<Client> Enterprise Project Management

<Client>Enterprise Project Management Microsoft Project Server 2010 Project Server Administrator Training Composed by FirstName LastName Month yyyy

Course Outline • Module 1 Introduction to the Training • Module 2 Introduction to Project Server • Module 3 Project Server Administrator Role • Module 4 Project Administration • Module 5 Resource Administration • Module 6 Global Maintenance Administration • Module 7 Global Setup Administration • Module 8 Project Server Security Model

Module 1 Module 1 Introduction to the Training • Topic 1.1 – Logistics - Class Goals & Guidelines Module 2 Introduction to Project Server Module 3 Project Server Administrator Role Module 4 Project Administration Module 5 Resource Administration Module 6 Global Maintenance Administration Module 7 Global Setup Administration Module 8 Project Server Security Model

Class Goals and Guidelines Topic 1.1 – Logistics - Class Goals & Guidelines

Class Logistics • Class Goals • 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 • Facilitator will provide hands-on training • Rules of the road • 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 NOTE: 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 Introduction to the Training Module 2 Introduction to Project Server • Topic 2.1 – Project Server Concepts Module 3 Project Server Administrator Role Module 4 Project Administration Module 5 Resource Administration Module 6 Global Maintenance Administration Module 7 Global Setup Administration Module 8 Project Server Security Model

Introduction to Project Server Topic 2.1 – Project Server Concepts

System Overview

Security Access Model

High-Level Project Lifecycle

Module 3 Module 1 Introduction to the Training Module 2 Introduction to Project Server Module 3 Project Server Administrator Role • Topic 3.1 – Administrator Role Overview • Topic 3.2 – Categorized Administrator Functions • Topic 3.3 – Administrator Functions Summary Module 4 Project Administration Module 5 Resource Administration Module 6 Global Maintenance Administration Module 7 Global Setup Administration Module 8 Project Security Model

Project Server Administrator Role Topic 3.1 – Administrator Role Overview Topic 3.2 – Categorized Administrator Functions Topic 3.3 – Administrator Functions Summary

Administrator Role Overview • Project Server Administrator • Before working through training material that is designed to provide an understanding of the each of the functions of a Project Server 2010 Administrator, a list of the Project Server 2010 Administrator role will help clarify the functions required of the Project Server Administrator. • This module provides information on the role of the Project Server Administrator. To fulfill this role you will need to have the appropriate administrative permissions. These rights are provided by adding you to the Project Server 2010 “Administrators” Security Group. • As a member of the Project Server 2010 Administrators Group, you will inherit all of the full administrative features needed to fulfill this role when using either Project Web App or Project Professional 2010. • NOTE:If the ‘Server Settings’ link is visible in the Quick Launch Navigation Bar of Project Web App and when you select that link, there are minimal options available (3 or 4 at the most), then you do not belong to the Administrators Group and you cannot perform administrative actions.

Categorized Administrator Functions • To fully appreciate the role of a Project Server Administrator, a full list of the administrator functions performed by the Project Server Administrator needs to be examined. • A number of the Administrative functions may not be available, as the associated features may have been turned off or the features have not been initially configured at the global level (e.g. Strategy). • However, a full list of the functions that can be performed by a Project Server Administrator has been included in the Training Workbook document.

Categorized Administrator Functions • The Project Server Administrator role can be a busy one. • To properly understand the role, it helps to separate the functions into five categories: • Project Administration • Resource Administration • Global Maintenance Administration • Global Setup Administration • Security Model Administration

Categorized Administrator Functions • Project Administration • The following is the list of possible Project related Administrative tasks: • Connect to Project Server via Project Pro • Create a New Project in Project Server 2010 • Import a Project to Project Server 2010 • Delete a Project • Force Check-in a Project • Create an Enterprise Project Template • Update an Enterprise Project Template

Categorized Administrator Functions • Resource Administration • The tasks under the Resource related administrative process include: • Manage Active Directory Synchronization • Create or Update a Work (Person) Resource • Create a New Generic Resource • Force Check-in a Resource • Set Resource to Inactive • Delete a Resource

Categorized Administrator Functions • Global Maintenance Administration • The tasks under the Global Maintenance related administrative process include: • Manage Jobs in the Project Server Queue • Backup Project Server Data Manually • Restore Project Server Data • Manage PWA Views • Create a Lookup Table to Support a Custom Field • Create an Enterprise Custom Field • Create a Formula for an Enterprise Custom Field • Update a Lookup Table that Supports a Custom Field • Modify the Enterprise Global Template • Create an Additional OLAP Cube • Configure the OLAP Cube Data Parameters

Categorized Administrator Functions • Global Setup Administration • The tasks under the Global Setup related administrative process include: • Create or Update an Enterprise Calendar • Manage Quick Launch Bar Links • Enable Email Alerts and Reminders • Backup Project Server Data by Scheduling

Categorized Administrator Functions • Security Model Administration • Summary information provided under the Security Model Summary related administrative information include: • Individual Users • Security Groups • Security Categories • Category and Global Permissions • Configuration

Administrator Functions Summary • As can be seen by the full list of Administrator functions, there are many tasks and actions that are required of the Project Server Administrator. • While many of the administrative processes are required primarily at the outset of deploying an Enterprise Project Management solution based on Project Server 2010, the Project Server Administrator role is still challenging, when taking into account the number of ongoing administrative functions that need to be performed.

