Please help with Synch of ProjectServer and Outlook

[Martin Kovac]

Hi all,

I would like to ask for your help. We are starting to use MS Project Server
and synchronization/import of project tasks to Outlook.
We are happy, that project tasks are importing to Calendar (as an
appointment) because that´s the way we want it

But we have one problem. For example we plan a Task in Project for our
consultant - 6 hours for Monday, 2 hours for Tuesday and 4 hours for Friday.
After synchronizing this task to Outlook, it looks like a multi day
appointment from Monday to Friday viewed through full week view on Outlook
calendar.
But that is no correct ! We would like to set that Project/Project Server
synchronize it correctly as 6 hours Monday appointment, 2 hour Tuesday
appointment, etc.

Please could somebody help us about where can we find settings for this ? I
had read manuals and books but I didn't found it documented :-(

Or can somebody give us advice where and how to setup it ?

Thanks for your answers

 

[Rod Gill]

You've just discovered the problem with syncing project level data (12h per
week) with Outlook data which is for time management to the nearest 15
minutes. I don't believe syncing is worthwhile until an interface is created
that provides a list of tasks and the hours of work for the user. The user
should then schedule when the hours will be done. Currently the Project
Server/Outlook sync does not support this.

It is therefore best (from my point of view) to sync to tasks rather than
calendar appointments.

--

Rod Gill
Project MVP

Project VBA Book, for details visit:
http://www.projectvbabook.com

NEW!! Web based VBA training course delivered by me. For details visit:
http://projectservertraining.com/learning/index.aspx

 

[Martin Kovac]

Hi Rod,

Thanks for your reply. I appreciate that

Synchronization it to outlook tasks does not fit our business needs. We have
a lot of small tasks (planned through project) and they are often divided
into more than one day (as my example describes).

Please could you give me more info on how to make that "interface" or if any
"interface" is publiclyy available ?

Or what about solution not to synchronize it to Outlook individually but
synchronization of Project(server) and Exchange (calendar) ? Do you think
that might be solution for us ?


Thanks a lot for your answers

 

[Rod Gill]

There is nothing available that I'm aware of. You will need to sync as
tasks, then drag the tasks to the days you will actually do the work.
Problem is that if you have 8h of work with 4h to be done on Monday and 4h
on Wednesday, you either have to have a 3d task or two half day tasks.
Schedule data is not suitable for time management purposes other than as a
communication of total work for a task and when it has to be completed by. I
believe it needs to be a training issue for each resource to review the work
they have for the week on Monday (Project and BAU) and time manage when they
will do it (allowing time for all that ad hoc stuff that always comes
along!)

--

Rod Gill
Project MVP

Project VBA Book, for details visit:
http://www.projectvbabook.com

NEW!! Web based VBA training course delivered by me. For details visit:
http://projectservertraining.com/learning/index.aspx

 

[Mike Glen]

Hi Martin,

Next time, could you please try posting on the server newsgroup. Please see
FAQ Item: 24. Project Newsgroups. FAQs, companion products and other
useful Project information can be seen at this web address:
http://project.mvps.org/faqs.htm

Mike Glen
Project MVP

 

[Martin Kovac]

Thank you Rod,

We will change our process and will do the planning as you suggested.