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ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc
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ProjectServer/Learning2003Actual/QuickCourse/TeamMembers.doc

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  • 1. Project Server 2003 Quick Course for Team Members™®© ™®©Guru! Software www.gurusoftware.com Last updated: April 1, 2004 PRINT OUT THIS COURSE & BEGIN USING
  • 2. TABLE OF CONTENTS (CONTROL-Click item below to go to item) INFORMATION FOR ENTERPRISE LEADER FOR SETTING UP THIS COURSE............................3 INSTRUCTIONS FOR THE SETTING UP A PROJECT FOR THIS COURSE .....................................3 INSTRUCTIONS FOR TEAM MEMBERS/RESOURCES USING THIS COURSE ..............................3 STARTING OUT WITH PROJECT WEB ACCESS .....................................................................................................................................................................4 TEAM MEMBER TIMESHEET ENTRY & MANAGER ACCEPTANCE ......................................................................................................................................................................8 STATUS REPORT REQUESTS OF TEAM MEMBERS & RETURN SUBMISSIONS ...................................................................................................................................................................12 2
  • 3. INFORMATION FOR ENTERPRISE LEADER FOR SETTING UP THIS COURSE 1. A URL (from the enterprise leader) needs to be available to team members/resources taking this course so they can connect to Project Server via Project Web Access (PWA). Perhaps the URL can be emailed to those taking the course. 2. The enterprise resource pool needs to have been created in Project Server by the administrator. 3. The team members/resources taking this course have been entered into the enterprise resource pool as resources, and also have accounts set up (at the team member group level) by the administrator. The team members’ email address should be included. (The team members are set up using Windows account type for working with Project Web Access; not Project Server type.)) INSTRUCTIONS FOR THE SETTING UP A PROJECT FOR THIS COURSE An administrator or project manager of the team members taking this course MUST do the following: • Create an enterprise project, select and assign team members/resources who will be taking this training course to one or more tasks, save it, and Publish the project to Project Server. • Create a Status report request (within that project) of the same team members/resources who will be taking this course. INSTRUCTIONS FOR TEAM MEMBERS/RESOURCES USING THIS COURSE Complete each of the tasks in the order below. When you are done with this Quick course, you can if you wish go onto the online Full course. 3
  • 4. STARTING OUT WITH PROJECT WEB ACCESS 1. Introduction to Project Web Access Ref: 2** (** These reference codes refer to the section of the Full Course of the online Team Member training provided by Guru! Software. By going to the Full course and clicking on the topic with this particular ID (i.e. reference #), you will see additional information about the topic beyond what is described in each lesson below.) You use the Internet Explorer browser to see and manipulate enterprise projects data stored in Project Server. The method of using IE to see enterprise project data is called "Project Web Access" (or "PWA"). You essentially open Internet explorer (IE) and then log onto the URL web address that will connect you to Project Server. 2. Launch Project Web Access Ref: 2a Launch Project Web Access (PWA) You launch Internet Explorer to log into the Project Server database, which contains the contents of Project Pro enterprise project files. This view of Project Server through Internet Explorer is called "Project Web Access" (or "PWA"); and is sometimes referred to as "the web client." In order to log onto Project Web Access, you have to have had a user account set up by the administrator to use PWA. (The administrator should already have done this for this course.) [NOTE: In this course you read anything that is in black text, and do anything in blue text. You are about to take a To Do action, which shows in blue text.] TO DO -Find out (e.g. from the administrator) what the URL is for the Project Server you wish to access. -Launch Internet Explorer 5.01 Service Pack 3 or greater. (To see which version you have select Help/About Internet Explorer when in IE.) -In IE type in the URL of the Project Server site. (Or click an email link in an email to the URL you might have received from your administrator or project manager.) Be sure to enter the URL exactly as provided, including any case sensitivity. Authentication – When you enter a URL to connect to Project Web Access, Project Server uses your account information to let you pass. In this course, it essentially uses your Windows log on account that you used to start up your computer, with the information to connect to Project Server. 4
  • 5. Since the course is using Windows authentication, you do not normally have to enter anything and you will connect directly to PWA in Internet Explorer after entering the URL web address. (If your account is set up as Project Server authentication, then you need to type in your user name and password as defined by the administrator, and click Go or hit the Enter key. You would have to get that information from the enterprise leader or someone else who might have that information.) The Project Web Access interface opens in the Internet Explorer browser. This interface gives you access to Microsoft Project file information (stored in Project Server) that relates to you; including tasks you have been assigned to in various projects. The Home page is the page you see. The Home link, the first link, is selected in the bar of links at the top of the page. “Home Page’ is selected as the current activity on the left. Save the URL Now let’s save the URL of this page as a Favorite in Internet Explorer so that you can easily use it again. Select the Favorites pull down menu in Internet Explorer, click Add to Favorites, rename the entry if you wish (e.g. “Project Server Quick Course”, select a folder (or double click a folder to select a subfolder), and click OK.) 3. Understanding the Home page and other Main Pages of Project Web Access Ref: 2b, 3 When Project Web Access opens, the Home page is the active page. The Home Page activity is now selected on the left side of the Home page. 5
