Explore administrative projects in Project Server

Applies to
Microsoft Office Project Server 2003
Microsoft Office Project Professional 2003

Administrative projects are a convenient way to track (tracking: Viewing and updating of the actual progress of tasks so that you can see progress across time, evaluate slippage of tasks, compare scheduled or baseline data to actual data, and check the completion percentage of tasks and your project.)nonworking time (nonworking time: Hours or days designated in a resource or project calendar when Project should not schedule tasks because work is not done. Nonworking time can include lunch breaks, weekends, and holidays, for example.) and nonproject time (nonproject time: Hours or days that are designated in a resource or project calendar when Project should not schedule tasks because work is not done. Nonproject time can include lunch breaks, weekends, and holidays, for example.) outside of projects that are normally used to track progress on assignments. Project 2003 includes one out-of-the-box administrative project: Administrative Time. It can be customized to meet the unique non-project and non-working time periods required by your organization.

To create an administrative project, you must be using Project Professional 2003 and be connected to the Project Server database (database: A file format such as Microsoft Project Database (.mpd), SQL Server, or Oracle that is used to store all project information in a central location for cross-project analysis, reporting, security, backup, and recovery purposes.).

You do not need Project Professional to enter time against a task (task: An activity that has a beginning and an end. Project plans are made up of tasks.) in an administrative project. Non-project and non-working time, such as vacation or sick leave, can be reported directly in a resource's (resources: The people, equipment, and material that are used to complete tasks in a project.)timesheet (timesheet: In Project Web Access, the timesheet is a page where resources can record their progress on tasks and send updates to the project manager.) in Project Web Access.

Assignments (assignment: A specific resource that is assigned to a particular task.) in administrative projects behave in exactly the same way as assignments in other projects. A summary resource assignment is created for every resource that is assigned to a task. The number of summary resource assignments is a combination of the number of resources (resources: The people, equipment, and material that are used to complete tasks in a project.) in a project multiplied by the number of projects in which a resource is assigned.

In general, the more summary resource assignments that are used the longer it will take to open projects in Project Professional. To limit the total number of summary resource assignments that need to be loaded into a project, limit the number of administrative projects to which any single user is assigned.

Summary resource assignments can be expensive to load. For example if a project with 10 tasks has 100 resources assigned to those 10 tasks, but each of those 100 resources is also assigned to tasks in 100 other projects, when opening this project, it will have the equivalent of opening a project with 10,000 tasks. Therefore, it is recommended that you structure your administrative projects in a way that minimizes the number of summary resource assignments and associates each resource with the smallest possible number of administrative projects.

Administrative projects:

Requirements and recommendations

Consider the following when using administrative projects:

Working with administrative projects in Project Professional

Administrative projects are created and managed in Project Professional. The Administrative Time template is the only out-of-the-box administrative project available. It includes the following non-project and non-working time tasks: Vacation, Sick, Holiday, Bereavement, Civic Duty, Military Duty, Family Leave, Training, and Time Off Without Pay.

Create an administrative project based on the Administrative Time enterprise template

  1. Open Project Professional and connect to Project Server.
  2. On the File menu, click New.
  3. In the side pane, under Templates, select On my computer to open the Templates dialog box.

New project menu graphic

  1. In the Templates dialog box, click the Enterprise Templates tab, and then select the Administrative Time enterprise template.

Enterprise template graphic

  1. Click OK.

For each row in the administrative project, enter the non-project or non-working time category in the Task Name column. In the Resource Names column, enter the resources who can report against that category in their Project Web Access timesheet.

  1. When you are finished, save the administrative project to the Project Server database. On the File menu, click Save.
  2. In the Save to Project Server dialog box, type the Name of the administrative project, and then click Save.

Save to project server dialog box

Create an administrative project based on a blank project plan

  1. Open Project Professional and connect to Project Server.
  2. On the File menu, click New.
  3. In the side pane, under New, select Blank Project to open a blank project plan.

New project menu graphic

  1. Save the blank project plan to the Project Server database. On the File menu, click Save.
  2. In the Save to Project Server dialog box, type the Name of the administrative project, select the Administrative project check box, and then click Save.

Save to project server dialog box

  1. Open the project from the Project Server database.

Open enterprise template graphic

  1. In the new administrative project, enter the non-working and non-project time categories that your organization requires.

Administrative time sheet graphic

  1. Assign resources to each task in the administrative project.

Gantt view of Project page

  1. When finished, save the administrative project to the Project Server database.

Open an administrative project

  1. Open Project Professional and connect to Project Server.
  2. On the File menu, click Open.
  3. In the Open from Microsoft Office Project Server dialog box, select the administrative project that you want to open, and then click Open.

Open from project server dialog box

Administrative projects can be identified by the Administrative projects icon icon.

Working with administrative projects in Project Web Access

Project managers, resource managers, and administrators (administrator: Sets up and manages user accounts, assigns permissions, and helps users with network or server access issues. This person can also manage and customize various elements in Project Professional and in Project Server.) can use Project Web Access to add and modify Administrative projects and resources can report their time against administrative project tasks. Administrative projects are always shown at the bottom of a resource’s Project Web Access timesheet and are listed in alphabetical order. Administrative tasks are always shown, regardless of durations, start dates, or finish dates. Administrative tasks cannot be delegated.

The Manage Administrative Projects link in the Project Center is only available to project managers, resource managers, and administrators when Project Server is running in enterprise mode. To display administrative tasks on a resource’s timesheet, the resource must be assigned to the task in the administrative project. Resources can assign themselves to any task in an administrative project to which they have access. Project Server does not have a way of preventing a user access to individual tasks within a particular project; if a resource has access to an administrative project, they will be able to report time against all the tasks in the administrative project.

Manage administrative projects graphic

Create an administrative project from Project Web Access

  1. In the side pane, click Manage Administrative Projects.
  2. On the Manage Administrative Projects page, click Add Project.

Add project button

  1. An administrative project will be opened in Project Professional based on the Administrative Time enterprise template.

Sample administrative time project

For each row in the administrative project, enter the non-project or non-working time category in the Task Name column. In the Resource Names column, enter the resources who can report against that category in their Project Web Access timesheet.

  1. When you are finished, save the administrative project to the Project Server database. On the File menu, click Save.

Modify an administrative project from Project Web Access

  1. In the side pane, click Manage Administrative Projects.
  2. On the Manage Administrative Projects page, click Modify Project.

Modify project button

  1. The selected administrative project will be opened in Project Professional.

For each row in the administrative project, enter the non-project or non-working time category in the Task Name column. In the Resource Names column, enter the resources who can report against that category in their Project Web Access timesheet.

  1. When you are finished, save the administrative project to the Project Server database. On the File menu, click Save.