Implementing Enterprise Portfolio Management with Microsoft Project Server 2002

Chapter 1: Introducing Microsoft Project Server

Figure 1-1. Portfolio Analyzer view

Chapter 2: An Implementation Framework

Figure 2-1. The last entry on the Project Web Access Aministration home page doesn’t activate a software function.

Figure 2-2. Executing the self-extracting EIF file gives you the option to change the default installation directory.

Figure 2-3. Project flow from assessment through pilot

Chapter 3: Requirements Gathering

Figure 3-1. Custom fields design grid

Chapter 4: Designing a Physical Deployment

Figure 4-1. Two-server implementation

Figure 4-2. Three-server implementation

Figure 4-3. Four-server implementation

Figure 4-4. Multiserver implementation

Chapter 5: Installing SharePoint Team Services and Project Server

Figure 5-1. Internet Information Services subcomponent details

Figure 5-2. By default, IP address and domain restrictions are set to Denied.

Figure 5-3. Microsoft Project Server autorun installation splash screen

Figure 5-4. Select a Web site to provision for STS.

Figure 5-5. Enter the database server name and SQL Server administrator account to use for installation.

Figure 5-6. The system lets you know that the STS installation is in progress.

Figure 5-7. Record the information presented when installation completes.

Figure 5-8. The SQL Server Login Properties dialog box

Figure 5-9. The first Project Server installation screen asks for your user details and license key.

Figure 5-10. Choose Custom for an enterprise installation.

Figure 5-11. Enter the database server and connection account information.

Figure 5-12. Enter the Analysis Services information now.

Figure 5-13. Select the Web site for your Project Server installation.

Figure 5-14. Enter the appropriate URL information for your organization.

Figure 5-15. Enter the SMTP information for your organization.

Figure 5-16. Enter connection information for STS.

Figure 5-17. Enter the database information for STS and the reader account logon.

Figure 5-18. Choose Microsoft Project Professional 2002.

Figure 5-19. Enter a password for the Project Server default administrator account.

Figure 5-20. Setup is ready to begin.

Figure 5-21. Hurry up and wait.

Figure 5-22. Select the migration format.

Figure 5-23. Enter the SQL Server name.

Figure 5-24. Select the database.

Figure 5-25. Even more than OK!

Figure 5-26. Windows Explorer view of the default installation directory structure

Figure 5-27. COM+ Settings dialog box

Figure 5-28. Command window after running proxycfg.exe

Figure 5-29. Project Web Access logon screen

Figure 5-30. View and upload documents for all projects.

Figure 5-31. You can ignore the alert box warning at this time.

Figure 5-32. Document library selection screen

Figure 5-33. Document library page

Chapter 6: Installation Troubleshooting

Figure 6-1. Windows Components Wizard

Figure 6-2. Internet Information Services (IIS) dialog box

Figure 6-3. “Cannot connect to the specified Web server” error

Figure 6-4. “Cannot connect to the specified SharePoint database” error

Figure 6-5. Internet Explorer Internet Options dialog box

Figure 6-6. Trusted sites dialog box

Figure 6-7. Highlight Microsoft SharePoint to select it for uninstall.

Figure 6-8. Typical Default Web Site tree. You must manually remove lingering STS folders.

Figure 6-9. The SQL Server Backup dialog box

Figure 6-10. Provide a file name for the backup.

Figure 6-11. SQL Server Restore database dialog box

Figure 6-12. Choose Restore Devices dialog box

Figure 6-13. Use the browse button to locate the file.

Figure 6-14. Add the STS Server through the Project Web Access Administrator interface.

Chapter 7: Advanced Installation Techniques

Figure 7-1. Registry entries for Project Server

Figure 7-2. Type a description for your new Web site.

Figure 7-3. Enter a port number for the new site.

Figure 7-4. Select a target directory.

Figure 7-5. Select site access permissions options.

Figure 7-6. Select the site to extend by clicking the corresponding Extend link.

Figure 7-7. Enter the database information and click Submit.

Figure 7-8. The Microsoft SharePoint Server Administration page showing the newly extended site

Figure 7-9. Select the site you want to provision.

