Still confused about the use of Proposals in Project Server 2007

[anovak]

OK. I seem to be reading conflicting documentation that says on one
hand, proposals are used to capture "ideas" that go through an
approval process that become projects; and on the other hand they seem
to be a repository for "lite" projects - two totally different things.

It just seems wierd to me that all of the above still have the
"Proposal" terminology "branded" on them which can be very confusing
to people.

On one hand, yes, we'd like to be able to capture demand from users
perhaps in the Proposal "repository" and then start working on them
once approved.

On the other hand, we'd like to be able ot manage "mini-projects"
without having to go through the process of creating a full-fledged
project with a WBS (or house those mini-projects as tasks within a
"maintenance project"). THOSE though -- if they stay in that section
of the database -- really aren't proposals anymore.

Perhaps activities are the "maintenance projects"?

On top of all this confusion, many experts in the fields tend to
recommend not moving too quickly into Portfolio Server, but first
making MS Project Server 2007 do the portfolio piece for you.
Question is, does this really require extensions such as MOSS /
InfoPath, or can you make a go of it with the default features and
functions?

Thanks,
Andy

 

[Dale Howard [MVP]]

Andy --

Good questions! Yes, Proposals can be used for proposed projects in which
the PM did only "skeleton" planning of tasks. Once approved, the PM can
covert the Proposal to a full-fledged project in Project Professional 2007.
The limitation of Proposals is that you can only assign one resource to each
task. A better approach, I believe, is to build a Resource Plan in the
Proposal to show the approximate time frames needed for each resource in the
project and the approximate amount of Work time needed during the time
frame. After the Proposal is approved, the PM can update the import the
resources from the Resource Plan into the project and assign the resources
to tasks as needed.

And yes, Proposals can also be used for "lightweight" projects which require
a minimal amount of planning. Again, the restriction is that you can only
assign one resource per task.

Another feature is to create an Activity plan for ongoing or open ended
work, such as for maintenance work. The chief limitation of an Activity
plan is that you can only assign one resource per task. You can work around
this limitation somewhat by assigning Team resources to the tasks, but I
find that the behavior of Team resources is not what anyone expected, and
which will no doubt frustrate you. We all assumed that when Microsoft
announced the new TEam resource feature, this meant that you can assign a
Team resource to a task and then that task will automatically show up on the
My Tasks page or every resource that designated as a part of the team.
Unfortunately, that isn't how it works at all. As with all things new,
everything has its limitations. Hope this helps.

 

[anovak]

Andy --

Good questions! Yes, Proposals can be used for proposed projects in which
the PM did only "skeleton" planning of tasks. Once approved, the PM can
covert the Proposal to a full-fledged project in Project Professional 2007.
The limitation of Proposals is that you can only assign one resource to each
task. A better approach, I believe, is to build a Resource Plan in the
Proposal to show the approximate time frames needed for each resource in the
project and the approximate amount of Work time needed during the time
frame. After the Proposal is approved, the PM can update the import the
resources from the Resource Plan into the project and assign the resources
to tasks as needed.

And yes, Proposals can also be used for "lightweight" projects which require
a minimal amount of planning. Again, the restriction is that you can only
assign one resource per task.

Another feature is to create an Activity plan for ongoing or open ended
work, such as for maintenance work. The chief limitation of an Activity
plan is that you can only assign one resource per task. You can work around
this limitation somewhat by assigning Team resources to the tasks, but I
find that the behavior of Team resources is not what anyone expected, and
which will no doubt frustrate you. We all assumed that when Microsoft
announced the new TEam resource feature, this meant that you can assign a
Team resource to a task and then that task will automatically show up on the
My Tasks page or every resource that designated as a part of the team.
Unfortunately, that isn't how it works at all. As with all things new,
everything has its limitations. Hope this helps.

I guess the $20,000 question is, are you finding these new features
really that useful in the real world?

I am certainly looking forward to the Project 2007 Administrator book
from MS Project Experts!!!!