Client Enterprise Project Management Microsoft Project Server 2010

<Client> Enterprise Project Management Microsoft Project Server 2010 Team Member Training Composed by Wayne Walker Month yyyy

Course Outline o o o o Module Module 1 Introduction to the Training 2 Intro to Project Web App 3 Processing ‘Timesheets’ 4 Status Reports 5 Issues & Risks 6 Personal Settings 7 Project Center

Module 1 Introduction to the Training n Topic 1. 1 – Module Module 2 3 4 5 6 7 Logistics - Class Goals & Guidelines Intro to Project Web App Processing ‘Timesheets’ Status Reports Issues & Risks Personal Settings Project Center

Class Goals and Guidelines Topic 1. 1 – Logistics - Class Goals & Guidelines

Class Logistics o Class Goals n n o Minimize time impact upon employees Cover all material within the allotted time Provide sound Project Management related training that will aid with the integration of Project Server within the organization’s infrastructure Have fun! Class Guidelines n n Facilitator will provide hands-on training Rules of the road o o o NOTE: Please be on time for training A break each hour for 10 minutes (timely return requested) Turn off (or make silent), cell phones and pagers during class time For the sake of time, we will add all detailed questions to the “Parking Lot” to be addressed at a later time Please do not use the system outside of the training plan The screen images used in this course have been captured from a Windows 7 environment. Be sure to allow for differences in Menu/Dialog Box Selections when using other Operation System versions (e. g. Windows XP, Vista, etc…).

Module 2 Module 1 Intro to Project Server Module 2 Intro to Project Web Access n Topic 2. 1 – n Topic 2. 2 – Module Module 3 4 5 6 7 Connect via Project Web App The Home Page Processing ‘Timesheets’ Status Reports Issues & Risks Personal Settings Project Center

Intro to Project Web Access (PWA) Topic 2. 1 – Connect via Project Web Access Topic 2. 2 – The Home Page

Initial Access 1. Open Internet Explorer (Other Possible) 2. Enter the following URL: http: //<dnsentry>/pwa 3. Confirm display of the PWA ‘Home’ page. 4. Click on Project Center link. 5. Confirm the display of the Project Center “Grid”.

Component Naming Conventions

Intro to Project Web Access (PWA) Topic 2. 1 – Connect via Project Web Access Topic 2. 2 – The Home Page

The Home Page

The ‘Reminders Area’

The ‘Quick Launch Bar’

Module 3 Module 1 Module 2 Module 3 n n n n n Topic Topic Topic Module Introduction to the Training Intro to Project Web Access Processing ‘Timesheets’ 3. 1 – Intro to the ‘Timesheet’ & ‘My Work’ Areas 3. 2 – Updating Tasks and Administrative Time 3. 3 – Insert a Task 3. 4 – Create a New Task 3. 5 – Add Yourself to a Task 3. 6 – Insert Team Tasks 3. 7 – Insert Administrative Tasks 3. 8 – Insert a Personal Task 3. 9 – Reassign a Task 3. 10 –Remove a Task Assignment 4 5 6 7 Status Reports Issues & Risks Documents Project Center

Processing ‘Timesheets’ Topic Topic Topic 3. 1 – Intro to the ‘Timesheet’ & ‘My Work’ Areas 3. 2 – Updating Tasks and Administrative Time 3. 3 – Insert a Task 3. 4 – Create a New Task 3. 5 – Add Yourself to a Task 3. 6 – Insert Team Tasks 3. 7 – Insert Administrative Tasks 3. 8 – Insert a Personal Task 3. 9 – Reassign a Task 3. 10 – Remove a Task Assignment

Examine the ‘Timesheet’ Options 1. Access PWA via: http: //<dnsentry>/pwa 2. Select ‘Timesheet’ from the Quick Launch Bar.

Examine the ‘Timesheet’ Options 3. Note the Quick Launch Bar highlighting to indicate your current location. 4. Hover your mouse over a Ribbon Icon and be aware of the Ribbon Tool Tips. 5. Note the Keyboard Shortcuts in the Tool Tips.

Examine the ‘Timesheet’ Options 6. 7. 8. Note the ‘< Previous’, ‘Next >’ and ‘Select Period’ options in the Ribbon. Note the ‘Status Bar’ updates during Timesheet Period navigation. Be aware of the ‘Filter’ options in the Ribbon: n n n 9. All Incomplete Tasks Overdue Tasks Newly Assigned Tasks Completed Tasks No Filter Be aware of the ‘Group’ options in the Ribbon: n n Project Status

Examine the ‘Timesheet’ Options 10. Be aware of the ‘Show/Hide’ Section of the Ribbon: n n n Planned Overtime Non-Billable Totals Comment on Submit 11. Note ability to change ‘Units’. 12. Be aware of the ‘Export to Excel’ and ‘Print’ options in the Ribbon. 13. Note the Excel like features in the Content Grid. 14. Examine the Date field update assistance. Note the date picker. 15. Be aware of the ability to hide the Quick Launch Bar.

