Remove completed project from view but keep data for Analysis

[dtyrrel]

Is there a way to remove a project from the projects view in server once it
is complete? I am managing many projects and want to keep the old projects
for analysis but I do not want them to show up forever.

 

[dtyrrel]

This is on MS project 2007

 

[Christina]

I'm assuming you are on PS2003, yes?

The way we did this is to create an custom Enterprise field that categorizes
a project as active, complete, etc. when the project is complete we change
it's status from Active to Complete.

We then created a new view for the Project Center that filtered out
completed projects. Everyone in the organization now uses this view. That
way, the project data is still out there but isn't visible.

Below is a link to a very thorough procedure that can help you with this.
This procedure will also outline how to removed completed tasks from
resources' timesheets on these older projects. Works like a charm!

http://www.projectserverexperts.com/ProjectServerFAQKnowledgeBase/ArchiveCompletedProjects.aspx

Hope this helps!
Christina

 

[Dale Howard [MVP]]

Christina --

Thanks for your kind reference to our archiving procedure for completed
projects!

 

[dtyrrel]

we are actually on ps2007 but this would still work correct? Are there any
other solutions?

 

[Dale Howard [MVP]]

dtyrrel --

If you are using Project Server 2007, the same approach would work. Using
the methodology from the FAQ, you can effectively "hide" completed projects
from the View of executives, project managers, and team members, but the
data is still available for analysis. I'm not aware of any other way to get
around this issue. Hope this helps.

 

[Christina]

You are very welcome! They have become invaluable resources in my quest to
learn how to properly manage the server

 

[åŠæ–°ä¸æ—§]

Hi, Christina,

Your procedure works for hiding completed projects. But Ｉ am wondering if
there is any way to hide/remove completed task from resource's <My_Tasks>
view?
I was failed to create a new view in <My Work> type with a filter (I was
going to filter: Task Health = Completed), and even can not insert a Filter
on current My Assignments view....Would you tell me how can I do it?

Thanks a lot,

åŠæ–°ä¸æ—§

 

[Christina]

Hello-

My apologies for not seeing this post sooner. You may have already received
an answer but I'll share what I have started doing.

As part of our regular "clean up" process, we will begin archiving projects
that are complete. At this point we will probably wait 30-45 days after the
project finishes and then see if we need to wait longer or if we can archive
sooner. Part of the archiving process involves changing the Booking Type of
resource assignments in the project in question. When a resource is assigned
to a task, the default booking type is "Committed". By changing the booking
type to "Proposed", this removes the task from the resource's timsheet,
without removing any of the actuals associated with that task.

To do this, you need to open the project, click on Tools/ Build Team from
Enterprise. In the box on the right where you see the list of resources
assigned to the project, you can click on the drop-down box that says
Committed and change it to Proposed. Note that this will change the booking
type for all of the tasks the resource to which the resource is assigned.
If you click on the link to the project server experts in Dale's post, it
will outline these steps for you.

Another way is to run a SQL script to remove the tasks, either at the
project level or resource level. I don't know the scrip off-hand but I know
that the projectserverexperts.com site has the script.

Hope that helps!
Christina

 

[åŠæ–°ä¸æ—§]

Thank you, Christina

JJin

Hello-

My apologies for not seeing this post sooner. You may have already received
an answer but I'll share what I have started doing.

As part of our regular "clean up" process, we will begin archiving projects
that are complete. At this point we will probably wait 30-45 days after the
project finishes and then see if we need to wait longer or if we can archive
sooner. Part of the archiving process involves changing the Booking Type of
resource assignments in the project in question. When a resource is assigned
to a task, the default booking type is "Committed". By changing the booking
type to "Proposed", this removes the task from the resource's timsheet,
without removing any of the actuals associated with that task.

To do this, you need to open the project, click on Tools/ Build Team from
Enterprise. In the box on the right where you see the list of resources
assigned to the project, you can click on the drop-down box that says
Committed and change it to Proposed. Note that this will change the booking
type for all of the tasks the resource to which the resource is assigned.
If you click on the link to the project server experts in Dale's post, it
will outline these steps for you.

Another way is to run a SQL script to remove the tasks, either at the
project level or resource level. I don't know the scrip off-hand but I know
that the projectserverexperts.com site has the script.

Hope that helps!
Christina