Ppr Pts Training Highlights

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This shows the some screen shots of the MS Project database that has been implemented within the Division of Medical Countermeasure Strategy and Requirements

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Ppr Pts Training Highlights

  1. 1. Using PP&R PTS in Project Server -------------------------------------------- Training Manual ASPR / DYONYX Version 1.0
  2. 2. Using PP&R PTS in Project Server <ul><li>SECTION 1 – System Description </li></ul><ul><li>SECTION 2 – Creating PP&R PTS files </li></ul><ul><li> in Microsoft Project Server </li></ul><ul><li>SECTION 2 – Viewing PP&R PTS status </li></ul><ul><li> in Project Web Access </li></ul><ul><li>APPENDIX 1 – Updating Your Password </li></ul><ul><li>APPENDIX 2 – Checking in Projects </li></ul><ul><li>APPENDIX 3 – Enterprise Resource Pool </li></ul><ul><li>APPENDIX 4 – Local Resources </li></ul>
  3. 3. Section 1: PP&R PTS Files in Microsoft Project Server <ul><li>The PP&R PTS Project Server files are a method to plan PP&R efforts using standardized templates with automatic scheduling which are maintained on a common server. </li></ul><ul><li>The PP&R PTS includes the ability to track project status relative to the original commitments. </li></ul><ul><li>The PP&R PTS also includes the ability to provide the bi-weekly status update automatically. </li></ul><ul><li>The system utilizes Microsoft Project Enterprise which includes web-based access to provide remote viewing of all PP&R PTS files. </li></ul>
  4. 4. Microsoft Project Enterprise and PP&R PTS Prerequisites <ul><li>Project Enterprise is a Project Management System </li></ul><ul><li>The enterprise solution utilizes 3 parts </li></ul><ul><ul><li>Microsoft Project Professional desktop (Project Pro) </li></ul></ul><ul><ul><li>Project Server remote server array </li></ul></ul><ul><ul><li>Project Web Access user interface (PWA) </li></ul></ul><ul><li>You will need to have Microsoft Project Professional installed on your computer to use the PP&R PTS Project Server system </li></ul><ul><li>You will need to have a Project Server account and password </li></ul><ul><li>You DO NOT need to have Microsoft Project experience or Microsoft Project basic training to use the PP&R PTS system </li></ul>
  5. 5. HHS Access for Project Pro Web Based Access for PWA <ul><li>The Microsoft Project Pro to Project Server access is a direct data connection from within the HHS network </li></ul><ul><ul><li>Project Pro can only connect to the Project Server from within the HHS/BARDA network: WOC 4 th floor and Switzer 3 rd floor </li></ul></ul><ul><ul><li>Project Pro can not connect to the Server from remote sites </li></ul></ul><ul><li>Project Web Access provides web-based access from both inside the HHS network and from remote sites </li></ul><ul><ul><li>PP&R PTS files can be viewed using PWA </li></ul></ul><ul><ul><li>PP&R PTS files can not created or edited from PWA </li></ul></ul>
  6. 6. <ul><li>Open Microsoft Project and Log on to Project Server </li></ul><ul><li>Create PP&R PTS file from Template </li></ul><ul><li>Enter General Information & Set Starting Date </li></ul><ul><li>Name and Save file / Close file </li></ul><ul><li>Open PP&R PTS file </li></ul><ul><li>Customize tasks / durations / dates </li></ul><ul><li>Set Baseline </li></ul><ul><li>Enter Project Progress and Changes </li></ul><ul><li>Enter Bi-Weekly Status Update </li></ul>Section 2: Creating PP&R PTS Files in Microsoft Project Server <ul><li>Indicates steps that the user performs </li></ul>------------------------------------------------ Initiation Maintenance
