Project Server 2010 for Team Members
The University of Akron
Table of Contents
COURSE OBJECTIVES .............................................................................................. 2
LESSON 1: GET STARTED ........................................................................................ 3
TERMS .................................................................................................................... 3
SUPPORTED BROWSERS ................................................................................................ 4
INTEGRATION WITH EXCHANGE SERVER ............................................................................. 4
LOG IN TO PROJECT SERVER 2010................................................................................... 5
LOG OUT OF PROJECT SERVER 2010 ................................................................................ 7
LESSON 2: USE TIMESHEETS .................................................................................. 9
TIME ENTRY AND PROCESSING ........................................................................................ 9
INSERT AN ASSIGNED TASK ......................................................................................... 13
ALTERNATIVE VIEW OF TIME ENTRIES.............................................................................. 15
RECALL A TIMESHEET ................................................................................................. 16
DELETE A TIMESHEET ................................................................................................. 18
LESSON 3: REPORT TASK STATUS ........................................................................ 20
LESSON 4: USE THE PROJECT SITE TO COLLABORATE .......................................... 22
DISCUSSION ........................................................................................................... 22
NAVIGATION ........................................................................................................... 23
To PWA Home Page ........................................................................................... 23
To a Project Site ................................................................................................ 25
WORK WITH PROJECT DOCUMENTS ................................................................................. 27
View a Document .............................................................................................. 27
Publish a Document ........................................................................................... 29
Edit a Document ................................................................................................ 32
WORK WITH THE ISSUES LIST ....................................................................................... 35
WORK WITH THE RISKS LIST ........................................................................................ 39
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Course Objectives
This course is for individuals, who are Team Members on a Project or Projects that
involve Information Technology Services. Team Members are the people who work on
the Project.
Team Members:
Are assigned tasks by the Project Manager
Use timesheets to report their time
Report the status of their assigned tasks
Collaborate with the entire Project Team using the Project’s SharePoint site
In this course, you will learn how to:
Login and Logout of Project Web Access (PWA)
Review the tasks assigned to you
Record the amount of time that you work on an assigned task
Review and edit your past and present timesheets
Record the status of assigned tasks
Navigate between PWA and the Project SharePoint site
Use the Project SharePoint site to work with documents, issues and risks
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Lesson 1: Get Started
Terms
Project
The PMI (Project Management Institute) definition of a
project is a temporary endeavor undertaken to create a
unique product or service.
Project Server
Project Server’s core functionality provides a cyclical
assignment and update process between Project
Managers and Team Members. The University of Akron is
utilizing Project Server to manage Project proposals and
accepted Projects for IT.
Project Server 2010 is built on Microsoft SharePoint
Server 2010.
PWA
This is the acronym for Project Web Access. PWA
provides the interface for users to work with the
databases that contain the Project data stored in Project
Server. PWA is part of Project Server. PWA is a
SharePoint application.
Project plan (Schedule)
The terms Project plan and Schedule are used
interchangeably in this manual. The Project plan or
Schedule is the list of summary tasks and sub tasks,
which need to be done to complete the Project. The list
includes the planned dates for the tasks’ work.
SharePoint Server
This is an integrated suite of server applications. It
extends the core functionality of SharePoint, e.g. web
sites, lists, document libraries, alerts, web parts, search,
workflow and Excel Services.
Project Site
This is a SharePoint web site that may be created when a
new Project is added to Project Server. The SharePoint
site is used by the Project Team for collaboration. The site
is accessed directly at its URL or from within PWA by
clicking the Project Site tool in the Ribbon.
PDP
Project Detail Pages (PDPs) contain basic data about the
Project. The PDPs are completed to add a new Project or
Project proposal to Project Server.
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Supported Browsers
For Project Web App (PWA)
According to Microsoft TechNet1, “in order to access Project Server 2010 through
Project Web App, users must have Internet Explorer 7.0 or Internet Explorer 8.0. If you
attempt to use other browsers such as Firefox and Safari for Project Web App access to
Project Server 2010, the page will not load because these browsers are explicitly
blocked.”
The University of Akron has tested Internet Explorer 9 and found that it works with
PWA.
For Project Sites
According to Microsoft TechNet2, the following browsers are supported in SharePoint
Foundation and Server 2010.
Internet Explorer 7 or higher
Mozilla Firefox 3.6 (on Windows and non-Windows machines)
Safari 4.04 (on non-Windows machines)
There are some limitations in functionality, when Firefox and Safari are used. See the
TechNet article annotated in the footnote.
