Implementing Resource Management within EPM Roy Kayahara Program Manager Microsoft Office Project Microsoft Corporation

Today You Will Learn How to set up and administer your enterprise resource pool How to use resource custom fields to help Project Managers and Resource Managers How to use the RBS to control security Ideas for provisioning your resource pool and custom field look-up tables

Implementation Planning Who will use the system? Project Managers? Resource Managers? Other? Understand their expectations and needs Security needs Who is allowed to see what data about which resources? Who is allowed to perform which functions?

Planning Your Data What are the requirements for resource data? Code fields for reporting and OLAP Skills or other attributes for project staffing Which resources should be in the resource pool? Who will be used as a project team member? Sources of resource data Manual entry vs. synchronizing with LOB system

Terminology and Concepts Enterprise resource pool Custom fields Users vs. resources SecurityRBS Capacity and availability

Enterprise Resource Pool Common pool of resources that can be shared by all projects on the server Maintained in the Project Server database Contains named resources (people), material resources and Generic resources Added to project teams: Using Team Builder (Project Pro or PWA) By mapping local resources to existing enterprise resources

Resource Custom Fields User-defined fields can be specified for resources and used for: Reports, PWA views and OLAP views e.g. Department, cost center, etc. Finding resources for a project e.g. Position or role, job category, skills, location, etc. Enterprise custom fields can enforce standardization

EROCs EROC = Enterprise Resource Outline Code EROC 30 reserved for RBS EROCs 1-29 available for your use Great for hierarchical data needed for reporting roll-ups Organizational affiliation Geographic regions Financial accounting system codes

ERMVs ERMV = Enterprise Resource Multi- Value code EROCs can have multiple values Useful for representing skills, certifications, etc. where a resource can have multiple values e.g. “Department Manager” and “Project Manager”

Sample Data Sources Financial Accounting System CRM Application Corporate HR System Project Server Administrator Resource pool dataResource pool data SkillsSkills Organizational structureOrganizational structure Financial codesFinancial codes Sales regionsSales regions etc.etc. Custom field definitionsCustom field definitions Generic resourcesGeneric resources Project Server

Users versus Resources Users: Can login to and use the system Are granted permissions Can receive and alerts Resources: Can be used on project teams Can be assigned to tasks Often the same … but not always e.g. Executive users, material resources

Resource Breakdown Structure RBS is stored in EROC 30 Security rules controlling access to projects and resources are based on the RBS Timesheet RM approval is based on the RBS

RBS-Based Security Rules Resource rules based on RBS: Resources I manage Resources I manage directly Project rules based on RBS: Projects managed by resources I manage Projects assigned to resources I manage

Resource Object Permissions Assign Resource Controls who can assign a resource to a project Edit Enterprise Resource Data Controls who can update enterprise resource data See Enterprise Resource Data Controls who can view (but not update) enterprise resource data

Sample Org Structure ChandraManager Design & Dev Mick Planning Lead Luba Design Lead Ira Planner 1 Sandy Planner n Steve Designer 1 Chantal Designer n … …

Resource Custom Fields

Generic Resources Placeholder used for planning Usually based on roles or skills Resources with similar attributes Generic resource

Generic Resources

Active Directory Sync AD can be used to manage membership in Project Server security groups Synchronize PS security groups with AD groups AD can be an alternate source of resource data Synchronize the enterprise resource pool with an AD group

Using AD for PS Security 1 1 Determine users for Project Server Assign Determine which users to assign to Project Server 2003 security groups 3 3 Determine groups to create in Active Directory Project Server 2003 security groups and Enterprise Resource Pool Project Server 2003 security groups and Enterprise Resource Pool Team Members Project Managers

Using AD Synchronization

Tips for Using AD Sync Project Server administrator defines the security groups and associated permissions AD administrator defines which users belong to which groups AD Sync propagates group membership and creates PS users if necessary Avoid running it concurrent with normal user access

Things You Should Know Enterprise resource names must be unique EROCs and ERMVs have character set restrictions Don’t use prohibited special characters /";:<>|[],.'?~`!$%^&*()-+={}\, Don’t use the Windows list separator character in field values Bigger lookup tables means slower project loading

Final Tips Advanced resource data must be maintained via Project Pro or direct database edits All resource data (including cost rates and custom fields) are visible in projects using those resources Don’t include data that Project Pro users aren’t supposed to see

Take-Aways Use resource custom fields for reporting and Project Manager data needs Define processes for keeping look-up tables updated and synchronized with LOB systems Establish procedures to handle EPM security changes for new hires, transfers, etc. Consider using AD sync to manage security groups Use the RBS for security and approval workflow Use other outline codes for reporting rollups

Related Sessions DC175: Configuring the Microsoft Office Project Server from Scratch: What You Should Know and Why DC220: Enterprise Outline Codes: what are they and how do I use them? OPR275 How to organize and plan your people and resources for EPM D300,D301 Project Data Service (PDS) PO320: Reporting - A best practices look at reporting with in the EPM Solution DC440 Security: Logons, permissions and views

© 2004 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.