Microsoft Project began its evolution from a desktop scheduling tool to a key competitor in the field of Enterprise Project Management software with Microsoft's purchase of eLabor's add-on product, called Enterprise Project in 2001. The change from a stand-alone desktop tool to an enterprise application has raised the level of capabilities and the accompanying complexity of the toolset to a point where it must be planned and managed across an entire organization and it must meet the needs of several diverse user groups. Microsoft Office Project Server 2003 Unleashed addresses a huge need in the market. Project server is coming into its own and is a lower cost solution than other EPM applications available, so many organizations are moving to this software. However with any enterprise application, planning and implementation are difficult and Microsoft doesn't provide the information their customers need. Buyers will need help, which so far has been in the form of hiring a consultant. Microsoft Office Project Server 2003 Unleashed will become that information source for those individuals looking for answers to their questions.
Table of Contents
Introduction to Enterprise Project Management Why We Wrote This Book How This Book Is Organized Part I-Enterprise Project Management Overview Part II-Planning Your Enterprise Project Management Implementation Part III-Implementing Microsoft Office Project Server 2003 Part IV-Validating the Microsoft Office Project Server 2003 Implementation Part V-Using Microsoft Office Project Web Access 2003 Part VI-Using Microsoft Office Project Professional 2003 Enterprise Features Part VII-Enterprise Project Management Integration with Microsoft Office Applications Part VIII-Server Maintenance and Configuration Management Part IX-Industry Configuration Examples Part X-Customizing Microsoft Office Project Server 2003 Who Should Read This Book Business Managers and Leaders Project and Resource Managers Project Server Administrators Technologists and Implementers Special Features of This Book Terms Included in This Book I. ENTERPRISE PROJECT MANAGEMENT OVERVIEW 1. Enterprise Project Management-The Philosophy Defining Enterprise Project Management Think Enterprise Manage the Organizational Change Emphasize Process over Technology Align with the Six Pillars of EPM Understanding the EPM Impacts on Your Organization New Ways to Communicate New Opportunities Leadership Team Capabilities Project Manager and Project Team Interaction Focus on Project Management Skills Set Realistic Expectations for Your EPM Implementation Best Practices 2. Using Microsoft Office Project 2003 As an Enterprise Project Management Solution Major Features of Microsoft Project Web Access 2003 Scheduling with Microsoft Project Professional Reviewing Portfolio Schedules with Project Web Access Centralized Storage of Project Schedule Data Resource Management and the Enterprise Global Resource Pool Centralized Storage of Risks, Issues, and Documents The Project Workspace Understanding the Features of Project Server 2003 Project Server Interfaces Architecture Overview Project Web Access Microsoft Project Professional Windows SharePoint Services Overview of Project Server Configuration and Settings Best Practices 3. Knowing Product Limits and Overcoming Them Augmentation Areas of Microsoft Office Project Server 2003 Project Timesheets Versus Labor Timesheets Resource Commitment Management Versus Usage Management Budgeting and Forecasting Concepts Strategic Portfolio Support Methodology Support Standardization Validation and Support Interdependency Management (Vendor Management) Lightweight Project Management Support Governance and Project Initiation An Overview of Third-Party Add-Ins Custom Component Object Model Add-Ins QuantumPM Schedule Auditor Extending Project Web Access with Enterprise Project Knowledge Suite ProSight Portfolios Bridge Micro-Frame Program Manager Risk+ for Risk Management Microsoft-Provided Downloads CMD to Manage Process Workflow Overview of the Project Guide and Customization Best Practices II. PLANNING YOUR ENTERPRISE PROJECT MANAGEMENT IMPLEMENTATION 4. Planning the Organizational Processes Planning-Six Pillars of EPM Pillar 1: Project Management Pillar 2: Resource Management Pillar 3: Collaboration Management Pillar 4: Artifact Management Pillar 5: Organizational Readiness Pillar 6: Operational Principles Defining Your EPM Scope Managing EPM Rollout Expectations Generic Phases of EPM Deployment Capturing EPM Feature Requirements Communicating the Implementation Strategy Best Practices 5. Understanding Project Server Architecture Software