tools | Tracking | Clear Baseline. You can select the baseline version you want cleared.
To clear one of the mini-baseline date sets, select it in the Clear Interim Plan text box. The default is Entire
Project, but if you have selected specific tasks that are the only ones to be cleared, you should choose Selected
Tasks. You can restore the cleared data if you execute Edit | Undo immediately after using the Clear Baseline
command.

Figure 45: Caution Dialog against overwriting a current baseline




Figure 46: Clear baseline dialog




        CAUTION: Be really careful you don‟t accidentally clear the primary baseline after you are past the planning
        stage. If you choose to clear it on purpose, be sure that it‟s backed up in one of the other baseline versions.




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12 Collaborating the plan
12.1 Executing the plan on Project Server
After the project plan is built and a baseline saved, the plan is ready for the final step to begin execution of the
project: collaboration. Up to this point, the project plan was only published (saved to the server). However,
resources were not notified nor were team member timesheets available for recording actuals.
12.2 Collaboration steps
A project manager collaborates with all team members by the using the Collaborate menu item and selecting
one of several methods to publish assignments as identified below:

Figure 47: Collaborate | Publish | All Information




  All Information—Saves the tasks into the Project Server database repository and sends resource assignment
     messages to team members.
  New and Changed Assignments—Sends resource assignment messages to team members for those tasks that
    have been altered while the project schedule is open. This option has three sub options:
              Entire Project—Sends tasks assignment messages to the team for all changed tasks.
              Selected Items—Sends tasks assignment messages to the team for only those tasks that were
             specifically selected.
            Current View—Sends task assignment messages to the team for tasks that appear within the
             current filtered view of tasks.
  Project Plan—Saves the tasks into the Project Server database repository but does not send task assignment
    messages to team members.
  Republish Assignments—Re-sends all task assignments to all resources attached to the tasks.
            Entire Project—Sends tasks assignment messages to the team for all tasks.
            Current View—Sends tasks assignment messages to the team for only those tasks that appear
             in the filtered view.


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           Selected Items—Sends tasks assignment messages to the team for specific tasks that have been
            selected.
The project manager has one additional Collaborate menu function to notify team members they should provide
task progress. When you select the Request Progress Information menu, a new window appears that provides
you with three task options.

Figure 48: Collaborate | Request Progress Information menu option




Several of the Collaborate menu functions allow the project manager to use the Edit Message Text button to
modify the assignment message before it is sent to the team members.
The project manager will likely want to have an e-mail message broadcast to all team members the first time the
project is collaborated. Other times, the project manager may wish to simply publish changes without notifying
the member if the change is minor or members are aware that the change will occur. Avoid e-mail notification
unless they benefit everyone.




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13 Using PWA to aid project management
13.1 PWA parts and pieces
Upon project collaboration with team members, a project manager can begin using PWA as a vehicle to help
manage many of the project activities and responsibilities. There are a handful of key areas within PWA that a
project manager must learn to use to successfully. This section highlights the minimum information a project
manager needs to be familiar with or have a working knowledge of in order to properly manage a project server-
based project.
13.2 The Project’s home page
Project managers have a PWA home page that can be reached by visiting the following link:
http://tlhmsproject/projectserver/Home/HomePage.asp. It is highly recommended that project managers
create a linked bookmark on their web browser for easy access to their home page. The home page will provide
status task updates from team members, any new task the project manager personally assigned, any risks or
issues assigned and allows quick navigation to the rest of the PWA site where other related project information
is.

Figure 49: A project manager’s PWA home page




13.2.1 Project Center
The Project Center is where the project managers can access very detailed information about their projects. In
fact, the PWA administrator has set permissions so project managers can view any project from PWA. Project
Center provides the option to choose one of the handfuls of useful ‗views‘ that help report information about all
the projects shown.


Last Updated: 01/20/2005                                                                                 13-51
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Figure 50: Project Center




The default Project Center view is Cost. You may change the portfolio view of shown projects by clicking on
the Choose a view drop-down located in the upper right corner of the Project Center. PWA remembers your
changes until the next time you pick another view.

Figure 51: View Drop down located on Project Center




13.2.1.1        Project Center customized views
DEP has customized several views at the Project Center level. Like all DEP custom made views in both in
Project Professional and PWA, the ―_‖ underscore prefix is used to help make these specially made views stand
out.
The ―_Project Dashboard‖ view displays cost, work, and schedule indicators to indicate project status. Green
means the particular status is within 10% plus or minus of the baseline. Yellow is up to 20% out of range. Red
indicates 30% out of baseline range.

Figure 52: _Project Dashboard view




The ―_Slippage Summary‖ view is a customized view that uses indicators to show schedule status. Green means
less than 10 days task variance, yellow up to 20 days, red is up to 30 days, and the green happy face is if the
project is ahead of schedule.