Integration with Exchange Server
Project Server 2010 integrates directly with Exchange Server 2007 SP1 (or later), rather
than integrating with Outlook. As of this writing, The University of Akron is not
integrating Project Server and Outlook due to security concerns.
1
http://technet.microsoft.com/en-us/library/ff631137.aspx
http://technet.microsoft.com/en-us/library/cc263526.aspx
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Log In to Project Server 2010
1.
Open the browser.
For a list of supported browsers, see the previous page.
2.
Enter the URL for Project Server in the Address box of the browser.
https://project.uakron.edu/PWA/default.aspx
A dialog box displays, prompting for an ID and password.
In class, the training instance is used. Enter the URL
https://project.uakron.edu/TRN/default.aspx
3.
In Internet Explorer versions 8 or later, enter your UAnet ID in the User Name
field. Then, enter your UAnet password.
In Internet Explorer version 7, enter uanet\yourUAnet ID in the User Name
field, for example, uanet\rodehav (where rodehav is the UAnet ID).
Then, enter your UAnet password.
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4.
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Review the Home page for Project Web Application (PWA).
Your security determines what you may do and see in Project Server,
so your window may look slightly different than the window shown here.
Sign Out
Quick Launch
Content Area
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Log Out of Project Server 2010
When your work is completed in Project Server, it is important to log out.
1.
In the upper left corner of the Project Web Application (PWA) window, your
name or UAnet ID displays with a down arrow.
2.
Click on the down arrow to display a list of options.
Your security determines which options are displayed.
3.
Select Sign Out.
A message displays.
4.
If this message displays, click on Yes to Sign Out and close the browser
window.
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5.
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If this message displays,
do one of the following:
Close the browser by clicking on its X.
-ORClose the browser tab by clicking on the tab’s X.
You are not signed out of Project Server, until the browser window,
that you are using, is closed.
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Lesson 2: Use Timesheets
Project Server automatically generates a timesheet for each work resource. Project
Managers do not need to create the timesheets for their Team Members.
The amount of time entry required may be different from department to department.
Some managers may require that all of a resource’s time be entered, the time on
projects and the time on administrative tasks, vacation, and sick time. Other managers
may require that only time on projects be entered.
Each resource’s timesheet will list the tasks that are assigned to him/her.
Time Entry and Processing
1.
When you login to Project Server, the PWA home page displays.
In the Content area of the page, there are Reminders for the Tasks,
Timesheets, Issues and Risks that are assigned to you. Links are provided in
the Reminders area and on the Quick Launch to access or review these
items.
In this lesson, the Timesheets are reviewed.
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2.
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In the Content Area, click on the Timesheet link that looks similar to this.
The list of your available timesheets displays. The status of the timesheet is
noted.
3.
Click on the Timesheet Name for the Timesheet on which to make entries,
-ORSelect Click to Create to make a timesheet available to you for the time period
indicated.
The Timesheet is opened and displays for your entries to be made.
4.
5.
To move to timesheets for other periods of time, use the Previous, Next, and
Select Period tools on the Timesheet tab of the Ribbon.
The expand/collapse arrow
at the top of the Quick Launch can hide the
Quick Launch and then show it.
Hiding the Quick Launch provides more room on the screen for the Content
area of the window.
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6.
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At any time while you are working in Project Server, use the Timesheet option
in the Quick Launch to display the current timesheet.
When a timesheet is
displayed, use the Previous,
Next and Select Period tools
on the Ribbon to view or work
with timesheets for other
periods.
7.
The Timesheet displays the tasks that are assigned to you during that period
of time. In this example, there are three tasks that are to be worked on for the
week shown. All three of the tasks are for the same project – Training Project.
The right side of the Timesheet displays the planned (assigned) hours for
each task.
If the Timesheet does not look similar to this screenshot, be sure that the
My Work view is selected on the Timesheet tab of the Ribbon.
Note: To display the Total rows, mark the Totals checkbox on the Timesheet
tab of the Ribbon. Review the other options that available to change the
Timesheet view.
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8.
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In the Actual field for each day and each task, enter the number of hours
that you worked on that task.
If your manager requires that all of your time be entered, or that 8 hours of
your time for each day must be entered, be sure to check the total hours.
9.
Click on the Save tool to save your changes.
Saving does not finalize the Timesheet.
10.
Review the Status bar that displays above the Timesheet.
It displays helpful information about the Timesheet.
11.
When the time entries for the entire week have been made and you have
reviewed them for accuracy, Save the changes, as indicated in step 8, and
then use the Send Timesheet tool.
12.