  • 6. 1. Overview of the Home Page On the main part of the Home page you will see any alerts to actions that you need to tasks. The alerts are under headings Tasks, Status reports, Risks, Issues, and perhaps others. E.g. under the Tasks section you may see an alert that “you have 3 new tasks assigned to you.” 2. Overview of Main Pages Besides the Home page there are other links across the top of the page. Some of these correspond to the alert areas you see on the Home Page, such as Tasks, Status Reports, Risks, Issues, etc. As team member you will not see all of the headings that others can see. E.g. in the above picture you see headings for Projects and resources that you will not ordinarily be able to access. Here’s a summary of the pages that a team member can normally view. As you read these, try them out by clicking on their links at the top of the page in the link bar. The Home page (you’re already there, so you don’t have to do anything yet) is the personalized entry page to Microsoft Project Server data for you through the Project Web Access web interface, whether you are the project manager, a team member, or other stakeholder. Here you can see an overview of alert items that have changed since the last time you accessed Project Web Access. From here, you can navigate to the different functional areas of the data stored in Project Server. The Home page is thus the overview and starting point page for using PWA. Tasks (Click on the Tasks link at the top of the page.) This link enables you as team member/resource to see tasks assigned to you by the project manager(s) across one or more projects. It is also where you enter work that you have completed on task assignments across one or more projects. (Here you can also create new tasks in a project, delegate tasks you have been assigned to to others, is the starting point from which you can set up Microsoft Outlook 2003 to view 6
  • 7. assignments and enter completed work, provided these features have been enabled by the administrator or the project manager.) Status Reports (Try it!) This link enables you to see any status reports of your progress on your assignments requested of you by a project manager(s). Risks (Try it!) This link enables you to see any risk that have been established related to a project or task. Issues (Try it!) This link enables you to see any issues that have been established related to a project or task. 7
  • 8. TEAM MEMBER TIMESHEET ENTRY & MANAGER ACCEPTANCE 4. Team member views their assignments; and later enters timesheet actuals in PWA Ref: 4, 4a OVERVIEW -Once the project manager publishes the project plan, you as a team member/resource can see your assignments for the project in PWA (You will also be informed by the project manager via email of these new assignments.) -You can also enter actual completion information for an assignment on a task for the project. When you do so, it is submitted, and then must be approved by the project manager to be accepted as part of the project plan. In the following lessons, you will (1) view any existing assignments you have been assigned to by the project manager, you (2) will enter into your timesheet your completion of an assignment of a task, and then (3) you will submit the assignment for approval by the project manager. 1. View Your Assignments Let’s then see your task assignments across all projects: TO DO -If necessary, start up Internet Explorer. Type the Project Server logon web address. (If you don't know it, ask the administrator.) -On the Home page under the heading of Tasks, you will see a reference under the heading Tasks that you have been assigned to new tasks. Click the reference. The ‘View my tasks’ screen opens. Here’s how to go to the ‘View my tasks’ page another way: -(Do this) Click the Tasks link at the very top of the page. If necessary, click the side panel on the left click the View my tasks activity. The View my tasks screen opens. 8
  • 9. You See Your Assignments -From this screen you can see when you are scheduled to do various tasks. -You see a list Project files (and perhaps To Do Lists, and Administrative projects) that have tasks you are assigned to, or otherwise relate to you. Seeing Your Assignments for a Project(s) If you click the "+" button next to a project, you will expand the project to see the tasks you are assigned to in the current time period. (A task is not bold. Only the Project name, or a summary task that holds other tasks, are bold.) Navigating -You can scroll left and right in the bottom left of the view, as well as left and right in the bottom right of the view. You can also scroll up and down on the right side of the view. -You can move to another time period by clicking the left and right arrows in the upper right corner just above the grid of data. Timesheet and Gantt Chart View You can switch between Timesheet view and Gantt Chart view by selecting the activity on the left side of the screen. The Gantt View shows bars for the length of task on the right side; whereas the Timesheet view shows columns of time scaled data of work on the right. Switch to the Gantt view. Click on a task. Then click on the Go To icon on the toolbar above the grid. (It looks like a finger touching a bar.) The bar will come into view on the right for that task. This is a quick way to see the bar for a given task in the Gantt view. ---------------------------------------- 2. Enter the Completion of an Assignment Now we come to the key feature of Project Web Access for team members, where you enter your 9