  7. 7. Logging on to Project Server <ul><li>Exercise 1 </li></ul><ul><ul><ul><li>Open Microsoft Project Professional </li></ul></ul></ul><ul><ul><ul><ul><li>Microsoft Project will prompt you to pick an account </li></ul></ul></ul></ul><ul><ul><ul><li>BARDA Project Server will be selected by default </li></ul></ul></ul><ul><ul><ul><li>Click Connect </li></ul></ul></ul><ul><ul><ul><li>You must enter DOCS in front of your name </li></ul></ul></ul><ul><ul><ul><li>Enter the User name & Password provided </li></ul></ul></ul><ul><ul><ul><li>Click OK </li></ul></ul></ul>
  8. 8. Project Server Connection PP&R PTS Custom Views <ul><li>PP&R PTS Custom Views </li></ul><ul><ul><ul><li>View (menu bar) </li></ul></ul></ul><ul><ul><ul><li>PP&R PTS Gantt </li></ul></ul></ul><ul><ul><ul><li>PP&R PTS Status </li></ul></ul></ul><ul><ul><ul><ul><li>These are custom views for the PP&R PTS files </li></ul></ul></ul></ul><ul><li>Confirm Project Server Connection </li></ul><ul><ul><ul><li>File / Open Cancel </li></ul></ul></ul><ul><ul><ul><li>File / Save Cancel </li></ul></ul></ul><ul><ul><ul><ul><li>These confirm that you are connected to the server </li></ul></ul></ul></ul>
  9. 9. <ul><li>Exercise 2 </li></ul><ul><ul><li>Go to File and New… </li></ul></ul><ul><ul><ul><li>The New Project task pane will open </li></ul></ul></ul><ul><ul><li>Under Templates , select On my computer.. </li></ul></ul><ul><ul><ul><li>The Templates dialog box will open </li></ul></ul></ul><ul><ul><ul><li>The General tab is selected by default </li></ul></ul></ul><ul><ul><li>Select the Enterprise Templates tab </li></ul></ul><ul><ul><ul><li>The custom BARDA templates are displayed </li></ul></ul></ul><ul><ul><li>Select the appropriate PP&R PTS template and click OK </li></ul></ul>Navigating to PTS Template(s) NOTE: The names of the templates (not the templates themselves) are downloaded to your computer when you log on to the project server.
  10. 10. PP&R PTS Templates <ul><li>The PP&R PTS templates have two Views (menu bar) </li></ul><ul><ul><li>PP&R PTS Gantt view with Tasks / Durations / Dates </li></ul></ul><ul><ul><li>For Planning / Tracking / Reporting project progress </li></ul></ul><ul><ul><li>PP&R PTS Status view with Status Update Categories </li></ul></ul><ul><ul><li>For submitting bi-weekly project status updates </li></ul></ul>
  11. 11. Entering General Information <ul><li>Exercise 3 (part 1 of 2) </li></ul><ul><ul><ul><li>Click in the Task Name column for Task 0 </li></ul></ul></ul><ul><ul><ul><li>Enter the appropriate title using the Entry Bar </li></ul></ul></ul><ul><ul><ul><li>NOTE: Double clicking opens the Task Information dialog box Text can also be added to the task Name from Task Information </li></ul></ul></ul>Entry Bar
  12. 12. Setting the Project Start Date <ul><li>Exercise 3 (part 2 of 2) </li></ul><ul><ul><li>Go to Project / Project Information…. (on the menu bar) </li></ul></ul><ul><ul><ul><li>The Project Information dialog box will display the default Start date </li></ul></ul></ul><ul><ul><li>Use the drop down calendar to set the project start date </li></ul></ul><ul><ul><ul><li>Select the appropriate date for the start of the project </li></ul></ul></ul><ul><ul><ul><li>The complete date will not be updated until the box is closed </li></ul></ul></ul><ul><ul><li>Click OK to set the date and close the dialog box </li></ul></ul>
  13. 13. Naming Your Project and Saving to Project Server <ul><li>Exercise 4 </li></ul><ul><ul><li>Click the Save button or go to File / Save </li></ul></ul><ul><ul><ul><li>The “Save to Project Server” dialog box will appear </li></ul></ul></ul><ul><ul><li>Enter the name of your project </li></ul></ul><ul><ul><ul><li>Name your file “ PP&R PSR for …… ” </li></ul></ul></ul><ul><ul><ul><li>Note: File names must be unique and can not be overwritten </li></ul></ul></ul><ul><ul><li>Click OK to Save the file </li></ul></ul><ul><ul><li>Close the File but DO NOT Close Microsoft Project </li></ul></ul>
