Creating the Enterprise Resource Pool

After you create the enterprise resource pool, project managers can access it and build project teams from it. If you can, add the bulk of your resources at once. You can always add individual resources as time goes on. Project managers who have been working with their own resources can import those local resources into the enterprise resource pool.

The project server administrator is often the one who sets up and maintains the enterprise resource pool. However, because of the specialized information having to do with resource skills, costs, and availability, other specialists such as the portfolio manager or a human resources representative might be involved in the setup. By default, the project server administrator and portfolio manager are given the permission to add and edit enterprise resource data.

A user with the permission to edit enterprise resource data can do the following:

Microsoft Office Project 2003 Inside Out Adding Multiple Enterprise Resources

The basic way to add resources to your enterprise resource pool is just standard data entry, as follows:

1 Make sure your user profile is set with the Edit Enterprise Resource Data category permission in Project Server.

If you are the project server administrator or portfolio manager, you have this permission by default.

2 In Project Professional 2003, click Tools, Enterprise Options, Open Enterprise Resource Pool.

The Open Enterprise Resources dialog box appears (see Figure 21-13).

Resource Information

Figure 21-13. Use the Open Enterprise Resources dialog box to add or edit resources in the enterprise resource pool.

Figure 21-13. Use the Open Enterprise Resources dialog box to add or edit resources in the enterprise resource pool.

Click the Open/Add button.

A new project plan called Checked-Out Enterprise Resources (as shown in the title bar) opens, with the Resource Sheet displayed.

In the Resource Name field, type the name of the resource. Enter any other information in the other fields, such as group, maximum units, cost rates, and base calendar. If you want to add complete resource information, click the Resource Information button on the Standard toolbar. The Resource Information dialog box appears. Enter information on the various tabs as appropriate to this resource. When finished, click OK.

For more information about the different types of resource information that can be added to the Resource Sheet and Resource Information dialog box, see Chapter 6, "Setting Up Resources in the Project."

5 Repeat Step 4 for all other resources you want to add (see Figure 21-14).

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Figure 21-14. Enter resource names and associated information in Checked-Out Enterprise Resources.

6 When you're finished adding resources and you want to check the enterprise resource pool and its new information in to Project Server, click File, Close.

7 In the prompt that appears, click Yes to save your changes.

Tip Enterprise resources are added automatically as Project Web Access users

When you add resources to your enterprise resource pool, Project Server adds them automatically as Project Web Access users with Project Server authentication. Those users have instant access to Project Web Access and just need to set their passwords upon their first login.

However, when you add Project Web Access users, they are not likewise added to the enterprise resource pool. This is because you're likely to have more Project Web Access users, such as executives, resource managers, accountants, and other managing stakeholders who need access to project information, but who are not available to be assigned to a project team.

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Synchronizing with Active Directory Resources

If your organization uses Active Directory, you have the easiest way to generate your enterprise resource pool. You can synchronize an Active Directory group with the Project Server enterprise resource pool, and also schedule periodic synchronization updates or refreshes. In this way, resources from a specific Active Directory group are instantly mapped to the enterprise resource pool. If the resource exists in Active Directory, the resource is automatically added to the enterprise resource pool upon the next scheduled Active Directory update to Project Server. Any resources that no longer exist in Active Directory are likewise removed from the Project Server. This is a one-way synchronization, from Active Directory to Project Server.

The Active Directory synchronization options are set as part of the Project Server configuration. These options can be set during initial configuration, or they can be set anytime afterward, as follows:

In the Admin page of Project Web Access, click Server Configuration in the left pane. The Server Configuration page appears.

In the Active Directory Group To Synchronize box, enter the name of your Active Directory group.

This box, along with the other Active Directory options, is under Specify The Mode Used To Run Microsoft Project Server (see Figure 21-15).

Figure 21-15. Set your Active Directory options on the Server Configuration page in Project Web Access.

Figure 21-15. Set your Active Directory options on the Server Configuration page in Project Web Access.

Specify when Active Directory updates should take place.

If you select the Update Every option, specify the frequency at which Project Server should be synchronized to be changed in Active Directory, for example, every week or every two months. Also specify the date when updates should begin and the time at which the update should be done.

If you select the Update Only When Specified option, the Update Now button becomes available when you are running Project Web Access from the project server computer.

Note Active Directory synchronization is available only if you are running enterprise features. It is not available if you're implementing only workgroup features without enterprise project management.

