Overview | Step 1 | Step 2 | Step 3 | Step 4 | Step 5 | Step 6 |
Managing Administrative Projects in Project Server 2003
In Project Server 2003, administrative projects are used to track non-working time and non-project time. Administrative projects also called as “Departmental plans” in some organizations.
Non-project time is routine work time spent on out side of project work, such as meetings, training, system administration and support etc. Nonworking time is time spent away from work, such as vacation, sick leave, holiday or LOA (Leave of absence) etc.
Resource Managers or Project Managers are generally responsible for managing the administrative projects in MS Project Server 2003.
Advantages of Administrative Projects:
- Organizations can track non working time cost at enterprise/project level
- Administrative projects will indicate the pattern of non project effort that your resources are spending, and it allows project managers in effective forecasting
This article describes the complete life cycle of Administrative Projects:
Steps 1 and Step 2 are one time steps for setup and rests of the steps are ongoing steps to manage administrative projects to track nonworking time.
Limitations of Administrative Plans:
- Non working time entered for administrative project does not transfer to the resource calendar:
Non working time tasks such as vacation, leave of absence and sick leave do not affect the project schedules that resource is assigned for schedule work.
Please refer to Step 5 for details on how to submit planned non working time such as future vacation hours from PWA timesheet.
Example: Chak submitted 80 hours of planned vacation during the week of Jan 14, 2008 to Jan 25, 2008 by using the “By clicking “Notify your manager of time you will not be available for project work” to the “EPM Central Nonworking time administrative project.
Suppose during these days (Jan 14, 2008 to Jan 25, 2008), Chak also have scheduled work of 80 hours in project called “Data Center”.
Theoretically, MS Project should reschedule the work of resource in “Data Center” project plan as Chak is already submitted 80 hours planned vacation. But MS Project Server doesn’t have this capability. Non working time entered for administrative project does not transfer to the resource calendar. So, vacation time submitted will never affect any other project schedules.
Workaround solution: Project Server administrator should enter manually the non working time in resource calendar by using Enterprise Resource Pool. By doing this, all the project schedules will get the non working time for resource and MS Project will reschedule the work for that resource.
- Non working time such as vacation causes resource over allocation:
Non working time in an administrative project can potentially cause resource over allocation against other projects during non working time periods.
Consider the scenario described in above example, Chak is over allocated (16 hours per day; 8 hours on Data Center project and 8 hours of vacation) during Jan 14, 2008 to Jan 25, 2008. This is due to Chak is having 80 hours of scheduled work on Data Center project and also now Chak’s planned vacation hours also showing at same time period.
Project Server administrator should enter manually the non working time in resource calendar by using Enterprise Resource Pool. By doing this, all the project schedules will get the non working time for resource and MS Project will reschedule the work for that resource.
Data Center’s project manager should reschedule the remaining work for Chak starting from Jan 26th, 2008.
- All actuals should be are reported by resources in Project Web Access:
All actual work done by resources should be are reported in Project Web Access. The resource will update the value for the actual work per day from PWA timesheet.
Never update actual work time in Project Professional 2003. If you do update actual work time in Project Professional 2003, the Actual Work Protected field will become out of synchronization with the Actual Work field.
If your organization is using Managed Time Period feature, and if the team member cannot update the administrative task due to out sick, a different resource that has Adjust Timesheets permissions must update non-project work in Project Web Access.
Steps to enter Actual Work on behalf of team member:
- In Project Web Access, log on as the project manager/resource manager
- Click Resources
- Click Adjust Actuals
- In the Available resources list, click the required resource, click Add, and then click Apply
- In the Actual Work field, enter actual work in hours, and then click Update Actuals
- Click OK when you receive the message "Updates have been sent to the project manager for approval"
- Click Updates, click Accept all, and then click Update
- Logoff Project Web Access, and then log on to Project Web Access as the resource R1.