  14. 14. Security Model / Project Access <ul><li>The PP&R PTS utilizes a three tier security model which provides sequential levels of access based on which of the following Groups the user is a member of: </li></ul><ul><ul><li>Project Owner </li></ul></ul><ul><ul><ul><li>Has access to only the projects that they own </li></ul></ul></ul><ul><ul><ul><li>The model recognizes only one “owner” per project </li></ul></ul></ul><ul><ul><li>Branch Chief </li></ul></ul><ul><ul><ul><li>Has access to all of the projects in their branch </li></ul></ul></ul><ul><ul><li>Director Group </li></ul></ul><ul><ul><ul><li>Has access to all of the projects in PP&R </li></ul></ul></ul><ul><ul><ul><li>The project sponsor / implementer(s) are in this group </li></ul></ul></ul><ul><li>Each user is added to one of these Groups when their Project Server account is created </li></ul>
  15. 15. Opening PP&R PTS Files as Read/write vs Read-only <ul><li>Exercise 5 (part 1 of 2) </li></ul><ul><ul><li>Click the Open button or go to File / Open… </li></ul></ul><ul><ul><ul><li>The “Open from Microsoft Project Server” dialog box will appear </li></ul></ul></ul><ul><ul><ul><li>The projects you own will be in dark type for read/write access </li></ul></ul></ul><ul><ul><ul><li>All other projects will be in light gray type for read-only access </li></ul></ul></ul><ul><ul><li>Click the Read-only button then re-select Read / write </li></ul></ul>
  16. 16. Opening PP&R PTS Files from Project Server <ul><li>Exercise 5 (part 2 of 2) </li></ul><ul><ul><li>Select your file in the project list </li></ul></ul><ul><ul><ul><li>If your file appears to be Checked Out to you but you don’t have it open, then it may be “locked out”. See Appendix 2: Checking In… </li></ul></ul></ul><ul><ul><li>Click the Open button to open the file from the server </li></ul></ul>
  17. 17. Customize Project Plan: Tasks / Durations / Dates <ul><li>Exercise 6 </li></ul><ul><ul><li>Customize tasks and descriptions </li></ul></ul><ul><ul><ul><li>Change description of existing task if appropriate </li></ul></ul></ul><ul><ul><ul><li>Create new tasks if needed </li></ul></ul></ul><ul><ul><ul><li>Do not delete existing tasks (for consistency) </li></ul></ul></ul><ul><ul><ul><ul><li>Change duration to 0 and add explanation in Notes </li></ul></ul></ul></ul><ul><ul><li>Customize durations and dates </li></ul></ul><ul><ul><ul><li>Change task duration if needed </li></ul></ul></ul><ul><ul><ul><li>Only enter Start Dates for specific meetings, etc </li></ul></ul></ul><ul><ul><ul><li>Never enter Finish Dates </li></ul></ul></ul><ul><ul><li>Assign Resources </li></ul></ul><ul><ul><ul><li>Assign only one person to a task </li></ul></ul></ul><ul><ul><ul><ul><li>Create another task if multiple people are participating </li></ul></ul></ul></ul><ul><ul><ul><li>Apply the percentage of utilization for the person </li></ul></ul></ul><ul><ul><li>Obtain Approval of customized project plan </li></ul></ul>
  18. 18. Saving the Baseline ( Obtain Approval FIRST) <ul><li>Exercise 7 </li></ul><ul><ul><li>Go to Tools on the menu bar and select Tracking </li></ul></ul><ul><ul><li>Then select Save Baseline…. and accept the defaults </li></ul></ul><ul><ul><ul><li>Save baseline (not Save interim plan) </li></ul></ul></ul><ul><ul><ul><li>Entire project (not Selected tasks) </li></ul></ul></ul><ul><ul><li>Click OK to save the baseline </li></ul></ul><ul><ul><ul><li>The Target Start and Target Finish dates will be populated </li></ul></ul></ul>