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Figure 53: _Slippage Summary project view




13.2.2 Views available for specific projects
Once a specific project is selected from Project Center, project plan details can be reviewed.

Figure 54: Project Displayed in View a Project




The default view is the Tasks Summary view. You may change the view of your project by clicking on the
Choose a view drop-down located in the upper right corner of the View a project window.


Figure 55: Some of the many project level views




There are quite a few views available from the view selection dropdown, as depicted in the figure. DEP has
created two customized views to date.




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13.2.2.1        _Task Slippage Summary task view
The DEP customized view called _Task Slippage Summary provides a colored indicator to symbolize timely
starting of tasks within a specific project. Green means the particular status is within 10% plus or minus of the
baseline. Yellow is up to 20% out of range. Red indicates 30% out of baseline range.




13.2.2.2        _Over Allocations view
The _Over Allocations view provides views a quick way to determine if there are any resources over allocated
and on what specific task. The project manager can then take steps within Project 2003 to correct this condition.

Figure 56: Example _Over Allocation view showing an over allocation




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14 Managing and reporting tasks and timesheets
The PWA timesheet is a primary method DEP uses for team members to report effort hours they‘ve worked to a
project manager. Project managers can then accept/reject timesheets submissions. Once accepted, Project
Professional will open and the appropriate plan updated. Timesheet reporting is more specifically addressed in
the PWA User‘s Guide found on the following BIS Project Management web site
(http://depnet/bisnet/pm/default.htm). Refer team members to this document to prepare them for their
responsibilities if assigned project tasks.
14.1 Updating effort hours to the project plan
In the past, effort hours were submitted to project managers by team members via Excel spreadsheet or other
paper/electronic means. Project managers would then manually update their project plans with the effort hours
submitted by team members. Project Server 2003 uses managed time periods which now requires members to
post their hours on PWA. Project managers can no longer enter actual hours within Project Professional except
for local resource inputs. Modifying team member actuals within project professional will cause Project Server
to warn the manager that the server and project are ‗out of sync‘. If the manager synchronizes the two, the
project plan be changed to again reflect what the project server believes to be the real actuals. If in doubt to what
should be done, the PWA-Admin should be contacted before synchronizing the plan.
        Caution: Don‟t put actuals into the project plan except through PWA timesheet processes

Project managers will likely find team members having difficulty meeting required timesheet and status
reporting periods. It is important that project managers brief members initially, and then regularly on timesheet
reporting until members get habituated to proper and timely status and effort hour submission.
14.2 Managed time periods
DEP uses managed time periods for timesheet reporting. This means that team members and project managers
have a set number of open days to post their weekly work before the reporting period closes, preventing them
from further inputs. The PWA Administrator has established this time reporting period to be 14 days. Once the
timesheet reporting period is closed, team members can no longer enter hours. The project manager should
contact the PWA Administrator for assistance to coordinate a temporary re-opening of the closed period to
ensure hours are entered. Project managers should take corrective actions to ensure their team members do not
fail to enter hours within the standard reporting cycle.
14.3 Posting actual effort hours
Team Members (as well as project managers who have tasks as well) must document their hours against each
task via their PWA timesheets.
14.4 Processing task changes from the updates page
Project managers use the Updates area of PWA to accept or reject effort hours submitted by their team
members.

Figure 57: Updates menu is where project managers approve timesheets




Before team members can submit task changes, assignments must be published to the Project Server database
from P2003 so that the assignments will be visible in Project Web Access. If you know that team members have

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changed tasks, added new tasks, delegated tasks, or declined tasks, but the submitted changes are not available
on the Updates page, your team members might not have clicked Update on their timesheets.
14.4.1 To approve or reject task changes submitted by project team members
        1. On the PWA Home page, click the Updates section on your PWA Home page or click Updates in the
           top-level navigation.
        2. In the side pane, click View task changes submitted by resources.
        3. On the View task changes submitted by resources page, updates that are pending approval are
           displayed. Select the row for the task update that you want to accept or reject.
        4. In the Accept? column, select Accept or Reject from the drop-down list.

