Administrator role guide for Project Web Access

This article describes the activities that are available to you when you have administrative permissions over Microsoft Office Project Web Access. It presents a broad overview of Project Web Access from the perspective of an administrator.

 Note   This guide does not include information about how to deploy Microsoft Office Project Server 2007 across your organization. You can learn how to deploy and manage Project Server 2007 on TechNet.

Depending on the security group to which they are assigned, users can work with Project Web Access features by using Project Web Access, Microsoft Office Project Professional 2007, or both.

 Note   If you don't see the Server Settings link in the Quick Launch of Project Web Access, then you don't belong to the administrators group and you cannot perform actions such as customizing views, setting up reports (report: A format in which you can print schedule information that is appropriate for the intended recipients. You can use the predefined reports provided by Project or create custom reports.), setting up timesheets (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.), or deleting projects.

What can you do with administrator permissions?


Work from the Project Web Access home page

The Project Web Access home page is the primary entry point for users who work with data saved to the Project Server 2007 database. When you log on to Project Web Access, pending items that might require action (such as task updates that must be approved) and items that have changed since the last time that you logged on are displayed. From the home page, you can access Project Web Access features, including the Tasks, Project Center, Resource Center, Updates, Status Reports, Documents, Issues, and Risks pages.

 Note    The content that appears on the Project Web Access home page is determined by the features that are available on the server, the role of the user, the permissions that are assigned to the user, the security categories to which the user belongs (including the projects and views assigned to that security category), and any customizations that were configured for the home page.

Project Web Access home page activities

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Work with tasks and timesheets



Before team members can record 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.) hours or their task (task: An activity that has a beginning and an end. Project plans are made up of tasks.) status, the administrator must set up timesheets, task status, or both. Timesheets record the actual hours worked on tasks, projects, and other items, and are important if you track utilization, billable time, and other time-based metrics. Team members can enter the task status by using their My Tasks pages, which enables the administrator to track the status or progress toward the completion of tasks in projects.

If your organization has project managers and they will track progress for the projects they created in Office Project Professional 2007, you will want to track the task status.

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Manage tasks

Team members can use the My Tasks page in Project Web Access to view, edit, delegate, and update tasks and working times that are assigned to them by a project manager who is using Project Professional 2007. To access the My Tasks page, click My Tasks on the Quick Launch.

Task management activities

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Manage task updates

On the Task Updates page in Project Web Access, you can review changes to tasks and working times (working time: Hours designated in a resource or project calendar during which work can occur.) that team members submit from their My Tasks pages. You can also use the Task Updates page to update projects with the latest information.

You can update projects with information from the Task Updates page in two ways:

Task update management activities

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Manage timesheets

Timesheets (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.) record the actual hours worked on tasks, projects, and other items, and are important if you track utilization, billable time, and other time-based metrics.

You should create a timesheet if:

  • Your organization wants to track billable and nonbillable hours.
  • You need to integrate with an accounting system for payroll or billing purposes.
  • Management wants to see the details about the number of hours that resources are spending and how those hours are being spent (overtime billable versus standard billable versus nonbillable).

Timesheet management activities

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Integrate with Outlook

Project Web Access integrates with Microsoft Outlook to enable team members to update their tasks by using Office Outlook 2007, 2003, or XP. In order to use any Outlook integration features, team members must:

  • Have a valid user account for Project Web Access to access the page from which the Outlook integration features are configured.
  • Use Office Outlook 2007, 2003, or XP.
  • Download and install the Microsoft Office Project Add-in for Outlook.

Outlook activities

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Work with resources



Project managers and resource managers use the Resource Center in Project Web Access to view, modify, and analyze information for one or more resources (resources: The people, equipment, and material that are used to complete tasks in a project.) who are assigned to tasks in projects that are published to the Project Server database. The Resource Center displays a list of the resources in the enterprise resource pool (resource pool: A set of resources that is available for assignment to project tasks. A resource pool can be used exclusively by one project or can be shared by several projects.); permission to view items in the Resource Center are granted by the Project Server administrator.

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Manage resource information

In the Resource Center, you can edit information about resources, such as their e-mail addresses, account information, and groups to which they belong. You can also view their assignments and availability.

 Note   Some resource attributes, such as their calendar settings, can only be changed with Project Professional 2007.

Resource information management activities

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Staff projects

Project managers can build teams (team: A group of enterprise resources who may be assigned as a single resource to a task.) for projects based on many different parameters, including resource skills and resource availability. You can use the Build Team feature in Project Web Access to build a project team.

Consider the following when you use the Build Team feature:

 Note   Some resource attributes and settings, such as calendar settings and substituted resources, can only be changed by using Project Professional 2007.