  19. 19. Entering Project Progress: % Complete and Changes <ul><li>Exercise 8 </li></ul><ul><ul><li>Enter % Complete for Current Tasks </li></ul></ul><ul><ul><ul><li>A black progress bar will appear within the task bar </li></ul></ul></ul><ul><ul><ul><li>The % complete for the entire project will be automatically updated </li></ul></ul></ul><ul><ul><li>Revise Durations to Reflect Schedule Changes </li></ul></ul><ul><ul><ul><li>Increase or decrease task Duration to change the Finish date </li></ul></ul></ul><ul><ul><li>Change Start Dates Only for Shifted Activities </li></ul></ul><ul><ul><ul><li>Add or change Start dates only when there is no preceding activity </li></ul></ul></ul>
  20. 20. <ul><li>Exercise 9 </li></ul><ul><ul><li>Notes can be added by selecting the task and clicking the “Notes” icon in the toolbar </li></ul></ul><ul><ul><ul><li>The Task Information dialog box will open on the Notes tab </li></ul></ul></ul><ul><ul><ul><li>Tasks with Notes have an icon in the Indicator column and will display the first portion of the text on mouse-over </li></ul></ul></ul><ul><ul><ul><li>All notes are printed separately on their own page of the printout </li></ul></ul></ul>Entering Notes to Tasks in the PP&R PTS Gantt View
  21. 21. Entering Bi-Weekly Status Update <ul><li>Exercise 10 (part 1 of 3) </li></ul><ul><ul><li>Go to View (menu bar) and select the PP&R Status view </li></ul></ul><ul><ul><li>Click in the Status column and select Yes as appropriate </li></ul></ul><ul><ul><ul><li>“ Yes ” choices display a red X </li></ul></ul></ul><ul><ul><ul><li>“ No ” choices remain blank </li></ul></ul></ul>
  22. 22. Entering Status Comments <ul><li>Exercise 10 (part 2 of 3) </li></ul><ul><ul><li>Enter comments by clicking in the “Comments” column </li></ul></ul><ul><ul><ul><li>Text can be entered directly in the column </li></ul></ul></ul><ul><ul><ul><li>Text can also be entered by using the Entry Bar </li></ul></ul></ul><ul><ul><ul><li>NOTE: Double clicking opens the Task Information dialog box Text can NOT be added to this column from Task Information </li></ul></ul></ul>
  23. 23. Entering Overall Project Status <ul><li>Exercise 10 (part 3 of 3) </li></ul><ul><li>The Overall Status and the Updated On date are entered in their own columns in the very top box: </li></ul><ul><ul><li>Under Overall Status , select the appropriate entry </li></ul></ul><ul><ul><li>Under Updated On , select the current date </li></ul></ul><ul><ul><ul><li>The “Days Since Last Update” column will recalculate </li></ul></ul></ul><ul><ul><ul><li>The “Updated Indicator” will reset to a green flag </li></ul></ul></ul>
  24. 24. SECTION 3: Using Project Web Access <ul><li>Logging in to Project Web Access (PWA) </li></ul><ul><li>The Home Page </li></ul><ul><ul><li>Reviewing General Controls </li></ul></ul><ul><ul><li>Maintaining Your Password </li></ul></ul><ul><li>View BARDA Projects Page </li></ul><ul><ul><li>Viewing Project Summaries </li></ul></ul><ul><ul><li>Viewing Project Details in PWA </li></ul></ul><ul><ul><li>Viewing Project Update Status </li></ul></ul><ul><ul><li>Checking-In a Project </li></ul></ul>
  25. 25. Logging in to PWA: Project Web Access <ul><li>Log in to PWA using Internet Explorer </li></ul><ul><ul><li>Open Microsoft Internet Explorer </li></ul></ul><ul><ul><li>Enter the entire path for Project Web Access </li></ul></ul><ul><ul><li>https://project.bardatools.hhs.gov/projectserver </li></ul></ul><ul><ul><li>Add this url to your internet favorites </li></ul></ul><ul><ul><li>Optional: Create a desktop icon </li></ul></ul><ul><ul><li>You must enter DOCS </li></ul></ul><ul><ul><li>in front of your name </li></ul></ul><ul><ul><li>Enter the User name </li></ul></ul><ul><ul><li>& Password provided </li></ul></ul>Do NOT check Remember my password
