Establishing User Accounts and Permissions

Project Server is loaded with a set of built-in user groups, each of which is associated with a set of permissions having to do with various aspects of enterprise project management and workgroup collaboration. Consider using the built-in groups and permission sets as a starting point. As you and your organization gain more experience with Project Server and start to get a better idea about how you want to implement enterprise and workgroup features, you can make adjustments and customizations.

The built-in user groups, also known as roles, are as follows:

Administrators

Executives

Portfolio Managers

Project Managers

Resource Managers

Team Leads

Team Members

Each of the user groups is associated with a security template that includes the set of permissions most likely to be needed by someone in that user group.

In addition to setting the permissions for a new user, you also set the categories of information that can be accessed by that user. Although you can create your own categories, the built-in categories are as follows:

My Direct Reports

My Organization

My Projects

My Resources

Category permissions

Table 21-1 shows the category permissions as set using the built-in templates according to a user's group, or role.

Table 21-1. Category Permissions

Category Permissions

Admin

Exec

Portfolio Mgr

Project Resource Team Team Mgr Mgr Leader Member

Adjust Actuals

X

Approve Timesheets For Resources

X

Assign Resource

X

X

Build Team On Project

X

X

X

Create New Task Or Assignment

X

XX XX

Edit Enterprise Resource Data

X

X

Open Project

X

X

X

Save Project

X

X

X

See Enterprise Resource Data

X

X

X

X

See Projects In Project Center

X

X

X

XX XX

See Projects In Project Views

X

X

X

X XX

See Resource Assignments In Assignment Views

X

X

X

X X

View Risks, Issues, and Documents

X

X

X

XX XX

To create a new user account in Project Web Access and set the user's permissions, follow these steps:

1 In the vAdmin page of Project Web Access, click Manage Users And Groups in the left pane.

The Users page appears (see Figure 21-3).

The Users page appears (see Figure 21-3).

Figure 21-3. Click Manage Users And Groups to open the Users page and add a new user account.

2 Above the table, click Add User.

The Add User page appears (see Figure 21-4).

Figure 21-4. In the Add User page, specify the new user's authentication, group, and permissions.

Next to Authenticate User By, select the option for this user's authentication method. Windows Authentication users can log on to Project Web Access using the same user ID and password they use to log on to your organization's Windows network.

Project Server Authentication users log on to Project Web Access using the user ID you set up on this page. They can then set their password in Project Web Access. If you have added enterprise resources, they are automatically added as Project Web Access users authenticated by Project Server.

If you select the Windows Authentication option, complete the Windows User Account, User Name, and E-Mail fields.

In the Windows User Account box, enter the person's Windows account in the format of domain\username.

In the E-mail box, enter the person's e-mail address in the format of [email protected] microsoft.com.

In the User Name box, enter the person's first and last names.

If you select the Project Server Authentication option, enter the person's User Name. The first time these users log on to Project Web Access, they'll be prompted to set a password.

Under Groups, click the group that this user belongs to and then click Add. A user can be a member of more than one group.

Click the Categories heading to expand the Categories section (see Figure 21-5).

Figure 21-5. In the Categories section, specify the items that can be accessed by this user and then start setting permissions.

8 In the Available Categories box, select the data that should be available for access by this user and then click Add.

A user can access multiple categories as appropriate to his responsibilities.

9 Select the check boxes for the permissions you want to set for this user.

It's easiest to set permissions with a template that corresponds to the user's group and then make any individual adjustments as necessary. To do this, under the permissions table, click the Set Permissions With Template button and then click the user's group, for example, Project Manager or Team Lead. The check boxes in the permissions table are completed as appropriate to the selected group (see Figure 21-6).

To set a permission, select the check box under the Allow column. To deny a permission, clear the check box under the Allow column. You can also select the check box under the Deny column, but it's not necessary—just one or the other is sufficient.

Figure 21-6. These are the permissions set by the built-in Project Manager security template.

Figure 21-6. These are the permissions set by the built-in Project Manager security template.

10 Click the Global Permissions heading to expand the Global Permissions section (see Figure 21-7).

® Figure 21-7. In the Global Permissions section, specify the permissions you

^ want to allow or deny for this user.

11 Select the check boxes for the global permissions you want to set for this user. Be sure to scroll to see all the permissions—it's a long list.

As with the category permissions, it's much easier to use the template for the user's group and then make any individual adjustments as necessary. Under the global permissions table, click the Set Permissions With Template button and then click the user's group, for example, Team Member or Resource Manager. The check boxes in the global permissions table are completed as appropriate to the selected group.

12 When finished, click the Save Changes button at the bottom of the page.

After you set up the user accounts, team members and other Project Web Access users just need to use their Web browser to go to the designated URL for your project server location. They enter their user name (and password if necessary), and their own view of Project Web Access appears.

