Maintaining Your Enterprise Projects

Now that your projects are stored on the project server, you can work with them as enterprise projects. What does that mean to you?

Essentially, it means that you check the project out of the server when you want to work on it and check it back in when you're done for the day, for example. It also means that you're now using the enterprise global template containing any standard project elements that have been defined for your organization, including custom fields, outline codes, macros, views, toolbars, and so on. You also have access to enterprise resources and tools for working efficiently with those resources.

In the wider view, your enterprise projects can be reviewed and analyzed by others to see the big picture of all projects taking place throughout the organization.

Checking Out an Enterprise Project

When you want to open an enterprise project, you check it out of the project server. To check out an enterprise project, follow these steps:

1 With Project Professional connected to the project server, click File, Open.

The Open From Microsoft Office Project Server dialog box appears (see Figure 22-12). All enterprise projects that you have permission to see are listed, along with their version and current checkout status.

Open from Microsoft Office Project Server

Open from Microsoft Office Project Server

¡Name

Version

Checked Out? Checked Out By

Last Modified ^

gj| CP_Q7Q1173552_001

Published

No

7/1/03 5:36 PM

CP_0701173552_002

Published

No

7/1/03 5:37 PM

P_0701171956_Q01

Published

No

7/1/03 5:25 PM

P_0701171956_Q02

Published

No

7/1/03 5:31 PM

ill

■urni

P Read/write to checkout | Open ] Open from File... | Cancel

f Read-only to view

P Read/write to checkout | Open ] Open from File... | Cancel ra .n

Figure 22-12. Check out your enterprise project from the project server. Click the name of the project you want to check out.

If there is a great number of projects, you can help yourself find the project by clicking the arrow in the Group By box and choosing a property by which to categorize the projects.

You can also click any of the table headings to sort projects by that field. By default, the projects are listed in alphabetical order.

3 Make sure that the project you want to check out is not already checked out by someone else.

A project can be checked out by only one user at a time.

4 Make sure that the Read/Write To Check Out option is selected, which is the default. If someone else has checked out the project you want, you can still open it if you select the Read-Only To View option. You will see the project as it was when it was last saved.

5 Click Open.

The project opens (see Figure 22-13). The enterprise global template is attached to the template, and the enterprise resource pool is available for use in the project.

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Software Development

Task Name

Fixed Cost

Fixed Cost Accrual

Total Cost

Baseline

0

H Software Development

0.00

Prorated

497,264.00

0.00

1

E Scope

0.00

Prorated

11,776.00

0.00

2

Determine project scope

0.00

Prorated

1,792.00

0.00

3

Secure project sponsorship

0.00

Prorated

3,584.00

0.00

Figure 22-13. Your enterprise project opens in Project Professional.

Figure 22-13. Your enterprise project opens in Project Professional.

Reviewing the Enterprise Global Template a When you start Project Professional and connect to your project server, the latest update of the r enterprise global template is automatically attached. The enterprise global template is akin to

2 a global template or the "global global" over the standard project global template. The enter prise global template dictates standards being enforced and customizations made available to Microsoft Project interface elements in projects throughout the enterprise. These standards provide for customization and consistency across all projects in an organization. The standards propagated through the enterprise global template also make it possible for project information throughout the enterprise to be compared and analyzed in meaningful ways. By default, the portfolio manager and project server administrator are the only users with the permission to modify the enterprise global template. However, project managers have the permission to view the enterprise global template, so you can see the controls behind your individual enterprise projects. The following list details the project elements that can be modified and propagated as standards via the enterprise global template:

Base calendars

Fields

Filters

Formulas

Forms

Groups

• Import and export maps

• Outline codes

To review the enterprise global template and see the specific changes that are being enforced for your organization, follow these steps:

1 Make sure that Project Professional is connected to the project server.

As soon as you connect to the project server, the enterprise global template is loaded into memory for use with your enterprise projects.

2 Click Tools, Enterprise Options, Open Enterprise Global.

A project plan, which appears to be empty, is displayed (see Figure 22-14).

Using the default project manager permissions, the enterprise global template is not checked out to you in the sense that you can make changes to it; but rather that you're using it as the foundation structure to your own checked-out enterprise projects.

Figure 22-14. Review features in the enterprise global template to see your organization's standards.

Figure 22-14. Review features in the enterprise global template to see your organization's standards.

3 You can browse around the various interface features—such as the view definitions, filter definitions, custom toolbars, and so on—to see how the enterprise global template has been customized.

4 When finished reviewing the enterprise global template, close it.

While you can inadvertently enter data in the enterprise global template, they are not saved when you close it. Only specific elements (views, fields, macros, currency, and so on) are saved. Tasks or assignments would never be saved with the enterprise global template.

The global standards are still present in any enterprise projects you have currently checked out. In fact, if you browse the interface elements in your own enterprise project, you'll see that the same customizations are present there that are in the enterprise global template.