Components Client Tier Application Tier Project Server 2003 Services Project Server Email Layer Project Server Database Tier Microsoft EPM Solution Architecture Number of Users and Their Roles in Your Organization Your Projects and Their Characteristics Usage Patterns Feature Usage Across Your Organization Scalability Network Performance Database Server Performance Project Server Security Usage Project Server Data Usage Network/System Security User Authentication Implementing Secure Sockets Layer (SSL) Project Server 2003 Security Model Best Practices 6. Designing the Enterprise Project Management Solution Architecture Details Reviewing the Business Requirements Server Hardware Network Topology and Architecture Network Latency and Bandwidth Using Multiple NIC Cards or NIC Teaming Wide Area Networks (WAN) EPM Solution for Users in Multiple Geographic Locations EPM Solution Deployment in Trusted and Nontrusted Domain Environments and Extranets EPM Deployment in Trusted Domains EPM Deployment in Nontrusted Domains Extranet Configurations for EPM Solutions Using Terminal Services As Part of an EPM Solution Hyperthreading Software Prerequisites Microsoft Office Project 2003 Software Product and Version Requirements Client-Side Requirements Server-Side Requirements Multiple Configurations Multiple Project Server Instances and Edit Site Utility Virtualizing EPM Solution Infrastructure Best Practices III. IMPLEMENTING MICROSOFT OFFICE PROJECT SERVER 7. Enterprise Project Management System Deployment Considerations Introduction to EPM Solution Deployment Security Models Enterprise Global Codes Views Calendars Timesheet Setup Installing Prerequisites Get Professional Assistance Establish a Program Management Office Training Architecture Establish Standards Incremental Deployment Conduct a Pilot Deployment Integrate with Business Systems Integrate with Business Processes Sell the Solution Best Practices 8. Establishing Security Model Settings Server Configuration-Features Allow/Deny Selecting Features Identifying Roles Security Templates Creating Security Templates Security Groups Creating Groups Setting Global Permissions for Members of This Group Creating Categories Creating Categories Category Name and Description Users and Groups Projects: Select the Projects That Users in This Category Can View Resources: Select the Resources Whose Information Can/Cannot Be Viewed by Users in This Category Project Center Views Optional Category Configuration Associating Groups and Categories The Case for Multiple Categories Assigning Resources to Proper Groups Managing Users Best Practices Security Design Recommendations 9. Enterprise Global Codes Overview of the Enterprise Outline Codes and Fields Project Outline Codes Planning Enterprise Project Outline Codes Defining Enterprise Project Outline Codes Using Enterprise Project Outline Codes Resource Outline Codes Planning Enterprise Resource Outline Codes Defining Enterprise Resource Outline Codes Defining Skills for Your Enterprise Resources Using Enterprise Resource Outline Codes Resource Breakdown Structure Planning and Defining RBS Hierarchy Using RBS RBS and Project Server Security Enterprise Resource Pool Building the Enterprise Resource Pool Working with the Enterprise Resource Pool Enterprise Resource Pool and Active Directory Synchronization Enterprise Task Outline Codes Planning Enterprise Task Outline Codes Defining Enterprise Task Outline Codes Using Enterprise Task Outline Codes Enterprise Custom Fields, Formulas, and Graphic Indicators Overview of Enterprise Custom Fields Defining Enterprise Custom Fields Best Practices 10. Creating Project Web Access Project and Resource Views Project Web Access Project and Resource Views Project Center Views Project Views Resource Center Views Assignment Views Portfolio Analyzer Views Creating and Modifying Portfolio Analyzer Views Managing Views Using Project Web Access Client Microsoft Project Professional Views Creating and Modifying Views in Project Professional Client Managing Views in Microsoft Project Professional Additional Recommended Readings Best Practices 11. Completing the Implementation and Configuration Using Administrative Projects Administrative Project Considerations Managing Enterprise Project and Resource Calendars Managing Enterprise Project Calendars Performing Enterprise Global Backup and Restore Backing Up Enterprise Global Template Data Timesheet Setup Specify the Default Method for Reporting Progress on Tasks Lock Down Defaults Time Period Settings Define Current Tasks Best Practices IV. VALIDATING THE MICROSOFT OFFICE PROJECT SERVER 2003 