Children's Hospital of Orange County Enterprise Project Management Microsoft Project Server 2007 Team Member Training Composed by Wayne Walker May 2010 Add <Client> name.

Course Outline Module 1 Intro to Project Server Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Module 4 Status Reports Module 5 Issues & Risks Module 6 Documents Module 7 Project Center Add additional Modules as deemed necessary.

Module 1 Module 1 Intro to Project Server Topic 1.1 – Logistics - Class Goals & Guidelines Topic 1.2 – Project Server Concepts Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Module 4 Status Reports Module 5 Issues & Risks Module 6 Documents Module 7 Project Center

Class Goals and Guidelines Topic 1.1 – Logistics - Class Goals & Guidelines Topic 1.2 - Project Server Concepts

Class Logistics Class Goals Class Guidelines Minimize time impact upon employees Cover all material within the allotted time Provide sound Project Management related training that will aid with the integration of Project Server within the organization’s infrastructure Have fun! Class Guidelines Facilitator will provide hands-on training Rules of the road Please be on time for training A break each hour for 10 minutes (timely return requested) Turn off (or make silent), cell phones and pagers during class time For the sake of time, we will add all detailed questions to the “Parking Lot” to be addressed at a later time Please do not use the system outside of the training plan Note difference in environment “look and feel”. NOTE: The screen images used in this course have been captured from a Windows XP environment. Be sure to allow for differences in Menu / Dialog Box selections when using other Operation System versions (e.g. Windows 2000, Vista, etc…)!

Project Server Concepts Topic 1.1 - Logistics - Class Goals & Guidelines Topic 1.2 - Project Server Concepts

System Overview

Security Access Model

High-Level Project Lifecycle

Module 2 Module 1 Intro to Project Server Module 2 Intro to Project Web Access Topic 2.1 – Connect via Project Web Access Topic 2.2 – The Home Page Topic 2.3 – Manage Personal Settings Module 3 Processing ‘My Tasks’ Module 4 Status Reports Module 5 Issues & Risks Module 6 Documents Module 7 Project Center

Intro to Project Web Access (PWA) Topic 2.1 – Connect via Project Web Access Topic 2.2 – The Home Page Topic 2.3 – Managing Personal Settings

Initial Access Open Internet Explorer (6.x, 7.x or 8.x) Enter the following URL: http://chocnt-013/pwa Accept the EULA (License Agreement): Select the check box near the base of the form. Click on the [Next] button to continue. Confirm display of the PWA ‘Home’ page. Click on Resource Center link. Click on the ‘here’ link. Click on the ActiveX [Install] button. Confirm display of Resource Center “Grid”. Update the <servername> value.

Component Naming Conventions Update the image to reflect the logo for the specific deployment.

Intro to Project Web Access (PWA) Topic 2.1 – Connect via Project Web Access Topic 2.2 – The Home Page Topic 2.3 – Managing Personal Settings

The Home Page Update the image to reflect the logo for the specific deployment.

The ‘Content Area’

Intro to Project Web Access (PWA) Topic 2.1 – Connect via Project Web Access Topic 2.2 – The Home Page Topic 2.3 – Managing Personal Settings

Managing Notification Settings In PWA Home, click on the ‘Personal Settings’ link. Click on ‘Manager My Alerts and Reminders’. Select the checkbox next to ' Send me a reminder when my status reports are due in…’ Click on the [Save] button. Click on ‘My Queued Jobs’. Filter to ‘All Jobs’ if you wish. (Monitor Queue)

Setup Outlook Synchronization Click on ‘Set Up Outlook Sync’ Verify prerequisites. Click on [Download Now]. Click on [Run] x 2. (For Security responses) Ensure Outlook is closed. Click on the [Install] button. Monitor progress. Then click on the [OK]. Open Microsoft Outlook. Monitor the connection indicator. Close the Help file. Note the ‘Import New Assignments’ and ‘Update Project Web Access’ Tool Bar options.

Setup Outlook Synchronization Click on the ‘Import New Assignments’ option. Enter the URL: http://chocnt-013/pwa Click on [Test Connection]. Click on message box [OK] button. Back at the ‘Enter Login Information’ dialog box, click on [OK]. If assignments not available, click on the message box [OK] button. If assignments are available, click on the ‘Import Assignments from Project Web Access’ dialog box [OK] button.

