Project Database Multi User Access?

[Nathan_Hillman]

I am currently using MS Project to track multiple projects. Each project has
a different Project Manager. All the data is stored in a single MS Project
database with a single set of MS Project generated tables. Currently all
Project Managers login via the ODBC using the same username to access their
projects. This unfortunately enables Project Managers to have access to ANY
project stored in the tables regardless of owner.

The setup works perfectly for my requirements for visibility across all
projects, reporting etc. I can create reports based across all projects from
the data in the single database.

My current setup is:

MS Project 2003 Professional (on all Project Managers' laptops)
SQL Server 2003 hosting the data
Access to the server is via an ODBC (at present everyone uses the same
username/password)

My question is:

Is there a way to restrict the users' access so they can only see the data
that coresponds to their project?

Trials So far to solve the problem:

1, I've created different users on the SQL Server. The user logs on to
access the database via the ODBC - RESULT - MS Project created new tables for
that user - does not differentiate the data in the tables?

Can anyone let me know if what I am trying to achieve is possible? Does
anyone have a simple solution for me? I wondered if this can be solved in
SQL Server User access rights or is it a MS Project restriciton?

Thanks for your time in reading my question.

Nathan

 

[Rob Schneider]

Nathan,

I think there is a much simpler way. Why not give each PM their own
database (or mpp file). And you view them together in a separate
database (or mpp files) using Projects "insert" linked projects?

 

[Nathan_Hillman]

Hi Rob,

Thanks for your quick response.

I am using Crystal Reports to query the data in the tables. I use the
tables that are created by Project automatically when a project is saved as a
database. I'm not sure how I'd have the flexibility usnig the .mpp files?

Any ideas? Perhaps, I don't fully understand the linked projects approach?

Regards

Nathan

 

[Rob Schneider]

Since you are using Crystal Reports, then you need to keep using the
database files. I suggested mpp file just to keep it simpler, but
Crystal (to my knowledge) won't read mpp files.

The idea is that you give each pm their own database file. If you are
concerned about pm's seeing/reading others' files, then distribute in a
way which prevents that.

You retain access to all the files and make them subprojects to your
master file.

Read in "Help" about "master project and subprojects". Fully explained
there.

To quickly see what it's about.

1. Create a new project, called "Project1". Add a few tasks. Save into
a database file "project1.mdb".
2. Create a new project, called "Project2". Add a few tasks. Save into
a database file "project2.mdb".
3. Create a new project, called "Project3". Add a few tasks. Save into
a database file "project3.mdb".
4. Create a new project, called "Master". Menu: Insert/Project, ensure
"link to project" is ticked on, then select (at once or individually)
project1.mdb, project2.mdb, and project3.mdb).

See the result. The three project files are linked in. You see the
summary view.

 

[Mike Glen]

Hi Nathan,

Next time, 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

 

[Rob Schneider]

Mike,

He's using Project Server? I read it he is saving the data into a
database ..

 

[Nathan_Hillman]

Thanks Rob,

I'll have a play around this and test. My only concern was that the
database would get very large with many many tables. I'm not sure how it
would work but if I could just query the Master database then it could work?

I'll have a go and let you know.

Thanks!

 

[Nathan_Hillman]

I am using Project 2003 Professional just saving my projects as databases not
..mpp files. Is this the correct area for help? Sorry if I'm wrong?

 

[Mike Glen]

Apologies, Nathan, I mis-read your setup: MS Project 2003 Professional (on
all Project Managers' laptops), SQL Server 2003 hosting the data, as using
Project Server (of which I know nothing!) with the Pro version. Sorry.

Mike Glen
Project MVP