Setting Up Team Member Timesheets

Whether you're working with enterprise project management or workgroup features only, you need to set up the default team member Timesheets. The Timesheet is the primary view that team members work with to track and update their tasks assigned from one, two, or more projects (see Figure 21-30).

You establish the assignment progress tracking method that is then reflected in the Timesheet. The tracking method can be as simple as noting whether an assignment is not started, in progress, or completed. It can also be as sophisticated as tracking every hour devoted to each assignment.

Depending on the level of project management control that your organization needs, you can set up a number of assignment update restrictions. You can specify an open time period within which assignment updates can be made. You can also specify whether project managers can edit updates submitted by team members.

Work with the project managers and the requirements of the organization to decide on the most appropriate default tracking method. After setting the default, project managers might still be able to switch to a different tracking method, but only if you allow that possibility in your project server configuration.

The three tracking methods are as follows:

Percent of work complete This is the least restrictive and least time-consuming tracking method. The Timesheet includes a field that team members use to update how far along they are with their assignments. Actual work done and remaining work This tracking method provides a medium level of detail. The Timesheet includes fields for total actual work and remaining work for each assignment. Team members enter those total amounts for each progress update requested.

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Figure 21-30. Design the Timesheet to fit the needs of the organization and the projects.

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Figure 21-30. Design the Timesheet to fit the needs of the organization and the projects.

Establishing the Update Method and Restrictions

Hours of work done This is the most detailed tracking method. The Timesheet includes a field for each time period, either days or weeks, for the duration of the project. Team members enter the number of hours worked per day or per week and submit those with each progress update.

In addition to the default tracking method, you can also control when actuals are accepted and whether they can be changed after they've been submitted to the project server.

Use the Customize Project Web Access options on the Admin page to set the default tracking method and any update restrictions, as follows:

1 In the Admin page of Project Web Access, click Customize Project Web Access in the left pane.

2 In the left pane, under Customization Options, make sure that Tracking Settings is selected.

The Tracking Settings page appears (see Figure 21-31).

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Tracking settings

Customization options: a Tracking settings Gantt Chart formats Grouping formats Home page format Notifications and

Actions: Manage l groups

Server configuration

Specify the default method for reporting progress on tasks

,-. Actual work done and work remaining: Resources reportthe actual work dor and the work remaining to be done on each task,

Hours of work done per day or per week: Resources report the hours worke on each task during each time period.

^ Allow project managers to change the default method for reporting progress if a different method is appropriate for a specific project, r~ Force project managers to use the progress reporting method specified above for all projects.

Time period settings

Week starts on; | Sunday i* Non Managed Periods - Allow Project and Project Web Access users to update actuals, C Managed Periods - Allow only Project Web Access users to update actuals during open per For projects that require resources to specify hours worked during each time period, vou can s j^] Done

Figure 21-31. Use the Tracking Settings page to specify the default tracking method to be used in the Timesheet.

Under Specify The Default Method For Reporting Progress On Tasks, select the option for the tracking method you want to use: Percent Of Work Complete, Actual Work Done And Work Remaining, or Hours Of Work Done Per Day Or Per Week.

Under Lock Down Defaults, specify whether you are allowing project managers to change the tracking method in their individual projects, or whether they must always use the default method you selected.

If you allow project managers to change the default tracking method, they can do so using the Customize Published Fields dialog box in Project Professional.

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5 Under Time Period Settings, specify when your work week begins.

6 If projects are to be tracked by hours of work per time period, you can lock the Timesheet periods.

Locking the Timesheet periods ensures that team members can report hours only for current time periods, not for time periods in the past or future. Locking the Timesheet period contributes to the integrity of progress information being submitted by team members.

Select the Non-Managed Periods option if you want to allow team members to enter actuals at any time, no matter how early or late.

Select the Managed Periods option if you want to allow actuals to update only during a specified open period of time.

7 Click the Save Changes button at the bottom of the page.

For more information about tracking actual work in Microsoft Project, see "Updating Progress Using Resource Work" on page 316.

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