Project versions

[Kelly]

Hello,

Is there any way of controlling versions other than the administrator
defining a list of versions for the project manager to choose from?

For example - could the project manager type in a version number when they
save? The project managers currently use version control when sending
projects out externally, so it's important that they have the version number
in the title in order to keep track of precise numbering (such as 1.1, 1.2,
1.3 etc).

I would like to avoid them having to publish the project more than once if
that makes sense?

Many thanks in advance,

Kelly

 

[Reid McTaggart]

We probably need to know more details about the process you envision.

The short answer is that only a person with administrative permissions can
define versions in Project Server.

However, the scanario you outlined does not necessarily require versions in
the Project Server sense of the word.

How are PMs "sending out projects externally"? If they are using the Save
as File option, then it would be a simple matter to append a number to the
filename. that would not change the name of the project in Project Server.

There are certainly other approaches, but an appropriate solution requires
more knowledge of what you are trying to accomplish.

 

[Kelly]

Thanks for getting back to me.

When i said we send out projects externally, I did mean that we are using
the Save as File option. However, the complaint I received when I introduced
versions is that they wouldn't be able to know what version their published
project is if it was just called *.published, as the project name would stay
the same each time.

What would you suggest?

 

[Reid McTaggart]

OK.

It still would be helpful to know more about how you envision your process
working. For example, would PMs continue to manage each version that they
create, or would each version serve simply as an archived snapshot of the
project as it stood at a particular moment in time?

If you just need a "snapshot," do you need all project data, or jsut some
basics such as task start/finish dates? Have you considered saving interim
plans?

Is it really necessary to continuously change the name of the project, or
would it suffice to change the contents of a field to indicate the current
"version" or stage that a project is in? Who would be looking at the
filename in your scenario, and how would they be looking at it, e.g., via PWA
or Project Pro?

The more you can describe about your functional needs and vision, the more
we can help you. I had a client who needed something that may be similar to
what you want, but I won't know until you tell more.

 

[Kelly]

Sorry about that.

This is basically how it works at the moment: Once a version is saved it
will serve simply as an archived snapshot of the project as it stood at a
particular moment in time, and as far as I can tell they'd like a complete
copy each time.

I think a change in the contents of a field to indicate the current version
that a project is in might suffice (however would that have to be a project
field, as they can only be changed via PWA, which could make the PMs
reluctant!) The PMs would be looking at the filename in this scenario, and
they would be looking at it through Project Pro.

Would it be possible to explain what you did for your client who needed
something similar, as i may not be explaining myself clearly enough!

 

[Kelly]

Thanks. Sorry if i confused you, but i actually meant that project fields can
only seem to be edited via PWA (once the project has been published) rather
than viewed.

If I do the below, will we be able to edit the custom project fields via
Project Pro, as we currently get the following error if we try to edit the
fields in a published plan:

"You cannot overwrite the default version (Published) of a project.
To save this project, type a project name or save the project as a version
other than the default"

I hope that makes sense?

 

[Reid McTaggart]

Whoever told you that Project fields can only be viewed in PWA told you wrong.

First, any custom Project field you define will be listed in the Project >
Project Information dialog box.

Second, you can create Project Pro views that include Project fields. A
straightforward way to do this is to edit Enterprise Global:
1) Create a filter to display only Task 0 (zero)
2) In Tools > Options > View, check the box for Show project summary task
3) In View > Table > More tables, create a table that includes your Project
level custom fields
4) In View > More Views, create a view that uses the table you created and
the Task 0 filter.
5) Optionally, check the box to Show in menu

Third, you can add a Project level custom field to an existing task view
(such as the Enterprise Gantt chart view), simply by inserting a column.
Thus, if you have customized Enterprise Project Text 1 to be your Project
Version field, you could insert this column in the view. Note, however, that
unless you do Step 2 above the PM will not be able to edit the value in this
view.

Hope this helps.

 

[Reid McTaggart]

OK, I think I may know what your trouble is.

First, I assume that you are customizing an Enterprise Project field.

Second, as a PWA Administrator, you should modify one or more Project Center
views to include the Enterprise Project field that you customized. In PWA,
go to Admin > Manage Views, and edit the view in which you'd like the custom
field to appear. Users can then Filter, Group, or Search using that field.

Does that help?

 

[Reid McTaggart]

I forgot to address the second part of your reply.

From what you say, it would seem that you are trying to open a .mpp file and
then save it with thesame name as an already-published project on the server.
This is a no-no. If you are going to implement the approach I suggest,
there is no need to attempt such things.

If you do have a need to replace a published file with a .mpp file, you must
first delete the published file (PWA > Admin > Cleanup Project Server
database) and then import the .mpp file (Tools > Enterprise Options > Import)

Have you or the other administrators in your organization received any
training? Witout a solid foundation, not to mention an organizational vision
for project management, there are a lot of risks facing you. Project Server
is a great tool, but you cannot apply standalone concepts to it and expect it
to work. Specifically in this case, you should not be regularly saving
projects locally (Save as File) and then bringing them back into the server
environment.

 

[Kelly]

Thanks for that. I'm really sorry but I don't think i'm explaining myself
very well.

I have received training and understand all the administration elements. The
query I had was concerning editing custom project fields that I have built
into the system. For example, one of the custom project fields I have made
mandatory is Business Priority, so the PMs must choose a priority 1, 2, 3 or
4 before saving. However once that Project is published it is not possible to
change this custom project field through Project pro if the priority changes
(to change it from 1 to 2 for example).

I also took your advice on having a custom field for Project Status to
enable us to filter views. This is another good example, as the PMs must
choose Active when first saving their project, but they can't then change
this to closed (or any of the other options in this field) via Project Pro,
as the following error message appears:

"You cannot overwrite the default version (Published) of a project. To save
this project, type a project name or save the project as a version other than
the default"

The way I envisage dealing with our version problem is that I will create a
custom project field called Version Number for the PMs. They can then save
all their old projects as a version (that i will enter into the system using
the versions tool in admin) and update their published version with the
current version number so they can keep track of what version they are
working on.

However, the only way of changing this custom project field (version number)
is by editing it in PWA, so I was wondering if there is any way of changing
this so that they can edit this field through Project Pro when re-saving an
already published project (changing the version number from 1.1 to 1.2 for
example)?

 

[Reid McTaggart]

OK, I think I know what's going on!

What method are the PMs using when they try to change a value, say in the
Project Status field? I'll bet they are clicking File > Save As, and then
changing a value in the custom project field list in the dialog box, and then
trying to save the project with the same name. That won't work -- it will
cause the error message you are seeing.

To change these fields once the project has been saved to Project Server,
they should either use a view that displays the fields, or click Project >
Project Information, and make the changes in that dialog box. Then, they
should click File > Save (not Save As).

Does that help?

 

[Kelly]

Yes that's exactly what they're doing!

That's great. I can now introduce a custom project field for Version Number
and they can update it each time without having to go into PWA.

Thanks.

Out of curiosity - how do other companies deal with versioning?