Clean Up Database Feature to remove completed tasks from timesheet

[PM Training12]

Has anyone used the PWA option "Clean up Project Server database" to remove
completed tasks in Project Server 2003 SP2a?

On the screen, there is a message that describes deleting completing tasks
and says "...and their associated timephased work and actuals". I found a
Microsoft article that says using this feature will delete the actuals from
the database, but not from the MSP workplan.

We ran a test using the analysis cube (rebuild after deleting completed
tasks) and it appears after using this feature, the work and actuals were
still in the database. Does anyone have first hand experience with this
feature? If it can delete work and actuals from the database -- as the
screen says -- we can't use it because we generate reports from the database.

Thanks.

 

[Dale Howard [MVP]]

PM Training 12 --

This feature deletes completed task assignments that appear on each user's
timesheet page in PWA, but it does not delete the underlying task, resource,
and assignment data. You can use it safely without screwing up the numbers
available in the OLAP cube. Hope this helps.

 

[PM Training12]

Thanks Dale. That message on the screen had us concerned. Glad to know there
is a safe and simple way to remove completed tasks from the time sheets.

 

[JAnderson]

Great question PM Training12. And thanks for the answer, Dale! Is there any
way that tasks can be removed from timesheets this way on a per project
basis? I've been using the method as found in your FAQ of marking projects
complete and changing the resource from committed to proposed, but I have
about 20 projects or so that are stuck on resources' timesheets.

 

[Dale Howard [MVP]]

JAnderson --

No, you cannot remove tasks on a per project basis. It is per resource or
all resources, but not per project. Hope this helps.

 

[JAnderson]

Thanks Dale,
I'm new to my company and this role and having old jobs on people's
timesheets is really irritating to them. I felt like I struck gold with the
Committed to Proposed idea, but would you have any idea why it only works for
some projects and not others?

 

[Dale Howard [MVP]]

JAnderson --

The manager of each project must set the team members to Proposed. Are you
certain they are doing this?

 

[hinrgsunshine2]

We have an administrative project that we completed. We set the resources to
proposed and republished the assignments. The tasks still show up in the
resources timesheet. Why?

 

[JAnderson]

I've been taking over ownership of the project plan using PWA--change owner.
Then I republish the entire project checking the box to become the owner.
Then I mark everything complete and zero out the work and republish. Then I
change from committed to proposed and republish.

Do you see something wrong with that sequence? It works for most plans, but
unfortunately not for all of them. Thanks Dale!

 

[Dale Howard [MVP]]

Are you JAnderson or someone else? Anyway, Administrative projects are
creatures of a different sort. If you are no longer using the
Administrative project, save it as an .mpp file for study purposes and then
delete it from the Project Server database? Hope this helps.

 

[Dale Howard [MVP]]

JAnderson --

Your sequence looks correct. It should work. If not, perhaps there is some
type of internal problem with the project in question. Beyond that, I
cannot even begin to speculate. Sorry.

 

[JAnderson]

Ok, thanks for your help anyway. I really appreciate the opportunity to chat
with you and the support on this site!

 

[Dale Howard [MVP]]

JAnderson --

You are more than welcome for the help, my friend!

 

[hinrgsunshine2]

Nope, not JAnderson, someone else but with a somewhat similar problem.

If I save it as a .mpp and delete it from the server will I still be able to
see it in the Portfolio Analyzer?

 

[Dale Howard [MVP]]

If you delete it from the Project Server database, the Administrative
project's data will disappear from Portfolio Analyzer views the next time
the system rebuilds the OLAP cube. Also, please don't post "me too"
questions. If you have a question, post a new one. Hope this helps.