Examine the ‘Timesheet’ Options 15. Take note of the error awareness feature. Enter an incorrect value in a cell. Note the warning Icon. 16. Click on the cell in error and note the error help feedback. 17. Take note of the ability to adjust and hide columns. Click on the down arrow and note the options available. 18. Take note of the drag and drop functionality for rearranging columns. 19. Be aware that the ‘My Work’ Section in the Quick Launch Bar will allow you to get to the ‘Tasks’ area. 20. Note that the default ‘Layout’ displayed is the ‘Timephased Data’ layout. 21. Become familiar with the ‘Gantt Chart’ & ‘Sheet’ layouts.

Processing ‘Timesheets’ Topic Topic Topic 3. 1 – Intro to the ‘Timesheet’ & ‘My Work’ Areas 3. 2 – Updating Tasks and Administrative Time 3. 3 – Insert a Task 3. 4 – Create a New Task 3. 5 – Add Yourself to a Task 3. 6 – Insert Team Tasks 3. 7 – Insert Administrative Tasks 3. 8 – Insert a Personal Task 3. 9 – Reassign a Task 3. 10 – Remove a Task Assignment

Task & Administrative Time Updates 1. Access PWA via: http: //<dnsentry>/pwa 2. Select ‘Timesheet’ from the Quick Launch Bar.

Task & Administrative Time Updates 3. 4. 5. 6. 7. Navigate using the ‘<Previous’ & ‘Next >’ Icons in the Ribbon to a Timesheet Period that has a Project Tasks. Use the drag and drop technique to widen the ‘Task Name/Description’ column. In the right side time entry cells, update the hours for Project Tasks and for some Administrative Time cells. Drag the center splitter bar across to the right to display the ‘Process Status’ column. Note the Status Bar update. From the Ribbon, click on Timesheet (Tab) Submit (Section) Save (Icon).

Task & Administrative Time Updates 8. Take note of the ‘Process Status’ change and the Administrative Time updates. 9. From the Ribbon, click on Timesheet (Tab) Submit (Section) Send Status (Icon) All Tasks (Option). 10. If prompted by the Comments dialog box, enter an optional comment. 11. Take note of the ‘Process Status’ change.

Task & Administrative Time Updates Note: The following steps close out the Timesheet period using the ‘Send Timesheet’ option. 12. From the Ribbon, click on Timesheet (Tab) Submit (Section) Send Timesheet (Icon). 13. If prompted by the Comments dialog box, enter an optional comment. 14. When the Timesheet redisplays, note that it is no longer editable.

Task & Administrative Time Updates Note: The following steps work in the ‘Manage Timesheets’ area of the Quick Launch Bar, Settings Section. 15. From the Quick Launch Bar, click on Settings Manage Timesheets. 16. From the Ribbon, select Timesheets (Tab) Views (Section) Next 6 Months + Last 3 M. 17. Click on ‘My Timesheet’ for the Timesheet with a ‘Transaction Comment’ of ‘System generated automated approval’. 18. Click on the Browser [Back] button to return to the ‘Manage Timesheet’ page.

Task & Administrative Time Updates 19. From the Ribbon, click on Timesheet (Tab) Timesheet (Section) Recall (Icon). 20. In response to the message box, click on [OK]. 21. Note the new ‘Status’ of ‘In Progress’ and the ‘Transaction Comment’ is removed. 22. Click on ‘My Timesheet’ for the same Timesheet. 23. From the Ribbon, click on Timesheet (Tab) Submit (Section) Send Timesheet (Icon). Then click on [OK] to close the Comments dialog box.

Task & Administrative Time Updates 23. From the Quick Launch Bar, click on Settings (Section) Manage Timesheets. 24. Using a Timesheet with a ‘Status’ of ‘In Progress’, click on any column but the ‘Timesheet Name’ column. 25. From the Ribbon, click on Timesheet (Tab) Timesheet (Section) Recall (Icon). 26. In response to the message box, click on [OK]. 27. Note the new ‘Status’ of ‘Not Yet Created’.

