TimeSheet Question

[Richard B]

Dear People of this Project portal...

There’s something on the homepage of PWA, that I’m not quite sure I
understand, and would like to seek clarification on.

As far as I understand the software, time spent on each task can be recorded
in the task detail or timesheets or at both places. I have decided to use the
time recorded in the task as the basis for tracking the progress on projects.
Therefore, once the time spent on a task has been approved by the project
manager, it should automatically update the progress for the project.

So why does anyone need to submit a timesheet if they have already submitted
the task (and recorded the time spent)? The reason I’m asking this is
because, on the homepage of PWA, I seem to have 14 un-submitted timesheets.
When I click on this link, the details of the timesheet for each un-submitted
period is shown, but there’s nothing that I can do with it (i.e. I cannot
approve, reject, or recall).

What does this mean and what implication does this have on the active
projects.



Thank you kindly in advance,

Richard

 

[Dale Howard [MVP]]

Richard B --

The My Timesheet functionality is aimed at organizations that need to track
all types of TIME, including project work, non-project work, and non-work
such as vacation or sick leave. If you don't need to track all types of
time, then don't use the My Timesheet functionality. You can even disable
the My Timesheet functionality by using the steps documented in the
following FAQ:

http://www.projectserverexperts.com/ProjectServerFAQKnowledgeBase/Disable My Timesheet.aspx

Hope this helps.

 

[dee]

Your link refers to Project Server 2007; what about 2003?

We're just starting to implement Project Pro 2003 and Proj Server 2003 and
I'm seeing that timesheets may just confuse the issue and are not required
for our organization.

--
Thanks!

Dee

 

[Dale Howard [MVP]]

Dee --

There is no separate My Timesheet page in Project Server 2003. There is
only the View My Tasks page, the arrangement of which is controlled by
settings specified by the Project Server administrator. The View My Tasks
page is where team members update their task progress for project work.
After submitting the progress to their PM, the PM must approve the task
updates, which then autmoatically updates the progress into the relevant
Microsoft Project 2003 enterprise projects. If you don't want to use the
View My Tasks page, then don't use it. But if you do not use the View My
Tasks page, your PMs must manually enter progress for every resource on
every task in every project.

Now, given this explanation, have I even come close to answering your
original question? If not, then please restate your question.

 

[dee]

Dale,

Yes, you answered my question. Thanks. I think I've got a touch of
information overload and when browing through the posts, it made me think of
the term used in one of my books - the Timesheet view in PWA used to enter
actuals.

Plus, I'm blonde!

--
Thanks!

Dee

 

[Dale Howard [MVP]]

Dee --

I have been using the Microsoft EPM solution for 8 years now, beginning with
Project Central, then Project Server 2002, 2003, and 2007. My mind is still
on overload! And I'm not even a blond! I'm glad I was able to help.

 

[dee]

Hi Dale,

8 years - let's just say you probably know about 1,000% more than I!

I'm wading through lots of information, getting my mind wrapped around what
the process will be before actual implementation. Do the following general
steps sound right, once the software and users are all set up?

1. Check out Enterprise Global and modify calendar, working times, remove
non-Enterprise views, add any fields, table, reports, etc. that we want to be
available to users. Check it back in.

2. Create our two (at the moment) templates, based on EG Templates. Add
tasks, durations, links, placeholders for users (we don't have much turnover
and want our users to be accountable, so have decided to use their actual
names instead of titles, replacing them when the template is actually used to
generate a new project).

3. Save the Enterprise templates.

4. When request is made, create new project based on template (or may not
be, but usually will). Adjust the tasks, durations, add/remove/refine tasks,
replace resources with "real" resources from the Enterprise Resource Pool.
Adjust the start date, set the baseline, save (publish) the project.

5. When assigning resources, we will assign Team Leads for each main
summary phase, as the department head will be responsible, with their Team
Members responsible for the sub tasks. Not sure yet of the best way to do
this.

6. Publish project assignments.

7. Request status reports and assigment updates.

8. Begin work, with team members submitting their updates to the Team Lead;
the Team Lead submitting to the PM.

9. Generate reports as required, make task adjustments, etc. etc. until
project completed.

10. Close project, compare baseline to actuals.

11. Learn from what happened compared to what we had planned and get better
each time!

This is very general, but does it sound like we're on the right track? Any
advice would be deeply appreciated.

Thanks so much!


--
Thanks!

Dee

 

[Dale Howard [MVP]]

Dee --

Wow! You are way ahead of the curve for most new users of any version of
Project Server.

In response to your process, #5 is a definite "no no." You should NEVER
assign resources to summary tasks in a Microsoft Project plan. This will
skew your Work and Cost values in the project. #8 is not possible in
Project Server 2003 the way you have described your process. The only way
you could make this work would be to assign each regular task (not summary
tasks) to the Team Lead and then have the Team Lead delegate the task to the
appropriate team member. WARNING: Task delegation is a one-to-one process,
not a one-to-many process. You can assign a task to a Team Lead, but he/she
can delegate the task to only ONE team member. Hope this helps.

 

[dee]

Hi Dale,

Thanks again for your response. Yes, I knew about the Summary task "no no".
I should have worded that differently. I haven't gotten down to the nitty
gritty, but what about assigning the Team Lead to a milestone that signifies
the beginning of his department's phase. I was also going to have an ending
milestone that would signifiy the Team Lead's handing off to the next
department.

As far as delegation, if I want the Team Members to report to the Team Lead
and then the Team Lead back to the PM, I will follow your advice. So, all
tasks will be assigned to the Team Lead for his/her department's part of the
project. Then, the Team Lead will delegate the various tasks to one of his
Team Members. That would work, because we've come to the conclusion that one
resource should be in charge of one task, even if in reality there are being
assisted by others, just to keep things simple.

If that's the only way to create the reporting that we want, then that
should work, right?

In conclusion, would the assignment to the Team Lead to the "opening" and
"closing" milestones be OK, with them delegating various tasks they won't be
performing to individual Team Members?

Thanks so much! It's fun when you can brainstorm with someone who knows
their stuff!


--
Thanks!

Dee

 

[Dale Howard [MVP]]

Dee --

Yes, you can assign the Team Leads to milestone tasks. That would work.

To set up the Task Delegation so that team members report progress to their
Team Lead, the Team Leads must select the Yes option for question #2 in the
Delegate Tasks page (Do you want to assume the lead role for this task?) and
select the Yes option for question #3 as well (Do you want to continue to
track this task on your Timesheet?). Keep in mind, however, that the PM
must approve each task delegation request, so that makes a bit more work for
the PM. Also, keep in mind that the Team Lead cannot actuall APPROVE or
DISAPPROVE the task progress for delegated tasks. The Team Lead can only
view the updates and submit them to their PM. There is no approval process
for Team Leads.

In case you haven't figured it out, our company wrote the first two books on
Project Server 2003. Even though you have made an excellent start, our
books could "fill in your knowledge gaps" very nicely. One book is
specifically for project managers, while the other book is for Project
Server administrators. For pricing information and/or to order one or both
books, you would need to call our company directly at: (646) 736-1688. Ask
for Tim Clark, who can assist you with this. Hope this helps.

 

[dee]

Hi Dale,

OK, you've given me some stuff to work on and figure out. Thanks so much -
I really appreciate your input.

I will keep your books in mind and will probably be calling before too long!

Thanks again, Dale.
--
Thanks!

Dee

 

[Dale Howard [MVP]]

Dee --

You are more than welcome for the help, my friend!