Figure 7-10. A stream of data flows after you start the setupdb.cmd process.

Figure 7-11. Add the internal identities and roles to the new database.

Figure 7-12. Microsoft Project Server Site Editor main screen

Figure 7-13. The Create a new site dialog box

Figure 7-14. Manage SharePoint Team Services Connect to servers

Figure 7-15. Add a Web server running SharePoint Team Services.

Figure 7-16. Connect to servers after adding an STS server.

Figure 7-17. Registry expanded to reveal two Project Server instances

Figure 7-18. Microsoft Project Server Distributed 2002 dialog box

Figure 7-19. Enter the database server and database information.

Figure 7-20. Enter the database account information.

Figure 7-21. Enter Analysis Services information.

Figure 7-22. The Distributed Setup Tool reports success.

Figure 7-23. Enter the name of the new application server in the default string.

Figure 7-24. Locate the services in the Services dialog box.

Figure 7-25. Stop the service and change the Startup type.

Figure 7-26. Enter the domain logon you created earlier.

Figure 7-27. Manage SharePoint Team Services subwebs.

Chapter 8: Getting Started with Project Server Configuration

Figure 8-1. The Open Enterprise Resources dialog box

Figure 8-2. The Checked-out Enterprise Resources dialog box open to a Resource Sheet view

Figure 8-3. You can see that the enterprise global is checked out by looking at the title bar.

Figure 8-4. The Restore Enterprise Global dialog box

Figure 8-5. All Project Web Access Admin menu selections are represented in the left pane.

Figure 8-6. The Tools menu

Figure 8-7. The Tools Customize menu

Figure 8-8. The Tools Enterprise Options menu

Figure 8-9. The Organizer interface

Figure 8-10. Project Center view displaying custom field data information

Figure 8-11. Analyzer view displaying demand and actual work by practice group

Figure 8-12. The Customize Enterprise Fields dialog box with the Custom Fields tab open

Figure 8-13. The Customize Enterprise Fields dialog box with the Custom Outline Codes tab open

Figure 8-14. Renaming your new custom field

Figure 8-15. Custom field Value List dialog box

Figure 8-16. The Import Value List dialog box

Figure 8-17. Build a formula using the interface tools or type it in directly.

Figure 8-18. The Graphical Indicators dialog box

Figure 8-19. Use the Outline Code Definition dialog box to construct a code mask.

Figure 8-20. The Edit Lookup Table dialog box

Chapter 9: Configuring Project Server Application Options

Figure 9-1. The “Manage enterprise features” area

Figure 9-2. Add a new version to your server configuration.

Figure 9-3. Set the OLAP cube and resource availability options.

Figure 9-4. Enter your server’s URL information.

Figure 9-5. Configure the Menus display.

Figure 9-6. The Tracking settings interface in Project Web Access

Figure 9-7. The “Time period settings” interface with Weekly selected

Figure 9-8. The “Time period settings” interface with Monthly selected

Figure 9-9. Timesheet view with daily reporting configured

Figure 9-10. Weekly reporting accepts the total for a week at a time.

Figure 9-11. Time entry for an entire period using the “Actual work done and work remaining” method

Figure 9-12. Time entry for an entire period using the “Percent work complete” method

Figure 9-13. The Nonproject Time Categories interface

Figure 9-14. Nonproject time categories appear in the timesheet.

Figure 9-15. The Change Working Time dialog box with the Monday and Tuesday columns selected

Figure 9-16. Settings on the Options Calendar tab determine how Project calculates duration.

Figure 9-17. Home page format controls

Figure 9-18. Home page with additions

Figure 9-19. The Versions interface

Figure 9-20. The Add Version interface

Figure 9-21. User authentication options

Figure 9-22. The Manage licenses administration page

Chapter 10: Configuring Project Server Security

Figure 10-1. Features administration interface

Figure 10-2. Permissions set at a group level

Figure 10-3. You add users to groups and manage category associations through the Add/Modify Group interface.