Processing ‘Timesheets’ Topic Topic Topic 3. 1 – Intro to the ‘Timesheet’ & ‘My Work’ Areas 3. 2 – Updating Tasks and Administrative Time 3. 3 – Insert a Task 3. 4 – Create a New Task 3. 5 – Add Yourself to a Task 3. 6 – Insert Team Tasks 3. 7 – Insert Administrative Tasks 3. 8 – Insert a Personal Task 3. 9 – Reassign a Task 3. 10 – Remove a Task Assignment

Examine Collapsed Sections 1. Select ‘My Tasks’ from the Quick Launch Bar. 2. Click on the Task Name of one of your Tasks. 3. Expand ‘Transaction Comments and Task History’. (Examine features) 4. Expand ‘Attachments’. (Examine features) 5. Expand ‘Contacts’. (Examine features) 6. Expand ‘Related Assignments’. (Examine features)

Processing ‘My Tasks’ Topic Topic 3. 1 3. 2 3. 3 3. 4 3. 5 3. 6 – Introduction to the ‘My Tasks’ Area – Updating Task Assignments – Additional Task Assignment Info – Reassign a Task – Create a New Task – Delete a Task Assignment

Reassign a Task (Request) 1. 2. 3. Select ‘My Tasks’ from the Quick Launch Bar. Select ‘Reassign Work’ from the ‘Actions’ list or the Action Bar. To reassign tasks: 1. 2. 3. 4. 5. Scroll through the Task List. Identify the tasks for reassignment. From the right column click on ‘Select Resource’ to change it to a dropdown list. Scroll through the Resource List and select the person who consider should be assigned to the task. Continue the selection process until all selections for the identified tasks have been made. Set the reassignment Start Date. (Must occur before any reassignment tasks end). Add Comments the click on [Submit].

Processing ‘My Tasks’ Topic Topic 3. 1 3. 2 3. 3 3. 4 3. 5 3. 6 – Introduction to the ‘My Tasks’ Area – Updating Task Assignments – Additional Task Assignment Info – Reassign a Task – Create a New Task – Delete a Task Assignment

Create a New Task (Request) 1. Select ‘My Tasks’ from the Quick Launch Bar. 2. Select ‘Task’ from the ‘New’ list or ‘Create task under this project’ from the Project Name dropdown. 3. To create a new task complete fields: o o o o Project Name. Summary Task. New Task Name OR Existing Task Name. Start Date Finish Date OR Total Work. Add to Timesheet (Disabled) Comment (Optional) 4. Click on the [Submit] button.

Processing ‘My Tasks’ Topic Topic 3. 1 3. 2 3. 3 3. 4 3. 5 3. 6 – Introduction to the ‘My Tasks’ Area – Updating Task Assignments – Additional Task Assignment Info – Reassign a Task – Create a New Task – Delete a Task Assignment

Delete a Task (Request) 1. Select ‘My Tasks’ from the Quick Launch Bar. 2. Select the checkbox next to the Task Name to be deleted. 3. Select ‘Delete’ from the ‘Actions’ list or the Action Bar. 4. At the message box, click on the [OK] button. 5. Click on the [Submit Selected] button. 6. If the ‘Send Comment’ checkbox is selected, add a comment. Click on the [OK] button. 7. Ensure a red confirmation message displays. 8. Click on the ‘My Tasks’ link to refresh the Task List.

Module 4 Module 1 2 3 4 Intro to Project Server Intro to Project Web Access Processing ‘My Tasks’ Status Reports n Topic 4. 1 – n Topic 4. 2 – Submit Status Report Responses Submit Unrequested Status Report Module 5 Issues & Risks Module 6 Documents Module 7 Project Center

Status Reports Topic 4. 1– Submit Status Report Responses Topic 4. 2– Submit Unrequested Status Report

Examine Response Options 1. Select ‘Status Reports’ from the Quick Launch Bar. 2. Examine the ‘Requests’ section of the Status Report page. (Examine options) 3. Click on the ‘Actions’ option in the ‘Responses’ section Options Bar. (Examine options) 4. Click on the ‘Go To’ option in the ‘Responses’ section Options Bar. (Examine options) 5. Note the available tools in the Action Bar. 6. Click on the Status Report Name in the ‘Responses’ section the Status Report page.

Respond to a Status Report 7. To respond to a Status Report Request complete fields: o o o To (Copy people in, if you wish) Period (You can select another reporting period) Sections (Are those defined by the requestor. ) 8. Click on the [Send] button. Note: In the ‘Sections’ feedback area, you can add your own Sections. You can also use the text formatting tools to format the text style of your responses. The Project Manager will receive a response in their Status Reports ‘Responses’ section.

