Sending Assignments to Team Members

To send all task information to the assigned resources, follow these steps:

1 Click Collaborate, Publish, New And Changed Assignments.

2 If you see a message having to do with saving the project plan (see Figure 19-3), just click OK to proceed.

Microsoft Office Project | X |

f^ When publi

Do you war

shing to Pro; it to procee OK

ject Serverj your project will be saved. [ Cancel ]

Figure 19-3. When you publish assignments, click OK if you see this alert message.

3 The Publish New And Changed Assignments dialog box appears (see Figure 19-4).

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.

Resource Names

Task Name

Work

Start

Finish ^

Analyst

[

[

¿1

Conduct needs analysis

I40h

Tue 1/6/04

Tue 1/13)

Draft preliminary software specific.

I24h

Tue 1/13/04

Fri 1/16/C

Ty

Review software specifications/bui

|4h

Tue 1/20/04

Tue 1/20)

Ty

Incorporate feedback on software

:8h

Wed 1/21/04

Wed 1/21

Ty

Review preliminary software specif

i 16h

Mon 1/26/04

Wed 1/2E

Ty

Develop functional specifications

Uoh

Wed 1/28/04

Wed 2/4/

<ia

Develop prototype based on funct

32h

Wed 2/4/04

Tue 2/10) v >

Show preview grouped by: (* Resource C Task

Settings

Notify all affected resources via e-mail Edit message text... |

Settings

Notify all affected resources via e-mail Edit message text... |

Figure 19-4. Send all project assignments to their assigned resources.

4 In the Publish New And Changed Assignments For list, click Entire Project.

5 Under the task table, select the Resource option next to Show Preview Grouped By.

6 Be sure that the Notify All Affected Resources Via E-Mail check box is selected.

7 Click the Edit Message Text button.

The Edit Message Text dialog box appears (see Figure 19-5).

Figure 19-5. Revise the introductory note that accompanies the published assignments.

8 Revise the message as you feel appropriate to explain the process to your team mem bers, and then click OK. cr>

If necessary, your e-mail program launches and then you'll see a message confirming that the assignment messages have been sent. g

After your messages are sent, the Gantt Chart will show Unconfirmed indicators (see Figure 19-6) next to each task that was published. They indicate that an assignment has been pub lished for that task, but that you have not yet received a response from the assigned resource.

The Unconfirmed indicator looks like an envelope with a question mark.

o

Task Name

Duration

85

H

Develop manufacturing process requiremer

10 days

86

H

Design and order new equipment

25 days

87

H

Install and test new equipment or equipment

25 days

88

H

Confirm manufacturing capabilities

10 days

89

H

Develop and review production trial plan (re

5 days

90

H

Start production of commercial product qua

30 days

91

H

Monitor customer acceptance testing

20 days

92

H

Collect feedback on draft plan

10 days

Figure 19-6. Unconfirmed indicators mark tasks that have been published and are awaiting acknowledgment by the assigned resources.

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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