IMPLEMENTATION 12. Microsoft Office Project Server 2003 Validation Introduction to Validation Level 1-Technology Level 2-Basic Project Server Configuration Level 3-Business Process Validation Conclusion Level 1-Technology Validation Server Operating Systems Validation Network Systems Validation Application Installation Validation Level 2-Basic Project Server Configuration User Role Validation Security Setup Validation Data Access Validation Level 3-Business Process Validation User Role Configuration Validate Business Process Test Scenarios Database Cleanup Best Practices 13. Troubleshooting Business Process Implementation in the Application Common Implementation Issues, Causes, and Suggested Remedies Project Web Access Administrator Account Does Not Work As Expected Cannot Create Project Web Access Windows-Authenticated Accounts Timesheets Do Not Show Expected Data Entry Mode Project Managers Cannot Open a Schedule in Project Professional 2003 When Clicking on the Project in Line in Project Web Access Resource Managers Cannot See Any Resource Information Some Users Can Access Project Portfolio Feature Although They Are Not Supposed to See It Project Portfolio Security Issue User Cannot See the Projects and Resources According to His Group Security Permissions User Cannot Save a Project Schedule As a Template User Does Not Receive Email Notification When She Has Been Assigned a New Task User Cannot See Documents, Risks, and Issues User Cannot Delegate Tasks User Cannot Create a New Task and Insert It Into Any Available Project Users Cannot Assign Themselves to an Existing Task in Projects That Have Been Published to Project Server Users Cannot Manage Status Report Requests User Cannot Create and Manage To-Do Lists User Cannot Find a Specific Task That He Was Working on in His Timesheet User Cannot Add a New Resource to His Project/Organization Team Member Did Not Get His Task Assignment on the Timesheet Page, Although the Project Manager Saved the Project Schedule Project Managers Cannot Change the Method for Reporting Progress on Projects Project Managers Cannot Save the Baseline Issues with Mapping of Business Process in the Project Server 2003 Troubleshooting the Resource Allocation Process Troubleshooting Data Accuracy: Data Presented in the Database Is Inconsistent with Reality Troubleshooting Portfolio Analyzer: Data Is Not in Sync with the Information from Project or Resource Center Troubleshooting Incorrect Results for Projects in Progress When You Use the Portfolio Modeler or the Resource Substitution Wizard Troubleshooting Adjust Actuals: Cannot Change the Remaining Work Field When Adjusting Actuals Troubleshooting the Updates: Cannot View All Past Task Updates Troubleshooting the Application of Rules: Setting the Rule Produces Unexpected Results Troubleshooting Duplicate Global.mpt Files Troubleshooting Versions: I Cannot Delete the Published Version Troubleshooting Resource Calendars: Tasks Extend Their Duration Unexpectedly Best Practices V. USING MICROSOFT OFFICE PROJECT WEB ACCESS 14. Project Web Access Collaboration Using PWA Using PWA Functions PWA Data Creation Using PWA to Its Full Advantage Accessing PWA Navigating PWA Using the Home Page Changing Your Password Alert Me on the Home Page (Email Reminders) Working with PWA Offline Microsoft Outlook and PWA Integration Managing Alerts Exchanging Textual Information Using Status Reports Alert Me for Status Reports Status Reports Based on Role/Permissions Requesting Status Reports Submitting Status Reports Viewing and Compiling Submitted Status Reports Edit or Delete an Existing Status Report Miscellaneous Reports Using the Status Reports Archive Best Practices 15. Time Tracking in Project Web Access Using the Tasks Page to Record Actual Work The Timesheet Update Cycle Timesheet Format and Setup Different Tracking Methods for Timesheets Viewing Data on the Timesheet Entering Time on Tasks Alert Me Creating a New Task Assigning Myself to a New Task Delegating Tasks Viewing and Reporting on Your Tasks from Your Outlook Calendar Notifying Your Manager of Nonproject Time Printing the Timesheet/Using Excel Customizing the Timesheet Using the Updates Page General Information About Using the Updates Page Setting Rules Viewing History Adjusting Time and Managerial Timesheet Review and Approval Best Practices 16. Using Project and Resource Centers Understanding the Project Center Using Project Center Views Using Save Link to Create Custom Personal Views Using the Build Team Function Edit Projects in Project Center Open Projects from Project Center Gantt Chart Zoom Icon Gantt Chart Go to Task Icon