email alert and update task

[foon]

Hi,
I have two questions for MS project 2003 web access and project
professional

1.compare start/ finish and actual start/ actual finish variance

For example, Project manager assign a task to team member which start
date on
2005-07-01 and finish date on 2005-07-05. However, the team login the
web access to update the task on 2005-07-08 (delay 3 days) and request
project manager to approval the request. Project manager get the email
notification from projectserver and login in web access to accept the
request, after approval the request, project would show start date on
2005-07-01 and finish date on 2005-07-05 (according to submitting
date, it should be 2005-07-08). I searched the reference book and
found the solution as project manager should key in the actual start
/actual finish date with project professional by using
tools->tracking->update task->key in actual start/finish date.
I think it should have more convenience way to handle this case,the
system record the submited date(2005-07-08) , if I can use this date
as actual complete date and then compare with finish date in
baseline(2005-07-05) that we can compare the task delay for 3 days.

2. Eamil alert to senior management when their staff have overdue task

Another example, I am a executive and 1 managers report to me. There
are 5 members of staff report to the manager. I want to get email
alert to me when any tasks assigned to those 5 members and the manger
are overdue. I tried to set up the resource break down structure and
using web access to config "Alert me about my resource on task and
status reports" but still did work.
Please note that I am not a project manager nor team member of the
project.

I search many reference books and internet resoure but no any better
solution

Any one can give me a halping hand to solve my problems?


Thak you very much

 

[Dale Howard [MVP]]

foon --

1. It sounds like you are using the % Work Complete method for tracking
progress. This method is not date-sensitive and is the source of your
problem. You must add the Actual Start and Actual Finish columns to each
user's timesheet in PWA. Refer to the following link for the solution to
your problem:

http://www.projectserverexperts.com/Shared Documents/changestartandend.htm

2. Regarding the e-mail issue, you state that you set up the RBS structure.
Did you place yourself at a higher level in the RBS above those who report
to you?

 

[foon]

Dale,

Thank you very much for your help. The first problem seem to be
solved.
For the second problem, I did set the resource outline code in
project professional Enterprise Global Template ( three levels
:Executive, project manager and team member) and then open enterprise
resource pool to define myself as Executive and manager as project
member then staff as team member in the RBS outline coded. The PM
build up a new project and assign some tasks to the team members. By
PWA default setting, the team would get email alert from project
server, and if the task overdue (by optional setting), project server
also send an alert email to the team member AND project manager (if PM
set up this option in PWA). My problem is that even I define myself in
RBS as Executive (PROJECT manager report to me and team member report
to him). I would not get any email alert regarding to the overdue
tasks for my concern project. Please note that as executive , I can be
a resource in the project but I would not be assigned any task by
project manager.

thank you for your help again

 

[Dale Howard [MVP]]

foon --

Is anyone getting e-mails from Project Server?

 

[Dale Howard [MVP]]

foon --

Is anyone getting e-mails from Project Server?

 

[Dale Howard [MVP]]

foon --

Another question: Did you enter e-mail addresses for all your people,
including you, in the Enterprise Resource Pool?

 

[foon]

Hi,
Thank you again for reply.
I repeat again, the RBS is : EXECUTIVE->PROJECT MANAGER->TEAM MEMBER.
What I want is : when ever any task overdue (which handled by team
member) their BOSS (Project manager and executive) will receive email
to push the team member to finish their tasks. Again, Executive would
not be assign any task for the project (he can be a resource of the
project). As I mentioned that I define RBS outline code in Project
professional (EXECUTIVE->PROJECT MAMAGER->TEAM MEMBER) and set
enterprise resource pool to define say JOHN as Executivite , Peter as
project manager and Tom as team member. Then Peter (PM) build but a
project and assign TASK1 to TOM while start date on 01/07 and finish
date on 05/07. When Task1 over due (say 06/07) , project server will
send email to Tom and project manager (by notification setting). I
have no problem of above mentioned email alert of project server send
email to team member and project server send email to team member's
boss (project manager).
What I want to do is sending email to EXECUTIVE by project server in
any case of over due task (again, the RBS already setup, resource pool
was defined(Executive->project manager->team mamber were assigned for
specific resource ), sending email from project sever is no problem).

Thank you very much for your help again

 

[Dale Howard [MVP]]

foon --

I repeat again, "Is ANYONE getting e-mails from Project Server?"
Furthermore, have you entered e-mail addresses for everyone in the
Enterprise Resource Pool? Beyond this, have you set up Project Server to
actually send e-mails by doing the following:

1. Log into PWA with administrator permissions
2. Click Admin - Customize Project Web Access
3. Enter an SMTP server, a Port number, and a From Address
4. Click the Save Changes button

Is your SMTP server set up to forward e-mail messages coming from Project
Server? Are there errors in your server's application event log? There are
multiple potential causes to your problem. Please answer these questions
and we will try to help you.

 

[foon]

I repeat again, "Is ANYONE getting e-mails from Project Server?"
Furthermore, have you entered e-mail addresses for everyone in the
Enterprise Resource Pool? Beyond this, have you set up Project Server to
actually send e-mails by doing the following:

1. Log into PWA with administrator permissions
2. Click Admin - Customize Project Web Access
3. Enter an SMTP server, a Port number, and a From Address
4. Click the Save Changes button

Is your SMTP server set up to forward e-mail messages coming from Project
Server? Are there errors in your server's application event log? There are
multiple potential causes to your problem. Please answer these questions
and we will try to help you.

Hi,
Thank you for your quick response. Sorry for some misunderstanding
in between, actually the above procedures you point out we already
defined. email alert has no problem from project server set to project
team member. Please refer to the follow messaage which from project
server to t



Below are the latest schedule changes. Contact your project manager if
there are any problems with the changes.

Project: test_0722
Assign to: user05
----------------------------------------------------------------------
Task Name: task 001
Start: Jul 19 '05 Finish: Jul 21 '05 Work: 24h Rem Work: 24h
-----------------------------------------------------------------------

To view and respond to the changes, please connect to your Project Web
Access timesheet at http://HKSVPJ01/ProjectServer/Tasks/Taskspage.asp?AllTasks=1&FilterBy=0&GanttView=0.

To turn off these notifications, please connect to
http://HKSVPJ01/ProjectServer/notifications/self_notifications.asp and
clear the check box for task notifications.

Microsoft Office Project Serverezam member :




moreover,the RBS and email adress were defined , please refer to the
resource pool definition as below:


USER TYPE EMAIL A/C RBS OUTLINECODE
user05 Work (e-mail address removed) Office Manager.PBD Manager.PBD
Officer.SAM Officer
user03 Work (e-mail address removed) Office Manager.PBD Manager.PBD
Officer
user02 Work (e-mail address removed) Office Manager.PBD Manager

or if possible , may I have your email address, that I can send some
screens to you for my setup in PWA and project professional ?

Thank you very much

 

[Dale Howard [MVP]]

foon --

Are there errors in your server's application event log?