If the Comment on Submit checkbox is marked on the Timesheet tab of the
Ribbon, the Send Timesheet dialog box displays with a Comment box.
13.
Enter a comment, if necessary, and click on OK.
The status bar indicates that the Timesheet was approved.
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Insert an Assigned Task
In the Project plan, each task has a planned start date for the work to begin and a
planned finish date for the work to be completed. When a task is assigned to you, the
task displays on the timesheet or timesheets for that range of dates.
For example, a task “Approve objectives” is assigned to you and has a start date of
04/05/2010 and a finish date of 04/11/2011. Here is the April calendar. The date range
extends over two calendar weeks. The task “Approve objectives” will display on the
timesheets for the week of April 4-10 and for the week of April 11-17.
If you work on the task during those two weeks, the task is on the timesheet. If you work
on the task on April 1 or on April 18, the task does not appear on the timesheet.
If you work on a task that is assigned to you, but the task does not appear on
your timesheet, follow these steps.
1.
The Timesheet should be displayed.
On the Timesheet tab of the Ribbon, click on the Insert Row tool.
A list displays.
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2.
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Select Insert Task.
The Add an Existing Task dialog box displays.
3.
Click on the down arrow for Project.
The Projects listed are those for which you have assigned tasks.
Select the Project on which you worked.
A list of your assigned tasks for that Project displays.
4.
Click to select the task to add to the Timesheet.
Note: Use CTRL + click to select multiple tasks to add to this Timesheet.
5.
Scroll to the bottom of the dialog box and click on OK.
The task is added to your Timesheet.
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Alternative View of Time Entries
1.
In the Quick Launch, click on Tasks.
The Tasks page displays.
2.
Use the scroll bars to view other areas of the table.
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Recall a Timesheet
If you need to modify a timesheet that has been sent and approved, follow these steps
to recall the Timesheet for editing.
1.
In the Quick Launch in PWA, click on the link for Manage Timesheets.
It may be necessary to scroll down to see the link for Manage Timesheets.
The Timesheet summary page displays.
2.
In the margin to the left of the Timesheet’s Name, click once to select the
Approved Timesheet.
Note: To select a timesheet to recall, do not click on its name.
(If you click on the Timesheet’s name, it opens up the timesheet for viewing or
data entry.) If you opened the Timesheet in error, return to step one (1).
3.
On the Timesheets tab of the Ribbon, click on the Recall tool.
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4.
At the prompt, click on OK to confirm the recall.
5.
Note that the status of the Timesheet is changed to In progress.
6.
To edit the Timesheet, click on its My Timesheet link.
7.
After the changes are made, you must Save and Send Timesheet to finalize
the Timesheet.
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Delete a Timesheet
1.
In the Quick Launch in PWA, click on the link for Manage Timesheets.
It may be necessary to scroll down to see the link for Manage Timesheets.
The Timesheet summary page displays.
2.
In the margin to the left of the Timesheet’s Name, click once to select the
Timesheet.
Note: To select a timesheet to delete, do not click on its name.
(If you click on the Timesheet’s name, it opens up the timesheet for viewing or
data entry.) If you opened the Timesheet in error, return to step one (1).
3.
On the Timesheets tab of the Ribbon, click on the Delete tool.
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4.
At the prompt, click on OK to confirm the deletion.
5.
Note that the Timesheet data is erased and the option is available
to Click to Create a blank Timesheet for that period.
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Lesson 3: Report Task Status
Completing the timesheets records the number of hours that you work on each task that
is assigned to you. At intervals determined by your Project Manager, you also need to
indicate the progress on each task. This progress is indicated by your estimation of the
percentage of completion.
Reporting the progress on a task is done on the Tasks page.
1.
Here are three links to navigate to the Tasks page:
On the PWA home page, click on the Tasks link or the new tasks link in
the Content area.
In the Quick Launch, click on Tasks under My Work.
The Tasks page displays.
2.
To hide the Quick Launch and increase the work area of the window, click on
the Show/Hide tool
3.
at the top of the Quick Launch.
To record the status of a task:
Locate the task on which to report the status.
Double click in the task’s % Work Complete field.
Enter a percentage that reflects your total progress on the task.
Click on the Save tool.
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4.
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After you have completed the recording of the appropriate task statuses, there
are two options on the Send Status tool.
To send the status of all your tasks, click on the Send Status tool and
select All Tasks.
To send the status of only some of your tasks, mark the checkbox for the
tasks on which to Send Status. Then, click on the Send Status tool.
The Submit Changes dialog box displays.
Enter a comment, if necessary. The comment will be included in an
e-mail that Project Server will send to the Project Manager.