Module 4 Module 1 Introduction to the Training Module 2 Introduction to Project Server Module 3 Project Server Administrator Role Module 4Project Administration • Topic 4.1 – Connect to Project Server via Project Pro • Topic 4.2 – Create a new Project in Project Server 2010 • Topic 4.3 – Import a Project to Project Server 2010 • Topic 4.4 – Delete a Project • Topic 4.5 – Force Check-In a Project • Topic 4.6 – Create an Enterprise Project Template • Topic 4.7 – Update an Enterprise Project Template • Topic 4.8 – Managing Project Active Cache Module 5 Resource Administration Module 6 Global Maintenance Administration Module 7 Global Setup Administration Module 8 Project Server Security Model

Project Administration Topic 4.1 – Connect to Project Server via Project Pro Topic 4.2 – Create a new Project in Project Server 2010 Topic 4.3 – Import a Project to Project Server 2010 Topic 4.4 – Delete a Project Topic 4.5 – Force Check-In a Project Topic 4.6 – Create an Enterprise Project Template Topic 4.7 – Update an Enterprise Project Template Topic 4.8 – Managing Project Active Cache

Connect to Project Server via Project Pro • Logon to you computer using your Windows User ID. • Select Start  All Programs  Microsoft Project 2010. • Select Ribbon  File (Tab)  Info  Manage Accounts. • At the ‘Project Server Accounts’ dialog box, Select the [Add] button.

Connect to Project Server via Project Pro • Setup up your Account as follows: • Account Name: (e.g. Your FirstName LastName) • Set the ‘Microsoft Project Server URL:’ details:http://projsvr.domain.com/pwa • Select the ‘Set as default account’ check box. • Click on the ‘Account Properties’ [OK] button to complete the account settings process. • Click on [Yes] to Acknowledge HTTPS message. • Confirm ‘Use my default account’ radio button has been selected (the default). • Click on the [OK] button to close the ‘Project Server Accounts’ dialog box. • Close Project Professional 2010 to allow the changes to take effect. Before these settings take effect, Project Professional 2010 must be closed. Use the File  Exit option.

Connect to Project Server via Project Pro • If prompted to save the default project named “Project1” that is opened when Project Pro is opened, click on the [No] button. • Project Professional 2010 will need to be opened again to test out that the connection has been established. • Select from the Menu Bar, File  Open. Confirm that the Project Server 2010 file open dialog box is displayed. Congratulations, you have connected to Project Server!

Create a new Project in Project Server 2010 • In Project Professional 2010, click on File (Tab)  New  Available Templates (Section)  Project Server Templates. • From the ‘Templates’ Dialog Box, select “PMI Process Template”. • Click on [OK] in the ‘Templates’ dialog box.

Create a new Project in Project Server 2010 • Verify that the ‘Training Project Template’ WBS (Work Breakdown Structure) displays.

Create a new Project in Project Server 2010 • Click on File (Tab)  Save. • Enter a Project Name and update other Project Information as needed the click on [Save].

Create a new Project in Project Server 2010 Care: While this creates a Project Schedule based on an Enterprise Project Template, it is important that the following steps (not detailed here), be performed by the Project Manager: • Update Resource Assignments • Confirm Task durations • Set a Baseline • Confirm Project Level Information • Re-save the Project Schedule • Publish The Project Schedule (Once ready to be made public) • Each of these steps is usually performed by the Project Manager.

Import a Project to Project Server 2010 • If Project Professional 2010 is not already open, select Start  All Programs > Microsoft Office  Microsoft Project 2010. Note: The following process (Steps 2 through to 7), need only be performed the very first time that a Project needs to be imported via Project Professional 2010 to Project Server 2010. • From the ‘Quick Access Toolbar’, click on the down arrow and select ‘More Commands…’. • Select ‘All Commands’ from the ‘Choose commands from:’ dialog box. • Scroll down and locate the ‘Import Project to Enterprise…’ option. • Click on the [Add>>] button to add the item to the Quick Access Toolbar. • Optionally use the Up or down arrow to move the item along the Toolbar. • Click on the [OK] button to complete the process. Note: The above process (Steps 2 through to 7, need only be performed the very first time that a Project needs to be imported via Project Professional 2010 to Project Server 2010.

