Publishing Information for Team Members

When you publish information from your project plan, you're essentially saving it to your project server. The information is stored there and available for viewing in Project Web Access by the users with the right permissions.

Publish New And Changed Assignments

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There are three categories of project information you habitually publish to the project server for use by your team members:

• New assignments

• Changed assignments

• The entire project schedule

Publishing New Assignments Publishing all the assignments from your project plan to the project server initiates the team collaboration cycle. When your team members log on to Project Web Access, they can instantly view and work with their individual assignments in the Timesheet view.

To submit the initial set of new assignments to the project server and your assigned resources, follow these steps:

1 Make sure that Project Professional is connected to the project server and that your project is checked out and displayed.

2 Click Collaborate, Publish, New And Changed Assignments. Or, on the Collaborate toolbar, click Publish New And Changed Assignments.

This procedure will publish all assignments in your project to the project server. Because this is the first time you're publishing assignments, every assignment is considered new. A message appears, stating that your project is being saved when publishing to the project server.

3 Click Yes.

The Publish New And Changed Assignments dialog box appears (see Figure 22-29). The table shows all assignments grouped by resources. You can switch this view to a task grouping by clicking the Task option under the table.

Publish New and Changed Assignments

Publish new and changed assignments for: | Entire project

The assignments in the preview below will be published to Project Server.

Publish new and changed assignments for: | Entire project

The assignments in the preview below will be published to Project Server.

Resource Names

Task Name

Work

Start

Finish ^

Developer

0

Review functional specifications

8h

Mon 2/16/04

Mon 2/16

0

Identify modular/tiered design par.

8h

Tue 2/17/04

Tue 2/17)

0

Assign development staff

8h

Wed 2/18/04

Wed 2/IE

0

Develop code

120h

Thu 2/19/04

Wed 3/1C

0

Developer testing (primary debugc

120h

Tue 2/24/04

Tue 3/161

Management

mu

Determine project scope

4h

Thu 1/1/04

Thu 1/1/CV Ù

Show preview grouped by: fi" Resource C lask

Figure 22-29. All assignments are listed in the Publish New And Changed Assignments dialog box.

4 If you want to send a notification message, make sure that the Notify All Affected Resources Via E-Mail check box is selected.

A standard message will be sent to all assigned resources. If you want to modify the standard message, click Edit Message Text. A dialog box appears in which you can modify the standard message (see Figure 22-30). When finished, click OK.

Regardless of whether team members receive an e-mail notification, they will still see their assignments the next time they log on to Project Web Access.

Figure 22-30. Change the standard notification e-mail message text if you want.

5 When you're ready to publish your assignments, click OK in the Publish New And Changed Assignments dialog box.

A message appears, indicating that the entire project plan with summary will be pub- ^

lished to the project server. t!

Another message appears, indicating that your project is in the process of being published. When the message disappears, your project has been published and the assignments are now available to the assigned team members. Any notes and other information associated with assignments are also published. Overall project summary information is published. The full project schedule can also be viewed by users in the Projects view.

For information about collaboration functions used by team members and resource managers, see Chapter 23.

Publishing Changed Assignments So you've published the initial assignments, and the team members are working away on them. But suppose that a new set of tasks is added or the duration on a task is doubled, and the dependencies on these tasks affect several assignments. What now?

All you have to do is publish changed assignments, which is a process similar to publishing the new assignments. The difference is that instead of publishing all assignments in the

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project, you're publishing only the assignments that have been added or that have changed since the last time you published assignments. To do this, follow these steps:

1 Make sure that Project Professional is connected to the project server and that your project is checked out and displayed.

2 On the Collaborate toolbar, click Publish New And Changed Assignments.

A message appears, stating that your project is being saved when publishing to the project server.

3 Click Yes.

The Publish New And Changed Assignments dialog box appears. The table lists only those assignments that have been added or changed since the last time you published assignments. Only these will be published with this operation.

4 Click OK.

A message appears, indicating that the project is being published to the project server.

5 Click OK.

Another message appears, indicating that your project is in the process of being published. When the message disappears, the new and changed assignments have been published and are now available to the assigned team members.

Publishing the Project Schedule When you publish assignments, your entire project schedule is also published to the project server. Project Web Access users can then access your schedule view. This can be helpful for team members who want to see the overall context of their tasks. Project views are also essential for other stakeholders, for example, executives, accounting, procurement, human resources, and so on.

You can publish the schedule without publishing assignments, as follows:

1 Make sure that Project Professional is connected to the project server and that your project is checked out and displayed. ' 2 Click Collaborate, Publish Project Plan. Or, on the Collaborate toolbar, click Publish

Project Plan.

Publish A message appears, stating that your project is being saved when publishing to the

Project project server.

Plan

3 Click Yes.

The Publish Project Plan dialog box appears (see Figure 22-31).

Figure 22-31. Select how much of the project plan you want to publish.

4 To publish the entire project, click OK.

If you just want to publish a project summary, click Summary Only and then click OK. Project Web Access users can see a list of all projects available for viewing in the Project Center (see Figure 22-32).

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Figure 22-32. Change the standard notification e-mail message text if you want. They can then open the project by clicking its name in the table (see Figure 22-33).

Figure 22-33. View the entire project schedule in Project Web Access.
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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