Setup Outlook Synchronization Check that the assignments appear in the ‘Tasks’ area of Microsoft Outlook. Double-click an assignment to view the PWA Task Update page. Click on the ‘x’ icon to close the PWA Task Update page Note: While this process details the initial connection to Microsoft Outlook from Project Server 2007, it does not provide detail on updating time to task from within Microsoft Outlook. Refer to the Project Server Administrator for details on working with Tasks in Microsoft Outlook.

Module 3 Module 1 Intro to Project Server Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Information Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment Module 4 Status Reports Module 5 Issues & Risks Module 6 Documents Module 7 Project Center

Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Info Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment

Examine the ‘My Task’ Options Access PWA. Select ‘My Tasks’ from the Quick Launch Bar. Click on the ‘New’ option in the Options Bar. Click on the ‘Actions’ option in the Options Bar. (Examine options) Click on the ‘Go To’ option in the Options Bar. (Examine options) Click on the ‘Settings’ option in the Options Bar. (Examine options) Click on the ‘View:’ dropdown list in the Options Bar. (Examine options)

Examine the ‘My Task’ Options Ensure the Action Bar is visible, via the View Options feature. (Examine available Views) Hover over a Project Name and click on the dropdown arrow. (Examine options) Hover over a Task Name and click on the dropdown arrow. (Examine options) Note the ‘Send Comment’ check box. Confirm the Project Name is a link. Confirm the Task Name is a link. Confirm Column Headings allow sorting. [Recalculate], [Save All] & [Submit Selected] buttons. (Note their availability and purpose)

Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Info Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment

Become Familiar with Time Entry Select ‘My Tasks’ from the Quick Launch Bar. Click on the Task Name of one of your Tasks. Take note of the base level Task Information. Examine the ‘Task Progress’ section. Understand the features of the ‘Task Progress’ section Examine the ‘Task Properties’ section. Understand the features of the ‘Task Properties’ section.

Practice Entering “Time to Tasks” Practice entering Time to Tasks by updating Task(s). Select an ‘Actual Work’ cell. Update an ‘Actual Work’ value. Click on the [Recalculate] button (optional). Update the ‘Remaining Work’ value, if necessary (optional). Click on the [Recalculate] button again and view calculated totals (optional). Click on the [Save] button. Repeat the process for other Tasks (optional).

Submit Task(s) for Approval Ensure the ‘My Tasks’ area is displayed. Peruse the Tasks List. (Note the Icon Indicators) Select the checkbox next to the Task Name for those that need to be submitted. Click on the [Submit Selected] button. Add Comments. Ensure that a red confirmation message is displayed. Click on the ‘My Tasks’ link to refresh the Task List.

Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Info Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment

Examine Collapsed Sections Select ‘My Tasks’ from the Quick Launch Bar. Click on the Task Name of one of your Tasks. Expand ‘Transaction Comments and Task History’ . (Examine features) Expand ‘Attachments’ . (Examine features) Expand ‘Contacts’ . (Examine features) Expand ‘Related Assignments’. (Examine features)

Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Info Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment

Reassign a Task (Request) Select ‘My Tasks’ from the Quick Launch Bar. Select ‘Reassign Work’ from the ‘Actions’ list or the Action Bar. To reassign tasks: Scroll through the Task List. Identify the tasks for reassignment. From the right column click on ‘Select Resource’ to change it to a dropdown list. Scroll through the Resource List and select the person who consider should be assigned to the task. Continue the selection process until all selections for the identified tasks have been made. Set the reassignment Start Date. (Must occur before any reassignment tasks end). Add Comments the click on [Submit].

Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Info Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment

Create a New Task (Request) Select ‘My Tasks’ from the Quick Launch Bar. Select ‘Task’ from the ‘New’ list or ‘Create task under this project’ from the Project Name dropdown. To create a new task complete fields: Project Name. Summary Task. New Task Name OR Existing Task Name. Start Date Finish Date OR Total Work. Add to Timesheet (Disabled) Comment (Optional) Click on the [Submit] button.