Import a Project to Project Server 2010 Note: Prior to importing a Project, it will need to be opened from the local or network file location in Project Professional 2010, while connected to Project Server. • If not already open, activate Project Professional 2010. From the Ribbon, click on File (Tab) Open. • From the left navigation bar of the ‘Open’ dialog box, use the navigation options to select the Project Schedule file that is to be imported. • Select the Project File to be opened then click on [Open]. Note: For this exercise, the following Project Professional 2010 base Project Schedule has been created for your Project Import process: Import Project Wizard Project Plan.mpp The training instructor will provide details on the location of that file. Please copy it to your local Desktop before stepping through the Import exercise.

Import a Project to Project Server 2010 • The Project should be open in Project Professional 2010.

Import a Project to Project Server 2010 • From the ‘Quick Access Toolbar’ (located at the very top right of the screen), click on the [Import Project to Enterprise] option (Icon Button), to activate the Import Project Wizard’. The Project Guide should appear down the left side of the page, displaying Step 1 of the Import Project Wizard. • Click on the ‘Map Resources…’ link. • Take note of the options available. • Select the appropriate Resource Mapping related options. Then click on [OK] to continue. • Once Resources have been mapped, click on the ‘Continue to Step 2’ link to proceed. • Step 2 of 5 of the ‘Import Project Wizard’ Project Guide labeled ‘Confirm Resources’ may display relevant information in the main content area, if there are any issues. • If there are any error displayed, work through list and correct all errors.

Import a Project to Project Server 2010 • When all is correct, continue to Step 3. • Step 3 of 5 of the ‘Import Project Wizard’ Project Guide labeled ‘Task Field Mapper’. If local custom fields are available, click on the ‘Map Task Fields…’ link. • Match local custom fields to Enterprise fields where available, then click on [OK]. Otherwise, click on [Cancel]. • Step 4 of 5 of the ‘Import Project Wizard’ Project Guide labeled ‘Confirm Tasks’ also displays relevant information in the main content area. • Attend to any Import errors. Click on ‘Continue to Step 5’. • Step 5 of 5 of the ‘Import Project Wizard’ Project Guide labeled ‘Save Project to Project Server’. Click on the ‘Save As…’ link.

Import a Project to Project Server 2010 Care: Please use the ‘Save As…’ link when ready to continue.Also, use a defined naming convention for Project names.

Import a Project to Project Server 2010 • Enter a Project Name of: ‘Project Manager Import – FL’ (Where FL = First Name Initial and Last Name Initial)

Import a Project to Project Server 2010 • Note the status indicator at the base of the Project Schedule while the Save is occurring. Care:Monitor the Save process status along the base of the Project Schedule, making sure it completes before proceeding with any other actions. • Step 5 of 5 of the ‘Import Project Wizard’ Project Guide labeled ‘Save Project to Project Server’ should still be displayed. Click on the ‘Close’ option. Care:At this Stage, it is recommended that you step through the following processes: • Set Project Level Information • Assign Resources • Set a Baseline In particular, make sure the Project ‘Start Date’ has been set to a date close to today.

Import a Project to Project Server 2010 • From the Ribbon, click on File (Tab)  Open. • Confirm the Project Name is displayed. • Use Ribbon  File (Tab)  Close to close the Project Schedule. • Click on [OK] in response to the check in message. Care: It is important to use the Ribbon  File (Tab)  Close option to close the Project Schedule (rather than using the top right [X] button to close Project Professional 2010. Issues can occur with data save integrity, when the top right [X] button is used.

Import a Project to Project Server 2010 • Once the Project Import process has successfully run, the following items will have occurred: • Local Resources will have been replaced by Enterprise Resources. • Any calendar changes will have been managed. • Resources information will have been validated. • Any required Resource Custom Fields will have been assigned. • Any required Task Custom Fields will have been assigned. • Any Task errors will have been identified and addressed. • Any required Project level Custom Fields will have been assigned. • The Project will have been imported with the designated name. • Processes that do not occur upon importing a Project are: • The Project plan is not published in Project Server. • Assignments are not published in Project Server. Note: If a baseline is established prior to the import of a Project, re-confirm the baseline to ensure the Project cost and schedule have not been changed due to variations in Resource rates or Resource calendars that exist at the Enterprise level.

Delete a Project • From PWA, navigate to: Server Settings  Database Administration  Delete Enterprise Objects. • Select ‘Projects’ and then the deletion options. Then select the Project(s) to be deleted. Click on the [Delete] button.

Delete a Project CARE: • When selecting the ‘Delete projects from Draft and Published databases’ option, the deletion process totally removes the Project from Project Server 2010. Take care with this option. • If a Project Site associated with a Project being deleted is no longer needed, it is good practice to delete the Project Site as well to free up system resources.

Force Check-In a Project • From PWA, navigate to: Server Settings  Database Administration  Force Check-in Enterprise Objects. • Select ‘Enterprise Projects’ and then select the Project(s) to be checked-in. Click on the ‘Check-In’ option.

Force Check-In a Project • Click on [OK] to the warning message. CARE: Forcing the check-in of an Enterprise Project may cause the loss of data. Please make the Project Manager aware that the Project Schedule will revert to the state of the last Save to the Project Server 2010 databases and that data may be lost.

<Client> Enterprise Project Management