If the enterprise global template changes after you connect to the project server, you only see those changes after you close Project Professional and reconnect.

It's likely that your organization has a system—either formal or informal—for project managers to suggest changes to the enterprise global template. Find out from the project server administrator or portfolio manager how you can suggest changes you want to see implemented. When the enterprise global template is updated, you see the changes take effect the next time you check out an enterprise project.

Even though the enterprise global template affects all your enterprise projects, this doesn't mean that you can't still use your own project global template, which is active on projects on your own computer. As long as there's no conflict between elements in the project global and o elements in the enterprise global template, you can create your own sets of standards for all p your own projects. For example, you can create and use your own custom toolbar as long as

? it has a different name from any custom toolbars provided in the enterprise global template.

For more information about working with the project global template, see Chapter 28, "Standardizing Projects Using Templates."

Finally, you can change interface elements to apply to an individual project without it being a part of the enterprise global template or your own project global template.

Working with Custom Enterprise Fields

Custom enterprise fields often constitute a major area of customization and standardization implemented via the enterprise global template. Custom fields can be designed to store a specific category of numbers, durations, or text not provided by built-in Microsoft Project fields. Different data types of custom fields are available for assignments, tasks, and entire projects. The portfolio manager or project server administrator defines these fields as part of the enterprise global template, which are then available to you to add to your project.

Custom enterprise fields include the following:

• Custom enterprise project fields, such as Enterprise Project Costl, Enterprise Project Duration3, and Enterprise Project Outline Code5

• Custom enterprise task fields, such as Enterprise Date3 or Enterprise Flag10

• Custom enterprise task outline codes, using Enterprise Task Outline Codel through Enterprise Task Outline Code30

Note There is also an extensive set of custom enterprise resource fields that help define resources in various ways in the enterprise resource pool.

For more information about these enterprise resource fields, see "Working with Enterprise Resource Outline Codes" later in this chapter on page 658.

To add a custom enterprise field to your enterprise project, follow these steps:

1 With Project Professional connected to the project server, check out the enterprise project to which you want to add the custom enterprise field.

2 Display the sheet view and table to which you want to add the custom enterprise field. If you're adding an enterprise task field, display a task view. If it's an assignment field, display the Task Usage or Resource Usage view.

If you're adding an enterprise project field, display the project summary row. To do this, first display a task view. Click Tools, Options and then click the View tab. Select the Show Project Summary Task check box.

3 Right-click the column heading to the left of where you want the custom enterprise field to be inserted. Click Insert Column on the shortcut menu.

4 In the Field Name box, find and click the custom enterprise field.

You'll know the name of the field from information you've received from your portfolio manager or project server administrator.

Custom enterprise fields are listed twice: once using the generic enterprise field name (for example, Enterprise Datel) and again using the name you gave it (for example, Deliverable Milestone).

5 In the Insert Column dialog box, click OK.

A column containing the selected custom enterprise field appears in the sheet view.

Some custom fields are set up to be calculated from values in other fields in your project. If you added such a calculated field, it might already contain values.

Other custom fields are set up for you to simply add the appropriate data. For such entered fields, you might just type in data freeform. Entered fields can also be designed to contain a value list for you to choose from. If this is the case, click in the field; click the arrow; and then select the appropriate choice for the task, assignment, or project.

Microsoft Office Project 2003 Inside Out Checking In an Enterprise Project

When you finish working with your enterprise project for now, you check it back in to the project server. Your organization might have specific rules for when you need to check in your projects.

To check in an enterprise project, follow these steps:

1 Make sure that Project Professional is connected to the project server.

2 Click File, Save to save your final changes.

3 Check in the project by simply closing the project: click File, Close.

As long as the project was already an enterprise project, it is checked back in to the project server.

If you had not saved final changes, the Save And Check-In dialog box appears. Click Save Any Changes And Then Check-In. If you want to discard your changes, click Check-In Only.

Note If there are any required custom enterprise fields or outline codes that you have not filled in, you'll see a prompt reminding you to do this. You must complete these fields before you can successfully check the project back in.

See "Working with Custom Enterprise Fields" in the previous section for more information.

After you check in your project, it becomes accessible for edit by other project server users h with the proper permissions.

2 Working with Published Versions of Enterprise Projects

When you save or import a new enterprise project to the project server, you select a particular project version. By default, the version is published. The version is appended to the project name as a second filename extension; for example, Design.mpp.published. The version specifies all the projects that are a members of a given portfolio of projects.

The version is used in a variety of ways. Users can compare and analyze all projects in a given version. They can also compare the different versions of the same project, which is particularly useful for analyzing what-if scenarios. Versions can also be used to track different phases or milestones in a project, or different baselines in the same set of project tasks.

The project server administrator can create additional versions, as dictated by the project management requirements of the organization.

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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