the Best way to close projects?

[Vaso Vukovic]

Hi Everyone,

these are more of a process question rather than technical - I have two
scenarios to which I'm struggling to get to the final/best answer:

1. How to 'Cancel' the project from PWA - e.g. Mid-May this year Project ABC
has reached stage 3 but the stakeholders determined it is no longer viable to
pursue and decided to stop all work. I need to save all actuals but do not
want this project coming up under timesheets for time entry or its tasks
coming up under 'My Tasks' for affected users any more.

2. How to close the project?? E.g. Project ABC has completed 100%, no more
active assignments exist. Yet it still comes up under 'My Timesheets' as an
option to enter time against?

 

[Mark Everett | PMP]

Hi Everyone,

these are more of a process question rather than technical - I have two
scenarios to which I'm struggling to get to the final/best answer:

1. How to 'Cancel' the project from PWA - e.g. Mid-May this year Project ABC
has reached stage 3 but the stakeholders determined it is no longer viable to
pursue and decided to stop all work. I need to save all actuals but do not
want this project coming up under timesheets for time entry or its tasks
coming up under 'My Tasks' for affected users any more.

2. How to close the project?? E.g. Project ABC has completed 100%, no more
active assignments exist. Yet it still comes up under 'My Timesheets' as an
option to enter time against?

Vaso,

In your scenario 1:

1. Open the resource sheet for that project and inset the Booking Type
column.
2. Set the value from Confirmed to Proposed for all resources.
3. If you have a Project Status custom field that includes "Cancelled"
or "Closed" and you use that field to filter or group views, then make
that selection. If you don't, you might consider that.
4. Save and publish. If you need the information to persist in Data
Analysis or other views, you can stop there
5. If not, then in Server Settings > Database Administration > Delete
Enterprise Objects and delete the project from the Draft and Published
database.

In your scenario 2:
1. Make sure that all tasks are complete, with no remaining work. If
any taks has remaining work, change the value to zero (don't just
change % Complete to 100%).
2. Then change the booking type, etc.

I have tested this scenario out and it works fine. Be sure and do an
Administrative Backup of your projects before you start deleting.

Hope this helped,
Mark Everett PMP | MCITP
www.catapultsystems.com

 

[.jussi]

Hi Vaso,

What we do is this:
As a project is completed, canceled or put on hold for an extensive period,
we set a custom project flag (informative only) to show this status. Then we
set all the resources on the project to "proposed", which will remove the
tasks from my tasks. This should also remove the tasks from the timesheets
(we do not use them so I can't verify).

This will retain all actuals, retain a history of who has worked on which
project and attains the goal of making inactive projects invisible to
resources.

Hope that helps,
- Jussi

 

[Vaso Vukovic]

thanks .jussi!

That does it for me.

...off I go to your fans twitter page