Click on OK.
5.
Note that a Status displays in the Message Bar, which is below the Ribbon.
The Status update is sent to the Project Manager (Owner) for approval.
When a task’s % Work Complete is entered as 100% and the tasks
Status Update is Sent and Approved, you cannot enter time for that task
on a Timesheet.
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Lesson 4: Use the Project Site to Collaborate
Discussion
When a Project is created in PWA, a Project Site may be created in SharePoint. The
site is created from SharePoint’s Microsoft Project Site template.
Site Actions
Navigate Up
Quick
Launch
Quick Launch
Site Actions
Navigate Up
This bar provides links to move to other areas of the Project Site.
This item contains a list of options for modifying this Project Site.
For Project Managers, who are site managers, the site
permissions option is one method to grant users access to
this site.
For all site users, the view all site content option allows
another method for navigating this Project Site.
Click on the icon to display breadcrumbs that indicate the path
back to other pages, such as PWA’s home page.
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Navigation
To navigate, use:
Links in the Quick Launch and on the web pages
Breadcrumbs
Tabs
Tools on the Ribbon
There are a few pages that are the basis of your work and navigation. Know how to
navigate to and return to these pages:
Project Web App home page
Project’s SharePoint Site (Project Site) home page – Each Project has its own
Project Site.
To PWA Home Page
1.
When you log in to Project Web App (PWA), the Home page displays.
There are many links to help navigate to other pages within PWA.
Quick Launch
2.
The expand/collapse arrow
at the top of the Quick Launch can hide the
Quick Launch and then show it.
Hiding the Quick Launch provides more room on the screen for the Content
area of the window.
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3.
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Select Tasks.
Tasks display from a Project’s Schedule if the tasks are assigned to you.
These Tasks indicate the work that you need to do and to report on in your
timesheets.
4.
To return to the PWA home page:
Click on the Browse tab of the Ribbon.
Click on either the Project Web App breadcrumb or the Project Web
App tab.
Breadcrumb
Tab
The PWA home page displays.
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To a Project Site
Each Project stored in Project Server may have its own Project Site. The Project Site is
a SharePoint site that allows a Team to share information, such as Documents, Issues,
Risks and a Calendar.
As a Team Member, your security only may be available for only the first of these three
options for navigating to the Project Site.
1.
A user may navigate directly to the Project Site by saving its URL as a
favorite in the browser.
The URL may be available from the initial e-mail that is sent by the Project
Manager, when he/she grants a user permissions to the Project Site.
2.
Alternatively:
When a Project is opened from the Project Center in PWA, click on the
Project tab of the Ribbon and select the Project Site tool.
This opens a second window, separate from the PWA window.
Note: See Lesson 3 for instructions on opening a Project in PWA.
3.
Alternatively:
Click on the Project Center link in the Quick Launch.
Click once on the row selector for the Project. The row selector is the gray or
gold, blank square at the beginning of the Project’s row.
On the Projects tab of the Ribbon, select the Project Site tool.
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4.
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To return to PWA from the Project Site, use one of these methods.
Method 1:
If this is a second, separate window from the PWA window, you may click on
the window’s X to close it.
Method 2:
Click on the Navigate Up tool
. It is above the title of the web
page and next to the Site Actions menu.
A breadcrumb list displays.
Select the first breadcrumb, Project Web App.
The PWA home page displays.
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Work with Project Documents
Use the Project Documents library to post files for viewing or for editing.
View a Document
1.
On the Project site, click on the Project Documents link.
The Project Documents library displays.
2.
To view a document, click once on the document’s name.
An Office document is opened in the browser in the same window.
A PDF document is opened in Adobe Reader in a second, separate window.
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3.
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For other options to work with a document:
Point to the document’s Name.
A down arrow displays.
Click on the down arrow to select from a list of options.
4.
To return to the home page of the Project site:
Click on the Navigate Up tool
and select the Project Site by its name.
-ORClick on the tab for the Project Site’s home page.
-ORSelect the home page from the breadcrumbs.
Breadcrumbs
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Publish a Document
1.
On the Project site, click on the Project Documents link.
The Project Documents library displays.
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To add a single document to the library:
Click on the Add document link.
The Upload Document dialog box displays.
Click on the Browse button to locate and select a single document to
upload from the Choose File dialog box.
With the file or files selected, click on Open.
Click on OK.
A dialog box displays.
Enter additional information, if you want.
Click on Save.
The files are uploaded and display in the Project Documents.
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To add more than one document to the library:
Click on the Add document link.