Project Center Printing Project Center Export to Excel Viewing Project Details Collaboration Using Project Center Analyze Projects in Portfolio Analyzer Model Projects with Portfolio Modeler Working with To-Do Lists Check in My Projects Managing Administrative Projects Understanding the Resource Center Using Resource Center Views Printing from the Resource Center Export to Excel from Resource Center Using the Save Link to Create Custom and Personal Views View Availability Edit Resources Opening the Enterprise Resource Pool Analyzing Resources in Portfolio Analyzer Viewing Resource Assignments Adjusting Actuals Best Practices 17. Portfolio Management Using Portfolio Analyzer and Portfolio Modeler Analyzing Portfolio Data in the Portfolio Analyzer Building and Changing Portfolio Analyzer Views Manipulating Portfolio Analyzer Views Using Portfolio Modeler to Analyze Projects Creating a Model Viewing and Analyzing Data in a Model Manipulating Models and What-If Analysis Best Practices 18. Risks, Issues, and Documents Using Windows SharePoint Services (WSS) Collaboration Using Windows SharePoint Services Permissions in WSS Building Templates Modifying Settings Risks Risk Summaries Creating Risks Linking List Items to Tasks Editing, Deleting, and Alert Me Actions on Risks Issues Issues Summaries Creating Issues Editing, Deleting, and Alert Me Actions on Issues Viewing and Reporting Issue Items Documents Uploading or Creating a Document New Folder, Filter, and Other Actions in a Document List Actions on Documents Actions on the Document Library from the Side Pane Best Practices 19. Using the Project Web Access Admin Menu Tab Admin Overview Using the Manage Users and Groups Function Managing Users Managing Groups Using the Manage Security Function Managing Categories Managing Security Templates Setting Project Server Authentication Mode Using the Manage Views Page Adding a Project View Adding a Project Center View Adding an Assignment View Adding a Resource Center View Adding a Portfolio Analyzer View Managing the Timesheet View Copying, Deleting, and Modifying a View Using the Additional Views Function Using the Server Configuration Function Setting Enterprise Features Defining PWA Menus Adding a Top-Level Menu Using the Manage Windows SharePoint Services (WSS) Function Connecting to Windows SharePoint Server Setting Site Provisioning Managing SharePoint Sites Using the Manage Enterprise Features Function The Update Resource Tables and OLAP Cube Check In Enterprise Projects Check In Enterprise Resources Using Versions Using the Customize Project Web Access Function The Tracking Settings Function Gantt Chart Formats Grouping Formats The Home Page Format Function Notification and Reminders Using the Clean Up the Project Server Database Function Deleting Task Assignment Data The About Microsoft Office Project Server 2003 Page Best Practices VI. USING MICROSOFT OFFICE PROJECT PROFESSIONAL 2003 ENTERPRISE FEATURES 20. Building Custom Enterprise Configuration Introduction to Microsoft Office Project Professional Enterprise Options Microsoft Office Project Server Accounts Tools Plus Options Using the Organizer Tools Plus Enterprise Options Customizing the Enterprise Global Template Setting the Currency Symbol Customizing Enterprise Fields Adding Custom Objects Best Practices 21. Building Project Team and Resource Substitution Building Project Teams Identifying the Right Resources for Your Project Adding Generic Resources to Your Project Team Adding Individual Resources to Your Project Team Matching Skills of Generic Resources with Individual Resources How the Resource Matching Feature Works Replacing Existing Project Resources Removing Team Members from a Project Using the Build Team Feature in a Wide Area Network Environment Performing Resource Substitution Skill-Based Scheduling Overview Preparing to Use the Resource Substitution Wizard Limitations of the Resource Substitution Wizard Using the Resource Substitution Wizard Best Practices 22. Project Team Collaboration Overview of Collaboration Features Team Collaboration in Small Organizations Team Collaboration in Large Organizations Effective Use of Project Team Collaboration Tools Team Collaboration on Management of Risks Risk Overview Risk Tracking Using Project Server Collaboration Features for Risk Management in Project Professional Collaboration Features for Issues Management Overview of Issues Management Issue Tracking Using Project Server Viewing and Creating Issues in Project Professional Collaboration Features for Documents Management Documents Management-A Stringent Necessity for Any Project Team Options