Delegating a task

You're overloaded with work, and you can't possibly complete everything that you've been assigned. But — lucky for you — management just approved your request to hire an intern to help you. Now you need to delegate some tasks — and keep your project manager informed of the change in assignments.

Note You can delegate tasks only if you have the correct permissions in Project Server.

To delegate tasks, navigate to the View my tasks page and click the Delegation link to view the choices for delegation (see Figure 21-25).

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Figure 21-25: Select a task to delegate, and click the Delegate Task button.

Select the tasks that you want to delegate, and click the Delegate Task button. A new page appears — and a wizard walks you through the delegation process, as shown in Figure 21-26. Scroll down and click Next after you fill in the information for Step 1.

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Step 1 of 2

.v J Delegaie tasks

Complete the sections below, or click Next below to go directly to the next step

Actions:

View my tasks

Create a new task

Assign myseff to an existing task

| Delegate tasks

View and report on your tasks from your Outlook calendar

Notify your manager of time you will not be available for project work

Complete the sections below, or click Next below to go directly to the next step

For each task you've selected to delegate you must Indicate:

1. who you want to delegate the task to,

2. whether you want to assume the lead role for the task, and

3. whether you want to continue to tracV the task in your timesheet.

When you send the delegation request, it goes to the approving manager for each task you've chosen to delegate and to each person you delegate tasks to. You may write notes about each task in the Notes field. You may also choose to write a message that alt the recipients see,

Delegated Task 1 of 1: Determine budgetr Project: conference, Manager: Elaine Marmel

1) Who do you want to delegate this task to?

2) Do you want to assume the lead rote for this task? By assuming the lead role, you track and approve actuals submitted by the resource.

3) Do you want to continue to track this task on your Time sheet?

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Figure 21-26: Identify to whom you want to delegate the tasks and what role you want to continue to play.

Tip If you select a summary task, Project Web Access delegates all subtasks.

In Step 2 of the wizard, send a message to the delegate and to your project manager to notify them of the action, as shown in Figure 21-27.

Click the Send button to complete the process; new tasks now appear in the Microsoft Project Web Access Task view of each affected recipient and the project manager. The person to whom you delegated can refuse the assignment by selecting the task and clicking the Reject button.

Figure 21-27: To complete the delegation process, notify everyone who is affected by the delegation.

Note that you may not be able to delegate certain tasks because of one or more of the following items:

♦ Your manager doesn't permit tasks to be delegated.

♦ Your manager has deleted the task.

♦ The task is a tracking copy of a delegated task or is a nonworking time entry.

♦ A resource created the task, or actual work has been performed and the manager's approval is still pending.

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