Methodology Overview
This methodology allows an organization to archive
completed projects in the production Project Server database, while only
allowing members of the Executives, Portfolio Managers, and Administrators
groups to view the completed projects using either Microsoft Project
Professional or Project Web Access. To use this methodology properly, there are
a number of required steps that the Project Server administrators and project
managers must perform initially.
Create a Custom Enterprise Project Outline Code
In the Enterprise Global file, the Project Server
administrator should create a custom enterprise Project outline code field
called Production Status and make it a Required code. The Production Status code
should contain a single outline level with the following outline codes in the
Lookup Table:
·
Planned
·
Production
·
On Hold
·
Cancelled
·
Completed
Create a Custom Category
In Project Web Access, the Project Server
administrator should create a custom Category called My Completed Projects.
Initially, this Category will not contain any projects. The Project Server
administrator should include the Project Managers group in this new Category.
In the Permissions section of the Add Category page,
the Project Server administrator should select each Group individually and set
the following permissions in the Permissions grid for each Group:
·
Open Project - Deny
·
Save Project - Deny
The above Permissions settings in the My Completed
Projects category will prevent all members of the Project Managers from seeing
the completed project in Microsoft Project Professional.
Set the Production Status for Each Project
After the Project Server administrator creates the
Production Status outline code and the My Completed Projects category, each
project manager in the organization must complete the following steps:
1. Open a project
in Microsoft Project Professional
2. Click Project
- Project Information
3. Select a value
in the Production Status outline code field to indicate the current status of
the project
4. Click OK
5. Click
Collaborate - Publish - Project Plan
6. Repeat this
process for every project that he/she manages
The above set of steps will “push” the latest
information for each project to Project Web Access.
Modify Project Center and Portfolio Analyzer Views
The Project Server administrator should create a new
custom Project Center view that includes the Production Status outline code and
should add this new view to only the My Organization category. This gives access
to the new View to only those in the Executives, Portfolio Managers, and
Administrators groups. The Project Server administrator should also modify all
of the default Project Center views in Project Web Access to exclude completed
projects by adding the following Filter to each view:
Production Status
Not equal to
Completed
Warning:
Do not exclude the completed projects from every Project Center view; otherwise,
no one will be able to see these projects, including members of the
Administrators group.
The Project Server administrator should also modify
Portfolio Analyzer views by adding the Production Status dimension to the Filter
fields drop area, which allows users of the Portfolio Analyzer to exclude data
for completed projects, if they wish to do so. In addition, the Project Server
administrator may want to create one or more custom Portfolio Analyzers views to
show Cost and Work for completed projects only.
Archive Completed Projects
When a project team completes a project, the project
manager should immediately do the following:
1. Open the completed project in
Microsoft Project Professional
2. Click Project - Project
Information, set the Production Status field value to Completed, and then click
OK
3. Click Tools - Build Team from
Enterprise
4. Set the Booking value for each
project team member to Proposed and then click OK
5. Click Collaborate - Publish -
All Information
6. Save and close the completed
project
Note: Step
#4 above is vital to the archiving process, as it will remove the task
assignments from each team member’s timesheet in Project Web Access for the
completed project.
After the project manager has completed the above
steps for the completed project, the Project Server administrator should
complete the following steps:
1. Log into Project Web Access with
administrator permissions
2. Click Admin - Manage security
3. Select the My Completed Projects
category and click the Modify Category button
4. In the Projects section, move
the newly-completed project to the Projects in this category list on the right
5. Click the Save Changes button
After performing the steps in each of the preceding
sections, only those in the Executives, Portfolio Managers, and Administrators
groups in Project Server will be able to access the completed project in Project
Server.