Status Reports Topic 4. 1– Submit Status Report Responses Topic 4. 2– Submit Unrequested Status Report

Submit Unrequested Status Report 1. Select ‘Status Reports’ from the Quick Launch Bar. 2. Click on the ‘Submit Unrequested Report’ option. 3. To create an unrequested Status Report complete fields: o o Title (Give your Status Report a name) To (Select who should receive the Status Report) Period (Define the period to reference) Sections (Define sections ) 4. Enter your status information in the section(s) 5. Click on the [Send] button.

Module 5 Module Module 1 2 3 4 5 Intro to Project Server Intro to Project Web Access Processing ‘My Tasks’ Status Reports Issues & Risks n Topic 5. 1 – Working with Issues & Risks Module 6 Documents Module 7 Project Center

Issues & Risks Topic 5. 1 – Working with Issues & Risks

Examine the ‘Issue’ Options 1. Access PWA. 2. Select your ‘Project Workspace’, by clicking on the Project Name. (Lower center ‘Content Area’) 3. Click on ‘Issues’ in the Quick Launch Bar. 4. Click on the ‘New’ option in the Options Bar. (Examine options) 5. Click on the ‘Actions’ option in the Options Bar. (Examine options) 6. Click on the ‘Settings’ option in the Options Bar. (Examine options) 7. Click on the ‘View: ’ dropdown list in the Options Bar. (Examine available Views)

Create an ‘Issue’ 8. Click on the ‘New’ option in the Options Bar. 9. Complete the appropriate fields: o Title (Give your Issue a name) o Owner (Enter, search and/or Check Names) o Assigned To (Enter, search and/or Check Names) o Status (Active, Postponed or Closed) o Category (Categories 1, 2 or 3) o Priority (High, Medium or Low) o Due Date (Optional / Enter or select – time available) o Discussion (Enter a description of the issue) o Resolution (Enter resolution if available, or leave blank) IMPORTANT: Ensure you assign the Issue to yourself! 10. Click on the [OK] button to create the Issue.

Examine ‘Issue’ Edit Options 11. View the edit options via the Issue Name dropdown list. (Examine Options) 12. Click on the name of the Issue just created. 13. Take note of, but don’t click on the ‘New Item’ option. 14. Click on the ‘Edit Item’ option. 15. Click on the ‘Attach File’ option. 16. Attach a file, if you wish. 17. Click on the ‘Delete Item’ option. Then click on [Cancel]. (Don’t delete the Issue). 18. Click on the ‘Link Items’ option. Note the listed Tasks.

Linking an ‘Issue’ 19. Select the ‘Project Tasks’ list down arrow. 20. Click on the task checkbox to link one or more tasks. 21. Click on [OK] to complete the link(s). 22. Note the linked elements. 23. Click on [OK] to save the Issue edits. NOTE: Using the same procedures: 1. 2. 3. 4. Create a ‘Risk’ Edit the ‘Risk’ Link the ‘Risk’ to other elements Save the ‘Risk’.

Module 6 Module Module 1 2 3 4 5 6 Intro to Project Server Intro to Project Web Access Processing ‘My Tasks’ Status Reports Issues & Risks Documents n Topic 6. 1 – n Topic 6. 2 – Working with Shared Documents Working with Project Documents Module 7 Project Center

Documents Topic 6. 1– Working with Shared Documents Topic 6. 2– Working with Project Documents

Examine ‘Document’ Options 1. 2. 3. 4. 5. 6. 7. Access PWA. Select ‘Shared Documents’ from the Quick Launch Bar. Click on the ‘New’ dropdown arrow in the Options Bar. (Examine options) Click on the ‘Upload’ option in the Options Bar. (Examine options) Click on the ‘Actions’ option in the Options Bar. (Examine options) Click on the ‘Settings’ option in the Options Bar. (Examine options) Click on the ‘View: ’ dropdown list in the Options Bar. (Examine available Views)

New Document & Folder 8. Click on the ‘New’ option from the Options Bar. 9. Save the new Word document 10. Click on the [Save] button. 11. Click on the ‘New’ option dropdown arrow. 12. Select the ‘New Folder’ option. 13. Name your new Folder. 14. Click on [OK].

Upload One or More Documents 15. Click on the ‘Upload’ option dropdown arrow. 16. Select ‘Upload Document’. 17. Browse to and select a document to upload. 18. Click on [OK]. 19. Click on the ‘Upload’ option dropdown arrow. 20. Select ‘Upload Multiple Documents’. 21. Expand the folder structure and select multiple files. 22. Click on [OK] for the upload. 23. Click on [Yes] for the warning message.