Processing ‘My Tasks’ Topic 3.1 – Introduction to the ‘My Tasks’ Area Topic 3.2 – Updating Task Assignments Topic 3.3 – Additional Task Assignment Info Topic 3.4 – Reassign a Task Topic 3.5 – Create a New Task Topic 3.6 – Delete a Task Assignment

Delete a Task (Request) Select ‘My Tasks’ from the Quick Launch Bar. Select the checkbox next to the Task Name to be deleted. Select ‘Delete’ from the ‘Actions’ list or the Action Bar. At the message box, click on the [OK] button. Click on the [Submit Selected] button. If the ‘Send Comment’ checkbox is selected, add a comment. Click on the [OK] button. Ensure a red confirmation message displays. Click on the ‘My Tasks’ link to refresh the Task List.

Module 4 Module 1 Intro to Project Server Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Module 4 Status Reports Topic 4.1 – Submit Status Report Responses Topic 4.2 – Submit Unrequested Status Report Module 5 Issues & Risks Module 6 Documents Module 7 Project Center

Status Reports Topic 4.1 – Submit Status Report Responses Topic 4.2 – Submit Unrequested Status Report

Examine Response Options Select ‘Status Reports’ from the Quick Launch Bar. Examine the ‘Requests’ section of the Status Report page. (Examine options) Click on the ‘Actions’ option in the ‘Responses’ section Options Bar. (Examine options) Click on the ‘Go To’ option in the ‘Responses’ section Options Bar. (Examine options) Note the available tools in the Action Bar. Click on the Status Report Name in the ‘Responses’ section the Status Report page.

Respond to a Status Report To respond to a Status Report Request complete fields: To (Copy people in, if you wish) Period (You can select another reporting period) Sections (Are those defined by the requestor.) Click on the [Send] button. Note: In the ‘Sections’ feedback area, you can add your own Sections. You can also use the text formatting tools to format the text style of your responses. The Project Manager will receive a response in their Status Reports ‘Responses’ section.

Status Reports Topic 4.1 – Submit Status Report Responses Topic 4.2 – Submit Unrequested Status Report

Submit Unrequested Status Report Select ‘Status Reports’ from the Quick Launch Bar. Click on the ‘Submit Unrequested Report’ option. To create an unrequested Status Report complete fields: Title (Give your Status Report a name) To (Select who should receive the Status Report) Period (Define the period to reference) Sections (Define sections ) Enter your status information in the section(s) Click on the [Send] button.

Module 5 Module 1 Intro to Project Server Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Module 4 Status Reports Module 5 Issues & Risks Topic 5.1 – Working with Issues & Risks Module 6 Documents Module 7 Project Center

Issues & Risks Topic 5.1 – Working with Issues & Risks

Examine the ‘Issue’ Options Access PWA. Select your ‘Project Workspace’, by clicking on the Project Name. (Lower center ‘Content Area’) Click on ‘Issues’ in the Quick Launch Bar. Click on the ‘New’ option in the Options Bar. (Examine options) Click on the ‘Actions’ option in the Options Bar. (Examine options) Click on the ‘Settings’ option in the Options Bar. (Examine options) Click on the ‘View:’ dropdown list in the Options Bar. (Examine available Views)

Create an ‘Issue’ Click on the ‘New’ option in the Options Bar. Complete the appropriate fields: Title (Give your Issue a name) Owner (Enter, search and/or Check Names) Assigned To (Enter, search and/or Check Names) Status (Active, Postponed or Closed) Category (Categories 1, 2 or 3) Priority (High, Medium or Low) Due Date (Optional / Enter or select – time available) Discussion (Enter a description of the issue) Resolution (Enter resolution if available, or leave blank) IMPORTANT: Ensure you assign the Issue to yourself! Click on the [OK] button to create the Issue.

Examine ‘Issue’ Edit Options View the edit options via the Issue Name dropdown list. (Examine Options) Click on the name of the Issue just created. Take note of, but don’t click on the ‘New Item’ option. Click on the ‘Edit Item’ option. Click on the ‘Attach File’ option. Attach a file, if you wish. Click on the ‘Delete Item’ option. Then click on [Cancel]. (Don’t delete the Issue). Click on the ‘Link Items’ option. Note the listed Tasks.

