Exploring Project’s Collaborative Features

Microsoft Project 2002 provides two workgroup communication methods:

  • Email messaging— This method requires a 32-bit MAPI-compliant mail application.

  • Project Web Access— Microsoft Project Web Access requires each user to have a Web browser and appropriate permissions from the Project Web Access administrator. Project managers and team members automatically have accounts created for them when the project manager publishes assignments from Microsoft Project (if the default security settings are used). Organizations can choose to use more restrictive security settings; this requires that the server administrator separately create each account.

Default groups defined in Project Web Access include Executives, Resource Managers, and Administrators. A user can belong to multiple groups; in this case, the menu items available in the individual user’s interface include those for all the groups the user belongs to. This chapter assumes the default server security settings, which make account setup straightforward for the project manager.

Configuring Project Server

Project Web Access messaging requires both a server and a client. The server uses Microsoft Windows 2000 Server, Internet Information Server (IIS) 5.0, and SQL Server 2000; Microsoft SharePoint Team Services is also necessary to use the new Documents and Issues functions. The setup program (setup.exe) makes the necessary connection between IIS and the database and should also install any needed server-side files.

On the client side, each project team member needs a browser such as Microsoft Internet Explorer.

The details for setting up Project Server are contained in the svrsetup.htm file, which is available on the Microsoft Project CD. The HTML-based Microsoft Project Help tool on the Standard Project toolbar also contains information on setting up and using Project Server.

Setting Up a Workgroup

To enable workgroup features, the project manager needs to set the appropriate collaboration options and values in the project plan. The following sections take a look at the features that must be configured.

Valuing the Options

For both email and Project Web Access workgroup collaboration methods, you need to assign a value to the options. To do so, follow these steps:

1.
On the Tools menu, click Options, and then click the Collaborate tab (see Figure 24.1).

Figure 24.1. The Options dialog box allows you to set up workgroup properties.


2.
In the Collaborate Using drop-down list, the options include Microsoft Project Server, Email Only, and None.

You need to complete the following additional steps if you are using Project Server as a collaboration tool:

NOTE

These options are noneditable if you selected email as the default workgroup message option.


1.
In the Microsoft Project Server URL box, type the URL for the server. (It should be something similar to http://machinename/WebClient.) Click the Test Connection button to confirm that the URL you have entered points to Microsoft Project Server.

NOTE

Get the URL for Microsoft Project Server from your system administrator. If you happen to be the first one in the office to adopt the Web interface, your system administrator will have to do some installing and configuring to get started.

2.
On the Collaborate tab of the Options dialog box, under Identification for Microsoft Project Server, choose an identification method. This determines how your name will display on the user name sign-in list on the Web Access home page. You can choose your Windows user account name or the Project username specified on the General tab of the Options dialog box.

3.
To perform work on Microsoft Project Server (for example, customize the Microsoft Project Web Access pages or create reports for a team) without first having to send a workgroup message, click the Create Account button.

NOTE

Step 3 is optional. An account does not have to be created for you before you can work with Microsoft Project Server. That happens automatically when you send a workgroup message. Follow step 3 only if you want to work with Microsoft Project Server without sending a workgroup message.

4.
To allow a resource to delegate tasks to another resource, select the Allow Resources to Delegate Tasks Using Microsoft Project Server check box.

5.
You can select an option in the Publish New and Changed Assignments section if you want updates to apply to schedule-related changes only or to any task information change.

6.
You can choose to automatically send updated project summary information or new and changed assignments to Microsoft Project Server every time you save the Project file. If you do not select this option, you must periodically perform the Publish function located under the Collaborate menu. (However, Project will prompt you when updates are needed.)

Defining Resource Workgroup Values

By default, all the resources in a project plan use the workgroup messaging option as defined on the Collaborate tab of the Options dialog box. If some resources need to use a different method, you must activate that method for each resource in the Workgroup field. Keep in mind that if you are using the email messaging option, you should be sure that each resource has an email address defined in his or her Address field. The Export Resource table contains the Address field, but you can also access these fields under Resource Information or by adding the fields to another table.

TIP

If there are some resources who won’t be using the workgroup features (for example, resources who are external to the organization), you should set their Workgroup fields to None.


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