Spooler error for inactive resources

[Dee]

Hi,

I saw this old post while researching on the issue. Now, that I've
figured out a workaround to this, I thought I should share it with the
group.

Background:
When a resource leaves the company we mark him / her inactive and
change the user account from Windows authentication to Project Server
authentication. After this whenever the project was published /
republished, it would a throw a spooler error. "Cannot create
resource..."

Cause:
The change from windows authentication to project server authentication
is not updated in each project file so when a the file is published,
project tries to create a new user. Since managers are not given this
permission, it throws the spooler error (cannot create user ...)

(In once case, the windows authentication account of an inactive
resource was assigned to some new resource and all assignments appeared
on this new resource's timesheet)

Solution / WorkAround:
Before deactivatine a resource

1) The admin changes the account to project server authentication and
notifies all PMs
2) All project managers open each project file with that resource, go
to view resource sheet, insert Windows user account column, delete the
windows account for that user
3) Once all projects with that user have been updated, Admin
deactivates the account.

There might be more than one way to do this, so I am just sharing what
worked fro me.

Regards,
Dee...

 

[Gary L. Chefetz [MVP]]

Dee:

In an environment where logons are recycled (an awful practice) you really
should use the delete resource function which will convert the resource to a
local resource in existing plans

 

[Dee]

Hi Gary,

We did realize that recycling logons is an awful practice (especially
because we have over 350 users) and will be preventing that in future.
However, the spooler error issue still remains where an inactive
resource (converted to Project Server authetication) is on active
project files and publishing them causes spooler error because project
tries to create this account.

This is just my understanding of the problem, will appreciuate it if
you can throw some light to it.

Best Regards,
Dee

 

[Gary L. Chefetz [MVP]]

Dee:

In the project plan containing the local resource, you must set the
workgroup value for the resource to "none." Otherwise the system assumes you
want to create the account. This will stop the spooler error.

Switch your view to the resource sheet
Double click on the resource
In the Resource information dialog, set the workgroup to none

 

[Dee]

Hi Gary

I'm sorry I'm not being clear here. We do not have local resources.
These are once upon a time Active Resources with Windows
Authentication. Once they leave the company, we cahnge them to Project
Server Authentication and Mark them active. Somehow this information
does not get updated in the Project File. If I see the resource sheet
in the Project file, these resources still have WIndows Authentication
info and hence MS Project assumes that it needs to create this new
resource when publishing next time. And hence the spooler error (Cannot
create resource) when trying to publish.

Thanks!

Best Regards,
Dee

 

[Gary L. Chefetz [MVP]]

Dee:

Changing the authentication type causes the system to see these as new
resources. If you want to make a resource inactive, make it inactive, but
don't change the authentication type. If your company is going to re-use
logons, then you're best served by using the delete resource function which
converts the resources to local resources in the plans that they're assigned
to.

If you get spooler errors after doing this, refer to my previous post.

 

[Dee]

Thanks Gary. Will try it out.