Archiving clarification

[m2mteck]

We're running PS2007, use timesheeting and have reviewed the information on
Project Experts "How do I archive completed projects in the production
Project Server database?" as well as several other resources and would like
some clarification.

I understand the concept of the above noted article only hides the
information from views, in more or less, Project Center.

Am I correct in thinking this doesn't hide it from the project list in
Project Pro as well as other places in PWA, such as Add Lines on timesheets?

Does everything get archived in production regardless if you have a status
called "Production Status" as the article says to create? I already have a
project status field created, it's not called the same thing but it has
Completed in the lookup table.

If I want to remove the old projects by deleting them, I read in some post
where it will also delete the related timesheets and you could archive an
OLAP of timesheet data as well. Anybody know how to do it?

My boss came from another company that used PS2003 and they had some
automated way of archiving every month/year, etc. Is there such a tool?

Any help would be appreciated...I'm chasing my tail.

 

[Dale Howard [MVP]]

m2mteck --

The FAQ describes a methodology we developed to "hide" completed projects in
Project Server 2003. Using the methodology will hide projects in both the
Project Center page and in Project Professional 2003 as well. We developed
this methodology specifically to address the lack of archiving capabilities
in Project Server 2003, but you do not need to use it for Project Server
2007. Project Server 2007 has a built-in Archive database which you can use
to archive completed projects, and after you archive them, you can delete
them from the Draft and Published databases. Hope this helps.

 

[m2mteck]

Thanks so much Dale, I have found lots of valuable information from you on
this site for various things in the past...you've been a real life saver.

I've seen where 2007 has the archive ability but I can't find anything on
how it works, what triggers it or how to use it. Some of the information I
have found keeps leading me back to the 2003 methodology. Any guidance?

 

[Dale Howard [MVP]]

m2mteck --

Thank you for your very kind words, my friend! To use the Archive
capabilities of Project Server 2007, log into PWA with Administrator
permissions than then click the Server Settings link in the Quick Launch
Menu. In the Database Administration section, you will see two links that
allow you to archive projects. Click the Schedule Backup link to schedule
the automatic backup one or more versions of EVERY project in the Draft
database. Notice that you can also automatically backup several other
objects in the Project Server system, such as the Enterprise Resource Pool,
settings in Project Server, etc. Click the Administrative Backup link to
manually backup all projects, plus other objects you want to back up as
well.

When you use ether the Schedule Backup or Administrative Backup functions to
backup projects, the system copies every project from the Draft database
into the Archive database. It DOES NOT back up the Project Workspace for
each project, however. You would need to manage the backup of the Project
Workspaces within SharePoint. Once you have backed up all of your projects,
you can delete the completed projects from the Draft and Published
databases, and then no one will see them anywhere in the Project Server
system, either in PWA or in Microsoft Project. Hope this helps.

 

[m2mteck]

Thanks for the help Dale. I think I get it now, I didn't realize those backup
methods were solely for archive purposes....maybe I'm was confused because
most of what I've read is related to 2003 and not necessarily 2007.

One more question in relation to timesheets...
When I go to "Delete Enterprise Objects", can I choose Projects, Proposals,
and Activities then Delete projects from Draft and Published databases or
Delete projects only from Published database and it not touch Timesheets?

If it does touch timesheets, does it only delete the entries for the project
I'm deleting or does it delete the whole timesheet where the project exists
regardless if there are other projects with time associated that are being
deleted?

 

[Dale Howard [MVP]]

m2mteck --

When you delete a project, Project Server 2007 does NOT delete Timesheets or
alter them in any way. The Timesheets are separate objects used for
tracking all types of time spent on anything, including project work,
non-project work, and nonworking time such as Vacation and Sick Leave. Hope
this helps.

 

[m2mteck]

I've tested this and found that it works as you describe, however. The
workspace was deleted from the PWA listing of Project Workspaces (note I
didn't check the box to delete the workspace). I can manually get to the
workspace though.

I tried recovering the project, this worked like a charm but the workspace
is still not listed in the PWA. The project is also not listing in PWA in
Project Center, I assume because I need to republish it. When I try to
republish the project, it wants me to create a new workspace...which then
tells me it already exists. (We have it defaulted to create a new workspace
so I can't publish it without it creating one)

So...if I were to remove the default to create a new workspace and publish
the project, will it put the link to the workspace back in PWA? I'm kiind of
doubting it. Is there a way I can manually put the workspace link back in PWA?

 

[Dale Howard [MVP]]

m2mteck --

When you deleted a project without deleting its associated Project
Workspace, the Project Workspace contains to exist, but PWA no longer
displays its name in the Project Workspaces section at the bottom of the
Home page. When you restore a project, the system restores it to only the
Draft database, which is why you do not see it in the Project Center. So,
yes, you do need to publish the project again to get the Project Center to
display it. And yes, it DOES create a new Project Workspace for the
project, rather than connecting the old Project Workspace to it. To resolve
this problem, refer to the Resolution for Project Server 2007 section in the
following FAQ:

http://www.projectserverexperts.com/ProjectServerFAQKnowledgeBase/DeleteProjectWithoutSubweb.aspx

Hope this helps.

 

[m2mteck]

Thank you, thank you, thank you...you've again been a life saver

 

[Dale Howard [MVP]]

m2mteck --

You are more than welcome for the help, my friend! And thank you for the
kind compliment.

 

[Rohit Agrawal]

Hi,
I have couple of questions on archived projects.

1. Will my data analysis views still be able to query archived projects?

2. How do i open the project if i need to access it from time to time?

Thanks and regards,
Rohit Agrawal



Dale Howard [MVP] wrote:

m2mteck --You are more than welcome for the help, my friend!
08-Jan-10

m2mteck -

You are more than welcome for the help, my friend! And thank you for th
kind compliment. :

-
Dale A. Howard [MVP
VP of Educational Service
msProjectExpert
http://www.msprojectexperts.co
http://www.projectserverexperts.co
"We write the books on Project Server"

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[Dale Howard [MVP]]

Rohit --

1. No, Data Analysis will not be able to query the archived projects once
they are deleted from the Published database.

2. The only way to reopen an archived project after it has been deleted
from the Draft and Published databases is to use the Administrative Restore
function and restore it to the Draft database.

If you need completed projects to continue to be visible in Data Analysis
views and to reopen them on occasion, then you should definitely NOT delete
the completed projects. Hope this helps.




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