Figure 10-4. Security templates interface

Figure 10-5. The Add New Template dialog box

Figure 10-6. The Modify Template administration page

Figure 10-7. The Categories administration interface

Figure 10-8. The Projects section of the Categories administration interface

Figure 10-9. The Resources section of the Categories administration interface

Figure 10-10. The Project Center Views section of the Categories administration interface

Figure 10-11. A sample two-level RBS

Figure 10-12. Administration home page for managing users

Figure 10-13. The Add User administration page

Chapter 11: Building an Enterprise Resource Pool

Figure 11-1. The Open Enterprise Resources dialog box

Figure 11-2. The enterprise resource pool opens to the Resource Sheet view in Project Professional.

Figure 11-3. The General tab of the Resource Information dialog box

Figure 11-4. The Costs tab of the Resource Information dialog box allows you to date stage rates.

Figure 11-5. The Custom Fields tab of the Resource Information dialog box

Figure 11-6. The General tab of the Resource Information dialog box for material resources

Figure 11-7. The system validates enterprise resources for required field values.

Figure 11-8. Attempting to set enterprise field values on the fly generates an error.

Figure 11-9. Insert menu selections from a resource view.

Figure 11-10. The Select Users or Groups dialog box

Figure 11-11. Use the Select Resources dialog box to move resources into the Resource Sheet.

Figure 11-12. Clicking either the Windows Account or Details button opens the Choose Profile dialog box.

Figure 11-13. The Check Names dialog box displays matches and suggestions in the results pane.

Figure 11-14. The Address Book dialog box allows you to select additional address books.

Figure 11-15. The Import Resources Wizard Welcome screen

Figure 11-16. The Open from Microsoft Project Server dialog box

Figure 11-17. The Import Resources file browser

Figure 11-18. Browse to select an existing DSN or create a new one.

Figure 11-19. Map resource fields in the dialog box.

Figure 11-20. Provide correct values for required fields or the resources won’t be imported.

Chapter 12: Establishing the Project Environment and Configuring Project Server Views

Figure 12-1. The Import Projects Wizard Welcome screen

Figure 12-2. The Import Project file selection dialog box

Figure 12-3. Provide custom enterprise information in the enterprise project custom field values.

Figure 12-4. Map the resources in the project.

Figure 12-5. The Map Task Fields dialog box

Figure 12-6. The task summary dialog box

Figure 12-7. The Task Information dialog box

Figure 12-8. The system reports success.

Figure 12-9. Select Template as the type in the Save to Microsoft Project Server dialog box.

Figure 12-10. You use the Customize Published Fields dialog box to add fields to task views in Project Web Access.

Figure 12-11. Provide a cube name and description, and set date ranges.

Figure 12-12. Set the resource availability date range and the update frequency.

Figure 12-13. The system reports that the cube build process is in progress.

Figure 12-14. The system indicates “The cube is currently being built.”

Figure 12-15. The Gantt Chart formats interface

Figure 12-16. Combine bar styles, start and end shapes, and color selections to produce a unique look.

Figure 12-17. You can add or modify a Project Web Access view.

Figure 12-18. Specify the view type, name, and description.

Figure 12-19. Specify fields, a Gantt chart format, a grouping style, and categories for the new view.

Figure 12-20. Your new view displayed in the Project Center

Figure 12-21. Click the link to install the Microsoft Office Web Components 2002.

Figure 12-22. The File Download dialog box for the Office Web Components

Figure 12-23. The Microsoft Office XP Web Components installer reports progress. When the installation completes, a confirmation dialog box displays.

Figure 12-24. Enter a name for the view and select the Portfolio Analyzer view type.

Figure 12-25. The pivot table design area

Figure 12-26. This design provides a view of the portfolio by program, then by project and resource.

Figure 12-27. The chart updates automatically while the pivot table is constructed.

Figure 12-28. Select a chart type from the Commands and Options dialog box.

Figure 12-29. Determine default view settings and categories for your view.

Figure 12-30. Your completed view is available from the Project Center.