for Document Collaboration How to Improve the Document Collaboration Process Using Document Libraries Viewing Documents in Project Professional Updating Project Progress Tracking Project Changes Updating Project Progress Workflow Updating and Saving Task Changes into Project Schedules Best Practices VII. ENTERPRISE PROJECT MANAGEMENT INTEGRATION WITH MICROSOFT OFFICE APPLICATIONS 23. Project Web Access and Project Professional Integration with Office Project Web Access and Project Professional with Individual Office Applications Project Web Access Integration with Outlook PWA Integration with Excel Project Professional Integration with Visio Best Practices 24. Project Workspace Integration with Office The Project Workspace and Shared Office Integration Saving a Document to a Workspace Saving a Document, Versioning, and Check-In/Check-Out Web Discussions Integration with Individual Office Applications Project Workspace Integration with Outlook Project Workspace Integration with Excel Best Practices VIII. SERVER MAINTENANCE AND CONFIGURATION MANAGEMENT 25. Server Maintenance and Configuration Management Server Components Overview Active Directory and Windows Server 2003 Internet Information Services (IIS) 6.0 Structured Query Language (SQL) Server 2000 Analysis Services (AS) Session Manager Views Processor (VP) Windows SharePoint Services (WSS) Monitoring Project Server and Windows SharePoint Services Windows 2003 Server Log File Monitoring Real-Time Monitoring Internet Information Services (IIS) Log File Monitoring Monitoring SQL Server 2000 Analysis Services Monitoring Maintaining Project Server 2003 SQL Server Databases Database Lists and Functions Database Settings Simple Recovery Considerations Full Recovery Considerations Database Maintenance Plans Ensuring That the Maintenance Plan Worked Disaster Recovery Testing and Troubleshooting The Application and Client Layers Managing Terminal Services Terminal Services Versus a Virtual Private Network (VPN) Benefits of Using Terminal Services for Project Server 2003 Considerations for Implementing Terminal Services Installation Order and Application Server Mode Group Policy and the Group Policy Management Console (GPMC) Patching Windows Server 2003 Patch Management Applying Hotfixes and Service Packs to Project Server 2003 Microsoft Baseline Security Analyzer Tool Best Practices 26. Capacity Planning System Hardware/Architecture Instance Design User Numbers and Types User Location and Connectivity Peak/Heavy Usage Scenarios Network Environment Server Environment Data Complexity Client-Side Environment Data Storage Requirements Miscellaneous Advanced Areas Planning for Growth Monitoring for Growth Ongoing System Concerns New Software Releases Information Life Cycle-Archive and Retention Policies Business Need Changes System Customization-Special Needs Federation Best Practices IX. INDUSTRY CONFIGURATION EXAMPLES 27. Industry Examples for Microsoft Office Project 2003 Configuration Customizing Project Web Access and Views Configuration Managed Time Periods Versus Nonmanaged Time Periods Tracking Settings Locking Down Defaults Project Web Access and Portfolio Analyzer Views Customizing Enterprise Global Custom Outline Codes Generic Enterprise Outline Codes for Projects Project Location Project Status Grouping Projects By Project Type Grouping Projects By Sponsoring Division Project Performing Division Project Priority Custom Outline Code for Resources Resources by RBS Resources by Location Resources by Skill Set Resources by Certification Resources by Type Examples of Generic Enterprise Custom Fields Enterprise Custom Field: Schedule Indicator Enterprise Custom Field: Budget Indicator Research and Development Examples Project Location Project Status Project Life Cycle Resource RBS Resource Skill Set Resource Role Government Agency Examples Project Type Project Strategic Alignment Project Funding Project Areas Project Scope Air Industry Examples Project Portfolio Sector Project by Aircraft Manufacturer Project Portfolio by Global Alliances Projects by Aircraft Type Resource Skill Set Healthcare Sector Examples Projects by Healthcare Area Projects by Branch Projects and Resources by Sector Resource Skill Set Classification Oil and Gas Industry Examples Project Location Projects by Type of Capital Expenditures Projects and Resources by Area of Capital Expenditures Project Area Project Status Project Phase Resources Skill Set Construction Industry Examples Project Status Project Phase Projects by Types of Construction Projects by Construction Component Resources by Skill Set Resources by Construction Management