Using PWA function to remove completed tasks from timesheet

[Elizabeth]

We are really getting pressure from users, managers and directors to remove
completed tasks from user timesheets so we decided to try the removal of
completed tasks via PWA using the administrative function to “Clean up
Project Server Databaseâ€.

We implemented this on a pilot basis to a small group within our corporation
to make sure it would work properly and also meet our needs. Unfortunately,
we ran into an issue that does not make this a viable option. Once the task
is removed from the time card, the total hours (for each day and for the
week) do not accurately reflect the removed tasks (since they have been
removed from the time card). Also, when you look at previous time cards the
task and hours are not accurate since the removed tasks do not show up and
are not reflected in the hours for this time card.

Prior to piloting, I also noticed another problem that we were not very
happy with but felt we could at least try and work around this one. Once the
resource completes the task (sets remaining hours to 0) and saves the
changes, the update data for this task is gone unless all updates are sent to
the PM as well as accepted and updated by the PM. We have some issues with
updates not being accepted in a timely manner and if the removal is run
before the updates are accepted, the Project Plan will not be an accurate
reflection of what the resource entered. We even found that if the data is
updated in Project (due to remaining hours from Project still being > 0) and
a republish done, a removed task could actually re-appear on a timesheet. It
is very difficult to determine a “best time†to run the delete to avoid any
problems and to be sure that all updates have been accepted. A report that
shows tasks that have remaining hours = 0 that are outstanding (not been
updated yet to the Project Plan) would help, but we have no way of generating
this type of report with any of the current reporting options.

What we were looking for is an option to remove the task going forward so
that a resource can no longer charge to that completed task and to shorten
the amount of tasks they have to scroll through on their time card. We still
want the time card to be an accurate reflection of time charged and for the
resource to be able to see what tasks they charged time to.

What other options do we have? We are looking for another solution to
remove completed tasks for a resource timesheet going forward but still
having these tasks and total hours reflected in the respective timesheets if
time was charged to this task. I found a Microsoft article (Article id:
875263) that talks about programmatically removing these tasks, but I am not
sure what is involved and if this will still work the same way.

Any help would be so greatly appreciated, I have been reading everything I
can find for weeks trying to find a solution. Thanks so much in advance.
P.S. I have read all the posts related to completed tasks and removal and
they don't appear to solve this problem.

 

[Dale Howard [MVP]]

Elizabeth --

When your Project Server administrator removed the completed tasks from each
user's timesheet using the Clean up Project Server Database option, did he
remove ALL completed tasks? If so, that would be a big mistake, given the
limitations you express in the latter paragraphs of your post.

Instead, I would recommend that he/she delete completed tasks using the
"Older Than" option and then specifying a number of Days or Weeks determined
by your company's needs. For example, he/she might delete all completed
tasks that are older than 2 weeks, or 1 month, or something of the like. I
would stress to you that you and your executives (and perhaps PM's) must
determine how old the completed tasks must be before they are deleted. Just
a thought. I will gladly invite others to share their comments as well.
Hope this helps.

 

[Elizabeth]

Thanks so much Dale for responding, I really appreciate that you took the
time to read everything and give me an otion. I did select to delete all
completed tasks ever sent because management wants the tasks to stop showing
up on the timesheet as soon as they are completed so the resource list will
only be only what is open currently for resources. This way the resource
won't charge to any completed task and the list will be short and easy for
them to find the tasks they should be charging to. They don't want each
resource to have to apply a filter (only incomplete tasks) every time they
open their timesheet (I did think of and try this). I noticed also that with
the removal thru PWA and even with the filter, the total hours are inaccurate
if they have charged to a completed task. At my previous employer, we had
Primavera Project Manager and TeamPlayer and what I was looking for was for
the completed task to show up on any timesheet if there were hours charged to
it and to drop off the timesheet for recording purposes as soon as it is
completed. With Primavera, we entered our time on Friday, completed the task
and then we ran Update Actuals the next Monday at 12:00 and the task was gone
for recording then but would show up on our previous timesheets with the
hours charged. Does MS Project have anything like this or can we write
custom code to do this?

 

[Gary L. Chefetz [MVP]]

Elizabeth:

Our projectserverexperts.com website has a sql script for removing deleted
tasks from the timesheets. Essentially, you can control the display of tasks
in the timesheet by setting a single field value which is easily automated
through a SQL job that can run nightly. If you have a DBA handy, using the
script on the experts site should be enough of a jumpstart to get this taken
care of. If you don't have a DBA handy, you're welcome to call our office.