Figure 12-31. The pivot table toolbar

Figure 12-32. The Project Server IIS Virtual Root expanded

Figure 12-33. The new view added to the view list

Chapter 13: Building Project Plans and Project Teams

Figure 13-1. The Templates dialog box with the Enterprise Templates tab selected

Figure 13-2. The Save to Microsoft Project Server dialog box

Figure 13-3. The Open from Project Server dialog box

Figure 13-4. The Build Team dialog box with the Customize filters area expanded

Figure 13-5. Give your filter a name to save it.

Figure 13-6. You may access the Resource Information dialog box from the Build Team dialog box.

Figure 13-7. The Graphs dialog box allows you to display work, assignment work, or remaining availability for one or more resources.

Figure 13-8. The Assign Resources dialog box

Figure 13-9. The Resource Leveling dialog box

Figure 13-10. The Level Now alert

Figure 13-11. Set task priorities in the Task Information dialog box’s General tab.

Figure 13-12. The Resource Substitution Wizard Welcome screen

Figure 13-13. Deselect any projects that you don’t want the wizard to consider.

Figure 13-14. Select the resource conditions in the Resource Substitution Wizard – Step 2 dialog box.

Figure 13-15. Choose additional related projects for the wizard to consider in the Resource Substitution Wizard – Step 3 dialog box.

Figure 13-16. Optionally, you may set relative priorities for projects.

Figure 13-17. The Resource Substitution Wizard – Step 5 dialog box summarizes your selections.

Figure 13-18. In the Resource Substitution Wizard – Step 6 dialog box, the system displays the list of assignment substitutions that it made.

Figure 13-19. Choose the Resource Substitution Wizard update options.

Figure 13-20. Click Finish to make your changes permanent in the plan.

Figure 13-21. The Options dialog box with the Collaborate tab exposed

Figure 13-22. Select Collaborate Publish to choose a publishing function.

Figure 13-23. Do you want to proceed?

Figure 13-24. The Publish New and Changed Assignments dialog box

Figure 13-25. Add a personal touch to your message.

Figure 13-26. The Publish Project Plan dialog box

Figure 13-27. The Republish Assignments dialog box

Figure 13-28. The spooler error alert box displays when an error occurs in the spooler.

Figure 13-29. View the error detail in the Microsoft Project Server Spooler window.

Figure 13-30. The Request Progress Information dialog box

Chapter 14: Tracking Progress Through Project Web Access

Figure 14-1. The Project Web Access home page for a user with 61 new tasks

Figure 14-2. The default views are “View my tasks” and Timesheet.

Figure 14-3. Expanded View Options tab

Figure 14-4. The view altered to show overtime and scheduled work

Figure 14-5. The Timesheet view with the Filter, Group, Search tab expanded

Figure 14-6. Select fields and set test values to filter the display.

Figure 14-7. The Timesheet toolbar

Figure 14-8. The Gantt Chart presentation in the “View my tasks” interface

Figure 14-9. A closer look at the time reporting grid with the divider bar dragged to the right

Figure 14-10. The same timesheet with the divider bar dragged to the left

Figure 14-11. Your time entries have been saved.

Figure 14-12. The system prompt when you reject a task

Figure 14-13. The task rejection has been sent.

Figure 14-14. Task delegation step 1

Figure 14-15. Task delegation step 2

Figure 14-16. Delegation confirmation

Figure 14-17. The “Create a new task” page

Figure 14-18. The new task is added to the timesheet.

Figure 14-19. Transfer Outlook tasks step 1

Figure 14-20. Transfer Outlook tasks step 2

Figure 14-21. The system gathers the appointment entries meeting the criteria.

Figure 14-22. Transfer Outlook tasks step 4

Figure 14-23. Step 5 summarizes the transfer details.

Figure 14-24. Notify your manager of a change in your working days step 1

Figure 14-25. Notify your manager of a change in your working days step 3

Figure 14-26. Hide a task from the timesheet.

Figure 14-27. Add a note to a task in the timesheet.

Figure 14-28. The document list for a task

Figure 14-29. Link an issue to a task in the timesheet.