Figure 58: Accept/Reject on the Update timesheet grid




Accepting or rejecting a task update for an entire project or resource automatically accepts or rejects any subtask
updates that are associated with that project or resource. If you accept some subtasks, but reject others, the status
(Mixed) appears at summary levels.
        5. To accept all pending updates, click Accept All.
        6. When you are finished, click Update at the top of the page.
Project Server 2003 sends a status update for all approved or rejected tasks to the appropriate individuals, and
then opens Project Professional 2003 so that updates can be applied to projects. Accepted task changes are
displayed on the Updates page until the project is updated.
14.4.2 Applying task changes to projects
In order for you to track the status of tasks in projects for which you are responsible, and then report that status
to managers, task changes (after they are submitted by resources and approved) must be applied to projects.
After you accept or reject task changes, you can apply this information to a project by using the Update button
on the top of the Updates page in PWA. When you click the Update button, the project opens in P2003 and the
changes are applied. You can then adjust the project schedule to reflect the current task status and save the
project to the Project Server database.
Rejected task changes are returned to the team member by means of an e-mail notification. An icon appears in
the team member‘s timesheet in PWA that indicates that a task change was rejected. Task rejections that a team
member submits and that you reject reappear in the team member‘s timesheet. Accepted tasks are automatically
applied to the appropriate project; an icon appears in the Information column in P2003 next to the updated task
and a flag indicates that the task was updated, but has not yet been published to the Project Server database.
After the project is published to the Project Server database, all task updates in the project are saved and cannot
be rolled back. You can close a project without saving it to prevent a task change from being saved to the
project.
When you are satisfied with the updates that are applied to a project, you should publish the updated project to
the Project Server database. After the project is saved, the task changes are removed from your Updates list and
the information in the team member‘s task sheet changes from red to black text.




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15 Status reports
The Status Reports feature in PWA enables project managers to establish required status reports that must be
regularly submitted to provide information about the status of their tasks. When configuring status reports, you
can do the following:
    Specify the title of a status report and the frequency at which it must be submitted.
    Identify the team members who will receive and respond to the status report request.
    Specify the information that team members will report.
    Save and send the request.
        NOTE: Since team members already report hours via their timesheets, the status report should be designed to
        gather other crucial information/status during a recurring reporting period.

Status reports are typically submitted on a scheduled, recurring basis; for example, a project manager might
want to receive a weekly status report from each team member assigned to tasks in a project. The default status
report form includes headings such as Major Accomplishments, Objectives for the Next Period, and Hot Issues.
DEP has created some standard status report headings. Contact the PWA Administrator for requirements.

Figure 59: Accept/Reject on the Update timesheet grid




You can complete the following activities from the Status Reports page:
    Submit a status report Allows any project user to return a status request or define and submit a status
      report to any other selected project stakeholders. Users can respond to upcoming status report requests or
      create and submit an unrequested status report.
    Respond to a status report Allows you to reply to a status report sent to you by your project manager or
      from any other PWA user.
    Viewing an archive of submitted status reports        Allows you to view and edit sent and unsent status
       reports.



Last Updated: 01/20/2005                                                                                   15-57
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15.1 Submitting status reports
You can use the Submit a status report link on the Status Reports page in PWA to create status reports and
submit them to one or more PWA users.

Figure 60: Submit a Status Report




15.1.1 To create status reports
PWA guides you through the creation of a recurring status report. Use the steps given to help establish a status
report for your team members as soon as you publish team member assignments. In this way, the very first week
that passes, will require an initial report from members to you.
15.1.2 To view status reports responses
You can view status reports by clicking View Status Report Reponses from your team members on the status
report window sidebar. By clicking the document icon next to each member, you can see their specific
submission. By clicking the team status report, you can see a combined report.

Figure 61: Viewing individual and team status reports




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16 Project cleanup and archive
The closing stage includes final details for completing a project. Resolve any final project details, and obtain
customer acceptance of final deliverables. Conduct a Lessons Learned session, recording information about
areas for improvement and best practices. Make any final updates to the project plan.
Contact the PWA Administrator when a project is completed. The project manager or the PWA Administrator
opens the project plan itself in Project 2003 and reclassifies the project as Completed in the Production Status
field. The PWA Administrator will update the security setting for the closed project so only Executives,
Portfolio Managers, and Administrators can view the project and all artifacts.
Contact the PWA Administrator regarding what current access is in place for users to view or obtain copies of
project material, since these processes are maturing during our deployment phase from November 2005 through
February 2006.