Documents Topic 6. 1– Working with Shared Documents Topic 6. 2– Working with Project Documents

Manage Project Documents 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Access PWA. Select your ‘Project Workspace’. Click on the Project Name. (Lower ‘Content Area’) Click on ‘Project Documents’. (Quick Launch Bar) Click on the ‘Upload’ option dropdown arrow. Select ‘Upload Document’. Browse to and select a document to upload. Click on [OK]. Decide on any document property updates Click on [OK]. Note: To delete a document, use the Project Name dropdown arrow and select the ‘Delete’ option.

Module 7 Module Module 1 2 3 4 5 6 7 Intro to Project Server Intro to Project Web Access Processing ‘My Tasks’ Status Reports Issues & Risks Documents Project Center n Topic 7. 1 – n Topic 7. 2 – Project Views in Project Center Filtering View Information

Project Center Topic 7. 1– Project Views in Project Center Topic 7. 2– Filtering View Information

Examine Project Center Options 1. Select the ‘Project Center’ link from the Quick Launch Bar. 2. Click on the ‘New’ option in the Options Bar. (Examine options) 3. Click on the ‘Actions’ option in the Options Bar. (Examine options) 4. Click on the ‘Go To’ option in the Options Bar. (Examine options) 5. Click on the ‘Settings’ option in the Options Bar. (Examine Options) 6. Select the ‘View: ’ dropdown list. (Examine available Views)

Examine Available ‘Views’ 7. Ensure the ‘Summary’ View is selected. 8. Select the ‘Schedule Progress Indicator’ View. 9. Click on a linked Project Name. 10. Select the ‘View: ’ dropdown list. 11. Select the ‘Tasks Tracking’ View. 12. Select the ‘View: ’ dropdown list. 13. Select the ‘Tasks Not Completed’ View. 14. Note the Task details

Project Center Topic 7. 1– Project Views in Project Center Topic 7. 2– Filtering View Information

Examine View Options 1. Return to Project Center and select the ‘Settings: ’ list from the Options Bar. 2. Select the ‘Summary’ View. 3. Select the ‘’Show on Menu’ option. 4. Select the ‘Filters’ option. 5. Select the ‘Auto Filter: ’ check box. 6. Select the ‘Project Name’ filter dropdown. 7. Select your Project from the ‘Autofilter’ list to filter on that Project. 8. Note the effects of filtering.

Exercises End Questions & Answers

Reference Books o Project Managers Step by Step – Microsoft Office Project 2007 n o Dynamic Scheduling n o By Lawrence P Leach Enterprise Architecture & Strategy n o By Lawrence P Leach Critical Chain Management n o By Eric Uyttewaal Project Management Office Lean Project Management – Eight Principals For Success n o By Carl Chatfield & Timothy Johnson By Jeanne W Ross, Peter Weill & David C Robertson 100 Questions to Ask you Software Organization n By Mark I Himelstein

Managing Notification Settings 1. In PWA Home, click on the ‘Personal Settings’ link. 2. Click on ‘Manager My Alerts and Reminders’. 3. Select the checkbox next to ' Send me a reminder when my status reports are due in…’ 4. Click on the [Save] button. 5. Click on ‘My Queued Jobs’. 6. Filter to ‘All Jobs’ if you wish. (Monitor Queue)

Setup Outlook Synchronization 7. Click on ‘Set Up Outlook Sync’ 8. Verify prerequisites. 9. Click on [Download Now]. 10. Click on [Run] x 2. (For Security responses) 11. Ensure Outlook is closed. 12. Click on the [Install] button. 13. Monitor progress. Then click on the [OK]. 14. Open Microsoft Outlook. 15. Monitor the connection indicator. 16. Close the Help file. 17. Note the ‘Import New Assignments’ and ‘Update Project Web Access’ Tool Bar options.

Setup Outlook Synchronization 18. Click on the ‘Import New Assignments’ option. 19. Enter the URL: http: //<DNSEntry>/pwa 20. Click on [Test Connection]. 21. Click on message box [OK] button. 22. Back at the ‘Enter Login Information’ dialog box, click on [OK]. 23. If assignments not available, click on the message box [OK] button. 24. If assignments are available, click on the ‘Import Assignments from Project Web Access’ dialog box [OK] button.

Setup Outlook Synchronization 25. Check that the assignments appear in the ‘Tasks’ area of Microsoft Outlook. 26. Double-click an assignment to view the PWA Task Update page. 27. Click on the ‘x’ icon to close the PWA Task Update page Note: While this process details the initial connection to Microsoft Outlook from Project Server 2007, it does not provide detail on updating time to task from within Microsoft Outlook. Refer to the Project Server Administrator for details on working with Tasks in Microsoft Outlook.