Tip Develop an API to create your enterprise resource pool

An Application Program Interface (API) can be developed to help you automatically create a FEATURE! programmatic interface to create your enterprise resource pool from existing information in another system, for example, your human resources or general ledger system.

For information about the new APIs, refer to the Microsoft Project Software Development Kit (SDK) and search for "API". To access the SDK, go to http://msdn.microsoft.com/project, click Microsoft Project 2003, and then click SDK Documentation.

Adding an individual resource to the enterprise resource pool entails essentially the same process as adding a bunch of resources at one time.

1 In Project Professional, click Tools, Enterprise Options, Open Enterprise Resource Pool.

2 Without selecting any existing resources in the dialog box, click the Open/Add button.

The Resource Sheet for the Checked-Out Enterprise Resources project appears in Project Professional. The Resource Sheet is blank.

Note When adding a new resource to an existing enterprise resource pool, it might seem odd to see a blank Resource Sheet, especially because you selected the Open Enterprise Resource Pool command.

In reality, however, you never really check out the entire resource pool unless you select all resources and then click the Open/Add button. Typically, you add one or more new resources or you edit the information for a select group of resources, while the rest of the resources are still safely checked in.

3 Enter the new resource, along with any associated resource information.

4 When finished, click File, Close.

5 In the prompt that appears, click Yes to save your changes.

The new resource is checked in to Project Server as a new member of the enterprise resource pool.

Importing Existing Local Resources to the Project Server

A number of resources, complete with reliable availability and cost information, might already exist in enterprise and nonenterprise projects. You can easily open those projects and import the resources into the enterprise resource pool using the Import Resource Wizard.

Tip Import projects and resources at once using the Import Projects Wizard

If you want to import resources from a nonenterprise project that you need to import to the project server as an enterprise project, you can do both at the same time. The primary job of the Import Projects Wizard is to import tasks in an existing project into a new enterprise project. If you want, you can specify that the resources in that project also be added to the enterprise resource pool and assigned to the newly created enterprise project.

For more information about importing projects with their resources and custom fields, see "Importing a Local Project to the Server" on page 646.

Follow these steps to import local (nonenterprise) resources from an existing project to the enterprise resource pool:

Be sure you're logged in to the project server through Project Professional. Also be sure that the project from which you want to import resources is not open.

Click Tools, Enterprise Options, Import Resources To Enterprise.

The Import Resources Wizard appears.

On the wizard's first page, click the Next button.

The Open From Microsoft Office Project Server dialog box appears, listing all enterprise projects (see Figure 21-16).

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Figure 21-16. Select the project that contains the resource information you want to import.

4 If the resources you want to import are in an enterprise project, click the name of that project and then click Open.

If the resources are in a local project stored on your computer or network, click Open From File. In the Import Resources dialog box (which looks like a standard Open dialog box), find and open the project file.

5 Click Next.

The Map Resource Fields wizard page appears. Notice that the Resource Name field appears in the Preview area, along with the first few resource names.

6 Map any custom resource fields from the original project to the enterprise resource pool (see Figure 21-17). If there are no custom resource fields to map and import to the server, you can skip this wizard page.

Import Resources Wizard

Map Resource Fields

Custom field definitions and values on imported resources are not imported. To copy the values from the import resource fields, you map the imported resource field to an enterprise resource field. In the Map column, select the fields you want copied.

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Figure 21-17. Map any custom resource fields to the enterprise resource pool. Click Next.

The next wizard page displays the list of local resources in the selected project who are available for import to the enterprise resource pool

Select or clear check boxes in the X column to specify which resources are to be imported. To select (or clear) all resources, click Select/Deselect All (see Figure 21-18). Click Next.

Import Resources Wizard

Resources to import from project: C:\Documents and Settings\Teresa Stover\Desktop\My Projects\Inside Out\PIO This project contains 36 resources. Before changes, 36 of these can be imported into enterprise resources. To change resource information, for instance to change a duplicate resource name, select a resource and click Resource Information.

Select the resources you want imported, then click Next.

User will become an enterprise resource.

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Figure 21-18. Select the resources whose information you want to import to the enterprise resource pool.

The Import Complete page appears. 9 If you need to import resources from other projects, click Import More Resources. When finished importing resources from existing projects, click Finish.

The selected resources and their associated calendar, cost, and other resource information are imported into the enterprise resource pool.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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