  26. 26. The BARDA Home Page <ul><li>The Project Web Access Home page will open showing your name. </li></ul><ul><ul><li>You do not need to Log Off when you leave this page </li></ul></ul><ul><ul><li>The Help feature is very limited in this application </li></ul></ul>Your name Side panel menu list
  27. 27. User Name and Password <ul><li>BARDA is using Windows based accounts </li></ul><ul><ul><li>Your Project Web Access and Project Professional account will have the same User Name and Password as your Documentum Webtop account </li></ul></ul><ul><ul><li>This password will expire after 90 days </li></ul></ul><ul><li>You can update your password in Documentum Webtop which will also update your Project Web Access and Project Professional password </li></ul><ul><ul><li>See Appendix 1: Updating Your Password </li></ul></ul><ul><ul><li>You can not update your password from PWA itself </li></ul></ul>
  28. 28. Re-entering PWA <ul><li>Click on the Log Off feature, </li></ul><ul><li>the Welcome to Microsoft Project Web Access page will open </li></ul><ul><ul><li>You can not enter your User name and Password on this page </li></ul></ul><ul><li>Click on Log on using your Microsoft Windows user account in the side panel menu list to return to PWA from this page </li></ul>This log on is only for Project Server authentication. BARDA uses Windows authentication
  29. 29. Viewing BARDA Projects <ul><li>Select the View BARDA Projects tab </li></ul><ul><ul><li>Only the PP&R PTS projects will be displayed </li></ul></ul><ul><ul><li>PP&R PTS Projects will be selected in “Choose a view:” </li></ul></ul><ul><ul><li>The Project Center has Zoom In, Zoom Out, and Go To buttons similar to MS Project </li></ul></ul>
  30. 30. <ul><li>Click on your file name to open the “View A Project” viewer </li></ul><ul><li>View A Project is a simplified Project viewer (w/o MS Project) </li></ul><ul><ul><li>The project name is displayed above the View A Project header </li></ul></ul><ul><ul><li>PP&R PTS Data will be selected in “Choose a view:” </li></ul></ul><ul><ul><li>The Gantt chart based information will be displayed </li></ul></ul>Viewing Project Details in PWA
  31. 31. <ul><li>Open the “Choose a view:” list and select PP&R PTS Status </li></ul><ul><ul><li>The Status Update information will be displayed </li></ul></ul><ul><ul><li>Only the items selected in the project file will included </li></ul></ul>Viewing Project Status in PWA
  32. 32. Appendix 1 Project Server Passwords <ul><li>Passwords will expire every 90 days </li></ul><ul><li>Passwords must include: </li></ul><ul><ul><li>Lower case letters </li></ul></ul><ul><ul><li>UPPER case letters </li></ul></ul><ul><ul><li>A number </li></ul></ul><ul><ul><li>Must be at least 8 characters </li></ul></ul><ul><li>Passwords are not currently synched with the HHS network </li></ul><ul><li>You can’t change your password more than once per day </li></ul><ul><li>Project Server passwords are updated from WebTop </li></ul><ul><li>https://documentum.bardatools.hhs.gov </li></ul>
  33. 33. Appendix 1: (continued) U pdating Your Password <ul><li>To change your password: </li></ul><ul><ul><li>Log into Documentum WebTop </li></ul></ul><ul><ul><li>Click Show Options </li></ul></ul><ul><ul><li>Click the Change Password button at the bottom right </li></ul></ul><ul><ul><li>Enter your current password </li></ul></ul><ul><ul><li>Enter your new password </li></ul></ul><ul><ul><li>Re-enter your new password </li></ul></ul><ul><ul><li>Click Apply </li></ul></ul>NOTE: You may need to remove your current credentials from Preferences / Login