Figure 14-30. The home page displaying update activity

Figure 14-31. The “View task changes submitted by resources” page

Figure 14-32. Options on the Filter, Group, Search tab

Figure 14-33. Accept or reject tasks

Figure 14-34. Task changes are updated.

Figure 14-35. The “View task changes submitted by resources” page with no updates to tasks in the queue

Figure 14-36. Update calendar changes.

Figure 14-37. The “View history of past task changes” page

Figure 14-38. The “Set rules for automatically accepting changes” page

Figure 14-39. Set rules step 1

Figure 14-40. Select projects to which the new rule applies.

Figure 14-41. Select resources to which the new rule applies in step 3.

Figure 14-42. The Set rules page after a rule has been created.

Figure 14-43. The Apply Rules tab

Chapter 15: Working Collaboratively Through Project Web Access

Figure 15-1. The Project Web Access home page

Figure 15-2. The Change password page

Figure 15-3. The “Set my e-mail notifications and reminders” page

Figure 15-4. The “Set e-mail reminders for my resources” page

Figure 15-5. Display Project Web Access content in Outlook

Figure 15-6. Portfolio Analyzer displayed in Outlook

Figure 15-7. The Go offline page

Figure 15-8. The system displays interim information while taking your pages offline.

Figure 15-9. The Project Web Access offline home page

Figure 15-10. Access your offline pages from the Favorites menu in your browser.

Figure 15-11. Go back online.

Figure 15-12. The home page with an issues information alert

Figure 15-13. The issues home page for a user with access to one project

Figure 15-14. The issues page for a specific project

Figure 15-15. The issues page in ad hoc filter mode

Figure 15-16. View issue details.

Figure 15-17. Edit issue details.

Figure 15-18. The edit issue details page scrolled to the bottom

Figure 15-19. Link issues to issues.

Figure 15-20. Link issues to tasks.

Figure 15-21. Select a project from the “View and upload documents for all projects” view.

Figure 15-22. View and upload documents for a specific project.

Figure 15-23. Create a new document library.

Figure 15-24. A new library is added.

Figure 15-25. The shared documents library opened

Figure 15-26. Upload a new document.

Figure 15-27. Give the link a name.

Figure 15-28. The Saved Links section now shows.

Figure 15-29. Modify the settings and columns display

Figure 15-30. Add a column to a SharePoint Team Services list.

Figure 15-31. Name your view and select the columns to display.

Figure 15-32. Determine the sorting for your new view.

Figure 15-33. Set filtering on the view.

Figure 15-34. Set an item limit.

Figure 15-35. The document library General Settings area

Figure 15-36. The document library settings

Figure 15-37. The “Status reports overview” page

Figure 15-38. Selecting a status report action

Figure 15-39. Step 1 involves entering a title and determining recurrence.

Figure 15-40. In step 2 you select the resources that must respond to the status report.

Figure 15-41. You determine status report sections in step 3.

Figure 15-42. In step 4 you confirm the status report creation.

Figure 15-43. A user’s home page showing an upcoming status report

Figure 15-44. The status reports home page for a resource

Figure 15-45. The “Submit a status report” page

Figure 15-46. The home page section displaying status report responses

Figure 15-47. The “View status report responses from your team members” page

Figure 15-48. A compiled status report

Figure 15-49. A status report displayed in a new window after clicking Zoom

Figure 15-50. Request a status report.

Chapter 16: Viewing and Analyzing Resource and Project Information

Figure 16-1. The Resource Center default view

Figure 16-2. Edit resource details.

Figure 16-3. View the remaining availability for selected resources.

Figure 16-4. View the assignment work by project.

Figure 16-5. The “View resource assignments” view

Figure 16-6. Set the filter in the More Filters dialog box.

Figure 16-7. View assignments for one resource only.

Figure 16-8. The Save Link dialog box

Figure 16-9. The “Organize your saved links” page

Figure 16-10. The Project Center Summary view

Figure 16-11. The Project Center Tracking view

Figure 16-12. The Project Center Cost view

Figure 16-13. The Project Center Earned Value view

Figure 16-14. A custom Project Center view with a partial Group by pick list exposed

Figure 16-15. Add one level of grouping and viola!

