Is it Possible to Track Ongoing Operations in Project Server 2007?

[DLN]

Hello all,

I understand that projects by definition have a start and end date and as
such, I might be trying to get Project Server to do something it wasn't
intended for. However I was wondering if there's any way to keep track of
ongoing operations within Project Server? We have some staff within our
organization that have a fraction of their time commited to ongoing
operations - things like verifying backups, managing failed servers,
compiling reports on datacenter usage, and other tasks that will never have
an end date (and therefore cannot be encapsulated within a project).
However since these recurring tasks will never occupy more than 20% of the
resources time per week, the remaining 80% of their work week can be
allocated to projects.

What I would like to do is use the Project Server's time sheet features to
allow the resource to report on both their recurring and project related
tasks, as well as allowing project managers to use the Project Servers time
tracking features to ensure the resource doesn't get overbooked. I'm trying
to assess the feasibility of using the Project Server to track all staff
member's time (regardless of whether it's spent on a project or an ongoing
operational task). In contrast with how we manage time sheet reporting, I
can see a real appeal of how (with Project Server) assigned tasks can be
imported directly into Outlook and the staff member can report status there.
It saves the staff member from opening up a page on a web site, create a new
time report, and fill it out. What I can't figure out is how to leverage
this feature for ongoing operations. Is there a way to do this via the
Project Server or will the resource be forced to go to Project Web Access to
create a timesheet for their recurring tasks?

Thanks.

 

[Marc Soester [MVP]]

Hi DLN,

there are several ways that you could do this.

Firstly you could use Administrative tasks in the timesheet functionality
for recurring "Non Project" work. The Admin tasks will always display in the
timesheet and will give the user the abillity to enter the time spend on
these tasks.

Secondly you could create a "Montlhy Maintenance" project in Project Server.
You can assing the resources to these tasks with lets say 5% of Units and you
then even plan for the admin tasks to take place.

Thirdly you could use the Proposal and Activity function of Project Server.
This is essentially anticipated for non project tasks. essentially it is
creating a "Light" project and you can assign one resource to each task.
Please note that Proposals and activities have very limited functionality and
if you like to have a list of the weaknesses, visit my blog there is a list.

I hope that will push you into the right direction. Please let me know if
you have any more questions.
Marc