Linking an ‘Issue’ Select the ‘Project Tasks’ list down arrow. Click on the task checkbox to link one or more tasks. Click on [OK] to complete the link(s). Note the linked elements. Click on [OK] to save the Issue edits. NOTE: Using the same procedures: 1. Create a ‘Risk’ 2. Edit the ‘Risk’ 3. Link the ‘Risk’ to other elements 4. Save the ‘Risk’.

Module 6 Module 1 Intro to Project Server Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Module 4 Status Reports Module 5 Issues & Risks Module 6 Documents Topic 6.1 – Working with Shared Documents Topic 6.2 – Working with Project Documents Module 7 Project Center

Documents Topic 6.1 – Working with Shared Documents Topic 6.2 – Working with Project Documents

Examine ‘Document’ Options Access PWA. Select ‘Shared Documents’ from the Quick Launch Bar. Click on the ‘New’ dropdown arrow in the Options Bar. (Examine options) Click on the ‘Upload’ option in the Options Bar. (Examine options) Click on the ‘Actions’ option in the Options Bar. (Examine options) Click on the ‘Settings’ option in the Options Bar. (Examine options) Click on the ‘View:’ dropdown list in the Options Bar. (Examine available Views)

New Document & Folder Click on the ‘New’ option from the Options Bar. Save the new Word document Click on the [Save] button. Click on the ‘New’ option dropdown arrow. Select the ‘New Folder’ option. Name your new Folder. Click on [OK].

Upload One or More Documents Click on the ‘Upload’ option dropdown arrow. Select ‘Upload Document’. Browse to and select a document to upload. Click on [OK]. Select ‘Upload Multiple Documents’. Expand the folder structure and select multiple files. Click on [OK] for the upload. Click on [Yes] for the warning message.

Documents Topic 6.1 – Working with Shared Documents Topic 6.2 – Working with Project Documents

Manage Project Documents Access PWA. Select your ‘Project Workspace’. Click on the Project Name. (Lower ‘Content Area’) Click on ‘Project Documents’. (Quick Launch Bar) Click on the ‘Upload’ option dropdown arrow. Select ‘Upload Document’. Browse to and select a document to upload. Click on [OK]. Decide on any document property updates Note: To delete a document, use the Project Name dropdown arrow and select the ‘Delete’ option.

Module 7 Module 1 Intro to Project Server Module 2 Intro to Project Web Access Module 3 Processing ‘My Tasks’ Module 4 Status Reports Module 5 Issues & Risks Module 6 Documents Module 7 Project Center Topic 7.1 – Project Views in Project Center Topic 7.2 – Filtering View Information

Project Center Topic 7.1 – Project Views in Project Center Topic 7.2 – Filtering View Information

Examine Project Center Options Select the ‘Project Center’ link from the Quick Launch Bar. Click on the ‘New’ option in the Options Bar. (Examine options) Click on the ‘Actions’ option in the Options Bar. (Examine options) Click on the ‘Go To’ option in the Options Bar. (Examine options) Click on the ‘Settings’ option in the Options Bar. (Examine Options) Select the ‘View:’ dropdown list. (Examine available Views)

Examine Available ‘Views’ Ensure the ‘Summary’ View is selected. Select the ‘Schedule Progress Indicator’ View. Click on a linked Project Name. Select the ‘View:’ dropdown list. Select the ‘Tasks Tracking’ View. Select the ‘Tasks Not Completed’ View. Note the Task details

Project Center Topic 7.1 – Project Views in Project Center Topic 7.2 – Filtering View Information

Examine View Options Return to Project Center and select the ‘Settings:’ list from the Options Bar. Select the ‘Summary’ View. Select the ‘’Show on Menu’ option. Select the ‘Filters’ option. Select the ‘Auto Filter:’ check box. Select the ‘Project Name’ filter dropdown. Select your Project from the ‘Autofilter’ list to filter on that Project. Note the effects of filtering.

Exercises End Questions & Answers

Project Management Office Reference Books Project Managers Step by Step – Microsoft Office Project 2007 By Carl Chatfield & Timothy Johnson Dynamic Scheduling By Eric Uyttewaal Project Management Office Lean Project Management – Eight Principals For Success By Lawrence P Leach Critical Chain Management Enterprise Architecture & Strategy By Jeanne W Ross, Peter Weill & David C Robertson 100 Questions to Ask you Software Organization By Mark I Himelstein