Figure 16-16. Edit project details through Project Web Access.

Figure 16-17. The Assignment Summary view grouped by resource name

Figure 16-18. The “Create a new personal or shared to-do list” page

Figure 16-19. Create new to-do list tasks.

Figure 16-20. The “Manage my to-do lists” page

Figure 16-21. To-do list options

Figure 16-22. The Project Center home page displaying to-do lists along with projects

Figure 16-23. The “Organize your saved links” page

Figure 16-24. The “Model projects with Portfolio Modeler” page

Figure 16-25. Give your model a name and select the projects to consider.

Figure 16-26. Specify the resources for use in the model.

Figure 16-27. Select related projects to include in your new model.

Figure 16-28. Set scheduling options, priorities, and start-date thresholds.

Figure 16-29. An open model

Figure 16-30. The Resource Assignments section of the model

Figure 16-31. The Portfolio Model Property Toolbox dialog box

Figure 16-32. Displaying the model after making changes using the Portfolio Model Property Toolbox

Figure 16-33. Analyze the model description and summary statistics.

Figure 16-34. A demand, capacity, and utilization chart

Figure 16-35. Review the scheduling options and team structures for the model.

Figure 16-36. Select models to compare.

Figure 16-37. Resource Assignments in the combined model display

Chapter 17: Managing Project Server

Figure 17-1. The “Connect to servers” page is the default display for STS administration.

Figure 17-2. The “SharePoint Team Services subweb provisioning settings” page

Figure 17-3: . The “Manage SharePoint Team Services subwebs” page

Figure 17-4: . The Edit Subweb Address dialog box

Figure 17-5. The synchronize users warning

Figure 17-6. The delete subweb warning

Figure 17-7. The “Web site Administration” page for a specific subweb

Figure 17-8. The “Web site Administration” page, part 2

Figure 17-9. The Change Anonymous Access Settings page

Figure 17-10. The Team Web Site home page

Figure 17-11. The Change Subweb Permissions page

Figure 17-12. The Manage Users page

Figure 17-13. The Manage Roles page

Figure 17-14. The Edit Role page

Figure 17-15. The Invitation Wizard, step 1

Figure 17-16. The Invitation Wizard, step 2

Figure 17-17. The Invitation Wizard, step 3

Figure 17-18. The Create a Subweb page

Figure 17-19. The “Synchronize administrator accounts” page

Figure 17-20. Site administration at the server level

Figure 17-21. The Change Web Discussion Settings page

Figure 17-22. The View and Upload Documents page

Figure 17-23. The File Download dialog box

Figure 17-24. The standard split-window presentation of a document and document discussion

Figure 17-25. The Document Subscription dialog box

Figure 17-26. The SharePoint Server Administration page

Figure 17-27. The Set Installation Defaults page

Figure 17-28. The “Check in enterprise projects” page

Figure 17-29. The “Check in enterprise resources” page

Figure 17-30. The “Clean up Microsoft Project Server database” page

Figure 17-31. Merging users

Figure 17-32. The Save to Microsoft Project Server dialog box

Figure 17-33. The “Save project with” options in the Save As File dialog box

Figure 17-34: . Give the file a new name in the Save As dialog box.

Figure 17-35. The clean up Microsoft Project Server database after delete project action

Figure 17-36. The first page of the Import Projects Wizard

Figure 17-37. Mapping resources in the Import Projects Wizard

Figure 17-38. Editing the subweb address in the “Manage SharePoint Team Services subwebs” page

Figure 17-39: . The Edit Subweb Address dialog box

Figure 17-40. The Computer Management console exposing the Event Viewer and application log

Figure 17-41. The Event Properties window

Figure 17-42. The System Monitor

Chapter 18: Customizing the Project Guide

Figure 18-1. Components of the Project Guide

Figure 18-2. List the tasks in the project goal.

Figure 18-3. The Define the Project Wizard

Figure 18-4. Warning you receive when you leave an incomplete wizard

Figure 18-5. The Interface tab of the Microsoft Project Options dialog box