Last Updated: 01/20/2005                                                                                   16-59
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17 Backup and recovery procedures
Microsoft Project 2003 saves project plans along with issue logs, risk logs, and status reports that are linked to
your project plan inside a SQL database. Although project plans can be opened with Project Professional, they
are, in fact, only part of a larger whole, your project.
17.1 System level backups
The Project Server database system backup schedule is as follows:
  A full system backup each weekend.
  Four daily incremental backups; 9:00 a.m., 11:00 a.m., 1:00 p.m. and again at 3:00 p.m.
A full or partial recovery of the Project Server database will only take place as a last resort; after all other less
dramatic steps are taken to recover individual projects. It is very likely that some timesheet data entry by team
members and modifications made to one or more project plans will be lost if a full/partial recovery of the
database is made. This is to be expected since any work past a given restore is lost.
17.2 Project level backups
Project managers are encouraged to first make a current/updated local backup of any project they intend to
significantly modify as a form of ‗self-recover‘ should they wish to revert back to the original project before
changes were made. There are manual recovery methods, there are local backup recovery steps that the PM and
PWA-Admin work together to recovery if needed, and then catastrophic database recovery procedures.
17.2.1 Manual recovery of the original project contents by the project manager
Project managers should make a printout of their most updated project right before making any small,
incremental changes to their project. If the original project data needs to be recovered, the PM simply uses the
printed copy of the original plan to manually reset the project to its original state.
17.2.2 Local project file backups by the project manager
New draft project plans not yet collaborated are the simplest to backup. At this stage, project plans do not have
any other information (i.e. timesheets, risk and issue logs, etc.) tied to the project and server. Project managers
are encouraged to make a currently updated local backup of their project plan right before significant changes
are made, as a form of self-recover‘ should they need to revert to the unmodified copy. Should recovery be
required (e.g. the PM can not reasonably manually undo the changes made), the PWA-Admin will need to assist
in the recovery. The PWA-Admin will delete your old project from the server, leaving the project‘s WSS
document library in tact. After your project is republished to the server, the correct WSS library must be
manually relinked. The PM may have to reestablish some permissions and other personalized settings that affect
access to WSS by team members and links from the project to specific risks and issue logs. Additionally, any
team member actuals after the backup was made and before recovery will be lost, requiring reentry by team
members. This level of recovery should only be done if a manual resetting by the PM is not possible or
acceptable to the PM. Contact the Project Web Administrator (pwa@dep.state.fl.us) regarding any need to
restore a project plan.
17.2.2.1         Creating a Personal Backup of your Project Plan
Steps to backup your project plan:
        1. Open Microsoft Project 2003
        2. Connect to \\tlhmsprojectserver as you normally would.
        3. Open the desired project to back-up. Project file is displayed.



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        Note: Ensure your project is updated with the latest timesheet data from team members before saving.

        4. Click on File | Save As




        5. Click on Save as File.
        6. Save As File dialogue window. Save project with, select:
              Currently loaded global items (as displayed below)




                NOTE:      The Save As File dialogue window defaults to “Global items except enterprise codes.

        7. Click OK.
        8. Save As dialogue window. Select a location to save to. It can be either your local C drive or an
           accessible network resource.




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        9. Click on Save.
17.2.3 Critical Project Server database recovery
Restoration of the Project Server database is only performed by Systems after approval by the Systems
Administrator. A full and/or incremental database recovery will potentially affect all projects and data on the
Server. A full or partial database recovery is only performed when all other recovery methods have been tried
without success or when a disaster has caused the loss of the database itself. Data is restored up to the latest full
and appropriate incremental backup. All Project server data that might exist past that recovery point will be lost.
The PWA-Admin will coordinate with all Project Server project owners ensure all other methods of recovery
have been exhausted before requesting approval for a Systems recovery to minimize the effects of data loss and
to ensure the recovery method chosen services the best good.




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18 GLOSSARY
Actuals
Actual effort hours recorded by team members indicating the time they worked on a particular assigned task. It
is also the real work performed by local real and generic resources that might be entered by the project manager.
Allocation
The percentage of a resource's capacity that is designated for a specific assignment
Baseline
The original project plans [up to 11 per project] used to track progress on a project. The baseline plan is a
snapshot of your schedule at the time that you save the baseline and includes information about tasks, resources,
and assignments.
Chart
A view or part of a view that represents project information graphically. For example, the Gantt Chart view
consists of a sheet and a chart pane where tasks are represented as horizontal bars.
Combination View
A view containing two views. The bottom pane view shows detailed information about the tasks or resources in
the top pane view. For example, the Task Sheet view could be in the top pane and the Resource Sheet view in
the bottom pane.
Cost Accrual Method
Determines when the cost for a resource is incurred and when actual costs are charged to a project. You can
incur costs at the start [Start] or finish [End] of a task or prorate them [Prorated] during the task.
Critical Task
A task that must be completed on schedule for the project to finish on time. If a critical task is delayed, the
project completion date might also be delayed. A series of critical tasks makes up a project's critical path) and
critical path calculation.
Earned Value
A measure of the cost of work performed up to the status date or current date. Earned value uses your original
cost estimates saved with a baseline and your actual work to date to show whether the actual costs incurred are
on budget.
Form
A type of view that gives you detailed information about an individual task or resource.
Graph
A view [such as the Resource Graph] that presents schedule information graphically.
Task
An activity that has a beginning and an end. Project plans are made up of tasks.




Last Updated: 01/20/2005                                                                                   18-63