  34. 34. Appendix 2: Identifying Checked-Out Projects <ul><li>Identifying a project that has become “orphaned” </li></ul><ul><ul><ul><li>If you attempt to open a project in Project Pro and it appears to be checked out to you but you don’t currently have it open, it may have been “orphaned” in the checked out condition </li></ul></ul></ul><ul><li>Navigating to the project that has become “orphaned” </li></ul><ul><ul><ul><li>From the View BARDA Projects tab </li></ul></ul></ul><ul><ul><ul><li>In the side panel menu list </li></ul></ul></ul><ul><ul><ul><li>click Check in my projects </li></ul></ul></ul>
  35. 35. Appendix 2: (continued) Checking in Projects <ul><li>Checking in the project that has become “orphaned” </li></ul><ul><ul><ul><li>Select the “orphaned” project in the list (none shown in training) </li></ul></ul></ul><ul><ul><ul><ul><li>All projects you currently have open will be included in the list </li></ul></ul></ul></ul><ul><ul><ul><li>Click Check-In (grayed out in training) </li></ul></ul></ul><ul><ul><ul><li>Click OK to accept the warning and check in the project </li></ul></ul></ul>
  36. 36. Appendix 3: Enterprise Resource Pool <ul><li>Opening and Grouping the Enterprise Resource Pool </li></ul><ul><ul><ul><li>Go to Tools / Build Team from Enterprise…. </li></ul></ul></ul><ul><ul><ul><ul><li>All ASPR Enterprise Resources are listed </li></ul></ul></ul></ul><ul><ul><ul><li>Open the dropdown list for “ Group by: ” </li></ul></ul></ul><ul><ul><ul><li>Select “ Enterprise Text12 (Group) ” </li></ul></ul></ul>Select Field To un-group the list, select the “blank” at the top of the list
  37. 37. Appendix 3: (continued) Replacing a Role <ul><li>Replacing a Role with an Enterprise Resource </li></ul><ul><ul><ul><li>Select the Role in the Project team resources (right panel) </li></ul></ul></ul><ul><ul><ul><li>Select the Enterprise Resource to fill that role (left panel) </li></ul></ul></ul><ul><ul><ul><li>Click the Replace > button to make the substitution </li></ul></ul></ul><ul><ul><ul><ul><li>The role will be replaced by that resource for all task assignments </li></ul></ul></ul></ul><ul><ul><ul><ul><li>The resource name will be “grayed out” in the list on the left </li></ul></ul></ul></ul><ul><ul><ul><ul><li>The Replace feature can be used for only one role substitution </li></ul></ul></ul></ul>
  38. 38. Appendix 3: (continued) Adding Team Members <ul><li>Adding Additional Team Members from the Resource Pool </li></ul><ul><ul><ul><li>Select the additional Enterprise Resources to be added (left panel) </li></ul></ul></ul><ul><ul><ul><ul><li>Hint: You can use click <shift> click and click <control> click </li></ul></ul></ul></ul><ul><ul><ul><li>Click the Add > button to add the members to the project team </li></ul></ul></ul><ul><ul><ul><ul><li>The resources will be added to the project team on the right </li></ul></ul></ul></ul><ul><ul><ul><ul><li>The resource names will be “grayed out” in the list on the left </li></ul></ul></ul></ul><ul><ul><ul><li>Click OK to close the Build team dialog box </li></ul></ul></ul>
  39. 39. Appendix 4: Local Resources <ul><li>Creating “Local” Resources not in the Resource Pool </li></ul><ul><ul><ul><li>Go to the View menu bar button and select Resource Accounts </li></ul></ul></ul><ul><ul><ul><li>Enter the new resource name in the Resource Name column </li></ul></ul></ul><ul><ul><ul><ul><li>Last name first followed by first name WITHOUT a comma </li></ul></ul></ul></ul><ul><ul><ul><ul><li>You can also add the affiliation or organization </li></ul></ul></ul></ul><ul><ul><ul><li>Change the Workgroup setting from Default to None </li></ul></ul></ul><ul><ul><ul><li>An icon will appear to indicate that this is local resource </li></ul></ul></ul><ul><ul><ul><li>Go to the View menu bar button and re-select PP&R PTS Gantt </li></ul></ul></ul>

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