Position Resources by Core Construction Skills Pharmaceuticals/Biopharmaceuticals Industry Examples Project Phase Projects by Core Technologies Projects by Emerging Biopharmaceuticals Projects by Core Support Area Resource Distribution of Medical and Clinical Staff Resources by Skill Set Information Technology Examples Project Location Project Status Project Life Cycle Project Portfolio by Area Resources by Skill Set Best Practices X. CUSTOMIZING MICROSOFT OFFICE PROJECT SERVER 28. Enterprise Project Management Customization Windows SharePoint Services Customizing the Project Workspace WSS Project Workspace Customization Saving Custom List As a Template Creating Nonproject-Related WSS Sites Server-Side WSS Customization Overview Customizing PWA URL Parameters Modifying the Stylesheet Modifying Menus Adding New Pages Using ASP Adding New Pages Using Another Language How to Customize One Instance and Not Others Using VBA Macros Recording Macros Assigning the Macro to a Toolbar Button Viewing and Editing VBA Code Debugging VBA Code The Project Object Model Security and Certificates The Tip of the Iceberg Best Practices 29. Extending Enterprise Project Management Through Customization Overview Secure Access to Project Server Data Through the Project Data Service When to Use the PDS How to Use the PDS Limitations of the PDS PWA Web Parts Extending the Cube OLAP Cube Basics The Portfolio Analyzer to Display Cube Data Cube Extension Build Process Overview of the Cube Build Breakout Object Debugging the Cube Extension SharePoint Portal Integration Connecting EPM to SharePoint Portal Server Best Practices Index
MicrosoftA (R) Office Project Server 2003 UnleashedAbout the Authors Unlike most books, this one was not written by an individual or a group of two or three experts. Instead, it was written by a large and diverse group of people from QuantumPM, LLC (QPM). The authors are undeniable experts; they have used this software within our organization and have helped hundreds of customers install and configure the software for their organizations. In addition, the QPM team works closely with the Microsoft team to support the rollout of the product and to provide input for future versions. QuantumPM, LLC is a consulting firm specializing in strategic and tactical project management services. The company's focus is improvement of organizational bottom lines through effective project and portfolio management, targeting a balance of philosophy and tools. To this end, QuantumPM works closely with Microsoft, Inc. as a Premier Project Partner and with the Project Management Institute as a Registered Education Provider and active participant in standards development and various local chapter activities. These partnerships allow QuantumPM to provide state-of-the-art products and services to our customers. The authors of the book include people from a variety of roles within the organization. They brought their unique perspectives to this effort and hope to have provided you with a great balance of technical and operational material based on many years of practical application of the product. Following are the QuantumPM team members who worked many long hours to develop the contents of this book: * Our project manager and miracle worker who managed to get us all to deliver our work as promised: Genie Peshkova. * Members of our sales and marketing teams who help our customers understand the capabilities of the software as a part of a complete solution for their needs: Greg Bailey, Karla Ferguson, Jim Patterson, and Crystal Trevino. * Members of our operations staff who manage our internal administrative projects and keep things running smoothly: Laurie Dawkins and Jennifer Rollins. * Members of our technical staff who help customers with system architecture, scalability and capacity planning, and other system administration decisions. They also keep this software running smoothly in our customer-hosted environment as well as our own internal environment: Tony Blackburn and Katie Stewart. * Members of our project management consulting team who work together to provide solutions for our customers: Claudia Baca, Boris Bazant, Robert Bowman, Steve Drevon, Cristian Filip, Scott Footlik, Herman Gaines, Patti Jansen, Brian Musgrave, and Russ Young. * Members of our development team who create custom solutions to enhance the capabilities of Microsoft's Enterprise Project Management software: Danny Allen, Adam Berle, Bruce Johnson, and Ethan Young. * The project sponsors and founders of QPM: Kris Athey and Rose Blackburn. A A(c) Copyright Pearson Education. All rights reserved.