Project staffing activities

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Skill scheduling

To find the best resource for the job, use the skill scheduling features that are available in Project Web Access and Project Professional 2007 as part of your organization's Enterprise Project Management (EPM) Solution. Use the Resource Substitution Wizard within Project Professional 2007 to replace generic resources (generic resources: Placeholder resources that are used to specify the skills required for a specific task.) with actual resources. Use the Build Team feature in Project Web Access to build find resources with the correct skills for the job.

 Note   Some resource attributes, such as calendar settings and the Resource Substitution Wizard, can only be changed with Project Professional 2007.

Skill scheduling activities

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Work with vacation and other nonworking time (administrative time)

Project Web Access enables you to track nonworking time (administrative time), such as vacations, team meetings, training, internal projects, and other nonproject time. Team members enter administrative time on their My Timesheets pages.

Your organization should track administrative time if:

  • You are integrating with an accounting system that requires data on exceptions.
  • Your management team wants to see reports on exceptions.
  • Project managers or resource managers want team members to enter out-of-office time so that the time appears as unavailable for project assignments.

Administrative time management activities

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Work in the Project Center

The Project Center provides a convenient way for project managers, team members, and other project stakeholders to view detailed information about individual projects and to view summary information about projects across the organization. Any user who has permission to access the Project Center in Project Web Access or Project Professional 2007 can use the Project Center to work with any project to which they are assigned. Only projects that are published to the Project Server 2007 database are available in the Project Center.

Project Center activities

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Analyze data and create reports



Project Web Access provides many reporting options to help your team collaborate efficiently. Team members can create status reports to report how their tasks are progressing. In addition, a project manager can create detailed online analytical processing (OLAP) reports.

 Note   Some tasks can only be performed by users who belong to the Project Web Access administrators group. If you don't see the Server Settings link in the Quick Launch of Project Web Access, then you don't belong to the administrators group, and cannot perform actions such as customizing views, setting up reports, setting up timesheets, or deleting projects.

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Manage status reports

Status reports describe the progress on assigned tasks. Project managers can automate the process of requesting and receiving status information; they can send team members status report requests, and team members can then respond to them by providing the information requested. Team members can also initiate the submission of status reports. Project managers can configure status reports so that they receive individual submissions and a merged report that consolidates responses.

Status report management activities

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Work with OLAP reports

Managers at various levels can use a variety of reports to analyze project and resource performance in a project or across multiple projects. You can use PivotTable (PivotTable report: An interactive table that summarizes, or crosstabulates, large amounts of data. You can rotate its rows and columns to see different summaries of the source data, filter the data by displaying different pages, or display details.) and PivotChart (PivotChart: Provides a graphical representation of the data in a PivotTable report, an interactive, crosstabulated report that summarizes and analyzes data. Use the Portfolio Analyzer to select the data that you display in a PivotChart.) views if you want to work interactively with the reports and change some of the fields that structure them. All these reports help you understand the health of your organization as measured by project and resource performance.

 Note   Some reports, such as visual reports, can only be created and viewed using Project Professional 2007.

OLAP report management activities

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Collaborate with others in your organization

Project Web Access has many features to help your organization's resources collaborate on project tasks, issues, risks, and other areas that affect the success of the project.

Collaboration activities

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Manage enterprise features

Project Web Access administrators can customize and control many features and functions from the Server Setting pages.

 Note   Specific permissions must be granted in order to customize and enable certain features and pages.

Enterprise features management activities

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Manage views

Views (view: The combination of one or more views [Gantt Chart, Resource Sheet, and so on] and if applicable, a table and a filter. Use views to work with information in a variety of formats. There are three types of views: Charts or graphs, Sheets, and Forms.) are live, interactive reports of project and resource (resources: The people, equipment, and material that are used to complete tasks in a project.) information that is stored in the Project Server 2007 database. Views enable project team members to see information other than their own tasks (task: An activity that has a beginning and an end. Project plans are made up of tasks.), assignments (assignment: A specific resource that is assigned to a particular task.), and projects. Views can also enable project and resource managers to communicate critical information about their projects to other individuals and groups in the organization. For example, some views enable team members to see information about their projects only. Other views enable project and resource managers to keep track of tasks in their projects, determine resource availability, and match the needs of their projects to the skills of available resources.

Available views include, for example, Project Center, Resource Assignments, Resource Center, My Tasks, and My Timesheets, Data Analysis, Resource Plans, and Team Builder views.

 Note   Project Web Access users must have specific permissions in order to change pages. For example, in order for a user to be able to add lists, such as surveys and photo galleries, a Project Web Access administrator must set the Contribute to Project Web Access permission for that user.

View management activities

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Work with Project Professional

You can use Project Professional 2007 to accomplish many project management tasks as part of the Enterprise Project Management (EPM) Solution for your organization.

 Note   Project Server 2007 permissions are required in order to complete various enterprise project management tasks by using Project Professional.

Project Professional activities

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Applies to:
Project Server 2007