The Upload Document dialog box displays.
Click on the Upload Multiple Files link to upload more than one
document.
In the Upload Multiple Documents dialog box, either drag and drop files
or click on the Browse for files instead link to select files.
If the Browse for files option was selected, select the documents and
click on Open.
With the documents displaying in the Upload Multiple Files box, click
on OK and then on Done.
The documents are added to the Project Documents library.
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Edit a Document
1.
To edit a document:
Click once on the document’s name.
An Office document is opened in the browser in the same window.
A PDF document is opened in Adobe Reader in a second, separate
window.
For those documents where editing in the browser or viewing in the
document’s application can be launched from the browser, select the
Open in button or the Edit in Browser button.
If the document is not in a current Office format, you will be prompted
to save it in the newer format or to open the document in the Office
program to maintain the old format.
Use the File > Save command to save any changes.
If editing or viewing in the document’s application cannot be launched
from the browser, use the breadcrumbs to return to the Project
Documents page and see the following step.
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2.
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For other options to work with a document:
Point to the document’s Name.
A down arrow displays.
Click on the down arrow to select from a list of options.
3.
To return to the home page of the Project site:
Click on the Navigate Up tool
and select the Project Site by its name.
-ORClick on the tab for the Project Site’s home page.
-ORSelect the home page from the breadcrumbs.
Breadcrumbs
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Note: If you check out a document for editing, be sure to check it in. The check in option
displays when you point to a document’s name and click on the down arrow that
displays.
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Work with the Issues List
An Issue is a project-related item that requires assignment to one or more individuals.
An Issue also requires that a decision be made to fix it or to close it.
You may work with the Issues list through the Project Site or in PWA. In this lesson of
the manual, the Issues list is reviewed in the Project Site. See Lesson 9 to review
working with Issues in PWA.
1.
There are two ways to work with the Issues List in the Project Site:
On the site’s home page
On the Issues > All Items page
(On the Project Site, select Issues from the Quick Launch.)
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Project Server 2010 for Team Members
2.
The University of Akron
To add an Issue, enter in the following information.
The Category field is not
defined currently by The
University of Akron.
3.
Click on Save.
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The University of Akron.
Project Server 2010 for Team Members
4.
The University of Akron
To view an Issue:
In the Issues list, click on the Issue’s title.
The Issue’s properties display.
When your review is complete, click on the Close button.
5.
To edit an issue, such as adding Discussion or Resolution notes:
In the Issues list, click on the Issue’s title.
The Issue’s properties display.
Click on the Edit Item tool to make changes.
When the changes are completed, click on Save.
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©2011 These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.
Project Server 2010 for Team Members
6.
The University of Akron
To filter or sort the Issues list, point to the header that is the basis for the sort
or filter. In the example shown here, the Assigned To field is used.
A down arrow displays.
Click on the down arrow and select from the list that displays.
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©2011 These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.
Project Server 2010 for Team Members
The University of Akron
Work with the Risks List
A Risk is a potential barrier to the success of the Project, e.g. a Team Member needs to
take a leave of absence during the scheduled time for the Project.
Although Risks and Issues are different types of items in a Project, the Risks entries
and its list are used in a similar way to that of the Issues entries and list.
You may work with the Risks list through the Project Site or in PWA. In this lesson of the
manual, the Risks list is reviewed in the Project Site. See Lesson 9 to review working
with Risks in PWA.
1.
There are two ways to work with the Risks list in the Project Site:
On the site’s home page
On the Risks > All Items page
(On the Project Site, select Risks from the Quick Launch.)
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©2011 These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.
Project Server 2010 for Team Members
The University of Akron
2.
To add a Risk, click on Add new item and enter the data in these fields.
3.
Click on Save.
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©2011 These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.
Project Server 2010 for Team Members
4.
The University of Akron
To view a Risk:
In the Risks list, click on the Risk’s title.
The Risk’s properties display.
When your review is complete, click on the Close button at the bottom of
the Risks window.
Ver. 2011.05.26
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[email protected]
©2011 These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.
Project Server 2010 for Team Members
5.
The University of Akron
To edit a Risk:
In the Risks list, click on the Risk’s title.
The Risk’s properties display.
Click on the Edit Item tool to make changes.
When the changes are completed, click on Save.
6.
To filter or sort the Risks list, point to the header that is the basis for the sort or
filter. A down arrow displays.
Click on the down arrow and select from the list that displays.
7.
When your work is complete, sign out of the Project SharePoint site.
The sign out option is available on the down arrow, where your UAnet ID or
name displays.
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©2011 These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.