  • 10. the work you have completed on your assignments. Depending on how the timesheets have been set up by the administrator, you can enter the completion of your work for the overall task, or your completion of work on a particular date (e.g. per day or week) of the task. Normally, you’ll enter completion info at the level of your overall assignment to the task, not on a day by day or week by week basis for that task. E.g. on task 6, “paint the walls,” you would enter that you have completed 100% of the work of your assignment on the task. You normally won’t be entering that you did 8 hours of work on Wednesday 4/1/04 on the task, unless the project manager has set it up this way, which is not the default method. TO DO -Click on the Timesheets action on the left -Select a task that you want to enter your actuals for. -Type in the appropriate data based on the following explanation: What data you enter is dependent on how the administrator set up the method for team members to enter information about actual work done. There are generally three possibilities; so read these over, and enter data as is appropriate. 1. If your project tracks percent work complete, your Timesheet or Gantt Chart includes the % Work Complete field. You use this field to enter percent complete on each of your assignments at this point, for example, 15%, 50%, or 100%. (Do the following:) Enter 100% for this task in the % Work Complete field, and hit the Enter key. OR 2. If your project tracks total actual work and remaining work for the reporting time period, your Timesheet or Gantt Chart includes the Actual Work and Remaining Work fields. Enter the amount of time you spent on each assignment in the Actual Work field. Enter the estimated number of hours needed to complete the assignment in the Remaining Work field. OR 3. If your project tracks hours of work done per time period (such as per day or per week), be sure that the Timesheet view is displayed (click Timesheet View in the side pane). Make sure that the proper time period is showing above the table. Click the blue left or right arrows to move back or forward in time to see the correct time period. Use the columns in the time-phased portion on the right side of the Timesheet view to enter the number of hours you spent on each assignment for each day or week. When you type it in, the data (e.g. “100%”) will be the color red, meaning that it has not yet been approved by the project manager (for the project involved for this task). -If you wish, enter the completion of assignment data for any other assignments. Updating Your Actual Entries Now you need to send this information (for the tasks you entered actuals for) to the corresponding project manager, for approval. You have two options at this point: to Save or Update. Save only saves the information you entered, but it does not send the information to the project manager for approval. You might want to do this because you are not quite ready to send the information to the manager, yet you want to keep and save what you have entered. Update All will send the information to the project manager(s) for approval of the actuals completion info you entered. (By the way, when you do an Update All it also includes a Save.) TO DO When you are done entering into the appropriate cells, click the Update All button at the top of the 10
  • 11. page. What Happens Next When you update, the project manager is informed of your changes, but those changes are not yet incorporated into his/her project file, nor is it published to Project Server fully so you see the full change. The project manager needs to accept or reject your actuals entries. If an entry you entered and sent to the project manager is accepted, you are not informed of the fact. If an assignment actual that you entered and sent is rejected, you will receive an email in your Inbox letting you know so. When the project manager accepts your assignments, you will see an icon to the left of that task in the View my tasks view indicating the acceptance. Also the 100% you entered will turn from red to black. Assignment actuals that aren’t accepted by the project manager remain red. (You will not be able to see the updated information obviously until the project manager(s) goes through the acceptance/rejection routine on his/her end. Then, after that, when you reenter Project Web Access at another time, you will see the changes in the ‘View my tasks’ view.) 11
  • 12. STATUS REPORT REQUESTS OF TEAM MEMBERS & RETURN SUBMISSIONS 5. Team Member fills out a Status report requested by a Project manager Ref: 6, 6a OVERVIEW The project manager will develop one or more status reports requesting information of you on your progress on the project(s) you are assigned to 9in projects of that project manager0. E.g. the project manager requests that you fill out a report once a week on your status of your accomplishments, hot issues, etc. on tasks you are assigned to on projects that are being run by that project manager. Let’s say that the project manager has sent you a status report that you need to fill it. Here’s how you discover this fact, and then we’ll show you how to fill out and submit the report to the project manager. TO DO Click on the Status Reports button at the top of the Project Web Access page. Any status reports that you need to fill out are listed on the left. (You can also access this list from the Home page by clicking the Home link at the very top of the page, and you'll see any status reports due for submission listed under the Status Reports heading in the middle of the page. Try this method out as well.) Click on a status report you have been requested to fill out. The Submit a status report screen opens. 12
  • 13. If necessary, indicate the time period covered for this iteration of your status report from the two pop-up fields to the right of where it says "Covers period from." Fill in your response in the required sections. You could click the Send button to send the report to the manager (in which case it is also saved); or you can just save it for now without sending it out to the manager. (You would then send it to the manager at a later time by clicking the Send button.) Click Send Congratulations, you are done with the Quick Course for the Team Member! If you wish, you can now go on and do the Full Course for the Team Manager. If you do so, we suggest you cover the following additional topics: • Team Member Creates and Submits an Unrequested, Ad Hoc Status Report (6b) • Project Managers and Team Members Review Previous Status Report History (6c) • Work with Issues & Risks (8, 8a, 8b) • View and Report on Your Tasks from Your Outlook Calendar, a new powerful feature for working with your assignments and entry of your completion actuals directly in Outlook 2003. (4e) 13

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