can I do this with Project?

[Dan D.]

We have a proprietary accounting system that uses SQL Server 2000 as the
backend. We'd like to be able to pull some data like client job numbers and
descriptions (projects) and employees (resources) into project and use
project to manage the projects and enter time spent on the projects. Then we
would want to get a report (to export) on time spent by job and resource
(employee) so we can import it back into the accounting system.

When we start a new project, I'd like to be able to pull up all of the
active jobs and job numbers from the accountng system and let the user choose
the job and then create a new project from that selection. The same for
resources. I would want to be able to pull a list of the employees from the
accounting system and then assign one or more to a project or task.

I've read through the newsgroup a little and have seen that it is possible
to create custom forms and fields in project. Is this true in all version of
project or maybe only professional or enterprise?

Does this sound like something that I would be able to do in project?

Thanks for your help,

 

[Jan De Messemaeker]

Hi,

The answer is definitely Yes.
Still, how one p^refers to do it may differ.
I've been making some larger applications in VBA so I would prefer that
approach.
Others are addicted to data base handling so they would go that wauy.
By all means, it is possible through all versions of Project including
standard.
HTH

 

[Dan D.]

What do you mean by database handling? Doesn't the standard version of
project use a file as the backend whereas prof and enterprise use SQL Server?

Thanks,

 

[Jan De Messemaeker]

Hi,

Obviously it uses a file.
But either you can open the file and access the objects directly (like
tasks, calendars,etc.) or you can save as a database and access fields in
tables.
The latter may seem tempting but don't forget that when you open that file
after the DB update, Project will use the input to calculate and the result
may not be exactlty what you put in the tables.
HTH

 

[Dan D.]

What is project server and how is it different from Standard, Professional or
Enterprise?

 

[Dan D.]

I see quite a few third party timesheet programs. Is there not a way in
project to record the tme it takes a resource to perform a task
out-of-the-box?

Thanks,

 

[Jan De Messemaeker]

That's quite a question about a product which is more complicated than
Project itself!
In a nutshell:
Project managers use Project Pro
Instead of just saving their files they "publish" them into an SQL Server
This also contains an Enterprise resource pool
PMs can select resources from that pool

All users also have an other application available called PWA
This allows looking at the DB from Internet Explorer through project-like
views showing consolidated results at different levels
One application using PWA is timesheet where resources enter their time
spent by task into the DB; the PM then has the possibility to copy them into
his project file.

There's more (like links to sharepoint...) but you better look that up on
the MS Website.

 

[Jan De Messemaeker]

Hi,

You can enter it in the Resource Usage view of course!
Many people do that.
Timesheet applications are meant to allow the resources themselves to type
in their work done and then have that copied into the project files.
I wrote several in VBA over the past years.
HTH

 

[tonyzink]

Hi Dan D. (Dandy?) --

When you talk about exchanging data with external systems (your
"proprietary accounting system that uses SQL Server 2000"), it sounds
to me like what you want is a true enterprise solution based on Project
Server.

One of the core features of Project Server is centralized storage of
project and resource data in a SQL Server 2000 database -- similar to
your accounting system -- rather than storing project data in files on
a hard drive. If you already have systems based on SQL Server 2000,
then you probably already have (at least some) of the infrastructure in
place to support Project Server. Then, if you have two systems based on
the same database platform, then it's very realistic to build an
interface between them.

With some knowledge of database structure and programming, you should
be able to achieve what you want. Project Server not only stores
project and resource data in a SQL Server 2000 database, but it also
has a documented API for interfacing with the database -- without
actually touching the database -- to avoid accidental data corruption
mishaps.

To give you an example of what's possible with Project Server, I've
recently worked with a team to build and implement a custom Project
Server based system that does the following:

1. Accepts user input through an online (web-based) form or a
specially-formatted MS Excel spreadsheet
2. Obtains a project tracking number from a custom database
3. Obtains client contact information from a custom database
4. Creates a new project schedule from a predefined template and a new
project SharePoint site from a predefined template
5. Generates some pre-populated documents and uploads them to the new
project SharePoint site
6. Synchronizes its internal Enterprise Resource Pool with Active
Directory
7. Allows project Team Members to enter work hours against a set of
predefined tax credit codes for accounting purposes through Project Web
Access (Project Server's web interface)
8. Generates exportable pivot style reports of actual work hours,
broken down by tax credit code

I understand that you may not need all of this functionality (project
SharePoint sites and prepopulated documents), but most of the pieces
sound similar to what you would like to do.

Let me know if you'd like to learn more.

Good luck!

Tony Zink
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