Team members and resource managers needing information about using Project Web Access should refer to Chapter 23, "Participating on a Team Using Project Web Access."

Upper managers using Project Web Access should refer to Chapter 24, "Making Executive Decisions Using Project Web Access."

Microsoft Office Project Web Access 2003 - ps2 - Microsoft Internet Explorer

File Edit View Favorites Tools Help

Address é] http://p52/projectserver/admin/5ee_users_AddModify ,asp?Res!D=-l

See Projects in Project Views

See Resource Assignments in Assignment Views

View Risks, Issues., and Documents

Set Permissions with Template

□ Global Permissions: Set user's global permission

See Projects in Project Views

See Resource Assignments in Assignment Views

View Risks, Issues., and Documents

Set Permissions with Template

□ Global Permissions: Set user's global permission

Permissions

Allow

Deny

About Microsoft Office Project Server 2003

Assign Resource to Project Teem

Assign To-Do List Tasks

Backup Globe

Build Team On New Project

Change Password

Change Work Days

Check in my projects

Cleen up Project Server detabase

n

n

Template J | Administrator v

Save Changes | | Cancel

Set Permissions with

Template J | Administrator v

Save Changes | | Cancel

Table 21-2 shows the global permissions as set using the built-in templates according to a user's group, or role.

Table 21-2. Global Permissions

Global Permissions

Admin

Portfolio Project Resource Team Team Exec Mgr Mgr Mgr Leader Member

About Microsoft Office Project Server 2003

X

X

Assign Resource To Project Team

X

X X

Assign To-Do List Tasks

X

X X X X X

Backup Global

X

Build Team On New Project

X

X XX

Change Password

X

XX XX XX

Change Work Days

X

X

Check In My Projects

X

XX XX XX

Clean Up Project Server Database

X

Connect To Project Server Using Microsoft Project 2002 Or Earlier

X

Accounts From Microsoft Office Project

X

X

Table 21-2. Global Permissions

Global

Portfolio

Project

Resource

Team

Team

Permissions

Admin

Exec Mgr

Mgr

Mgr

Leader

Member

Create

X

X

Accounts

When Delegat

ing Tasks

Create

X

X

Accounts

When Request-

ing Status

Reports

Create Admin

X

X

istrative

Projects

Create And

X

X

X

X

X

X

Manage To-Do

List

Customize

X

Project Web

Access

Delegate Task

X

X

Go Offline

X

X X

X

X

X

X

From Project

Web Access

Hide Task

X

X

X

From

Timesheet

Integration

X

X X

X

X

X

X

With External

Timesheet

System

Log On

X

X X

X

X

X

X

Manage Enter-

X

X

prise Features

Manage Rules

X

X

Manage

X

Security

Manage Server

X

Configuration

J

Table 21-2. Global Permissions

Global Permissions

Admin

Exec

Portfolio Mgr

Project Mgr

Resource Mgr

Team Leader

Team Member

Manage Status Report Request

X

X

X

X

X

Manage Task Changes

X

X

Manage Users And Groups

X

Manage Views

X

X

Manage Windows Share-Point Services

X

New Project

X

X

X

New Project Task

X

X

X

New Resource

X

X

X

New Task Assignment

X

X

X

Open Project Template

X

X

X

Publish To-Do List To All Users

X

X

X

X

X

X

Publish/ Update/Status

X

X

X

Read Enterprise Global

X

X

X

X

Save Baseline

X

X

Save Enterprise Global

X

X

Save Project Template

X

X

X

Set Personal Notifications

X

X

X

X

X

X

X

Set Resource Notifications

X

X

X

X

X

X

Table 21-2. Global Permissions

Global Permissions

Admin

Exec

Portfolio Mgr

Project Mgr

Resource Mgr

Team Leader

Team Member

Submit Status Report

X

X

X

X

X

X

Timesheet Approval

X

X

User Defined 1

X

X

X

X

X

X

X

User Defined 2

X

X

X

X

X

X

X

User Defined 3

X

X

X

X

X

X

X

View Adjust Actuals

X

View Assignments View

X

X

X

X

X

X

Documents

X

X

X

X

X

X

X

View Home

X

X

X

X

X

X

X

View Issues

X

X

X

X

X

X

X

View Models

X

X

X

View Portfolio Analyzer

X

X

X

View Project Center

X

X

X

X

X

X

View Project View

X

X

X

X

X

X

View Resource Allocation

X

X

X

X

View Resource Center

X

X

X

X

View Risks

X

X

X

X

X

X

X

View Status Report List

X

X

X

X

X

Timesheet

X

X

X

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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