Resource manager role guide for Project Web Access

Resource managers are responsible for managing resources and the skills and capabilities that are associated with those resources. Resource managers work closely with project managers to make sure that projects are staffed with the right set of resources and that resources have the skills required for the successful completion of tasks. In addition, a resource manager might work closely with the human resources department to make sure that new hires meet the resource demands for the projects that they support.

This article describes the activities that are available to you as a resource manager on a project when you use Microsoft Office Project Web Access. It presents a broad overview of Project Web Access from the perspective of a resource manager.

Depending on the permissions that an administrator has granted you as a resource manager, you can work with Project Web Access features by using Project Web Access, Microsoft Office Project Professional 2007, or both.

What can you do with resource manager 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 Microsoft Office 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 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 accurately track the status or progress toward the completion of tasks in projects.

If your organization tracks progress for your projects 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 or to a team of resources 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 must 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 is 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 assignment and availability information.

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

Resource information management activities

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Staff projects

Project managers and, to a lesser extent, resource 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 are using 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 by using 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, resource managers, team members, and other project stakeholders to view detailed information about individual projects and project proposals (proposal: A suggested project plan, initiated in Project Web Access. Proposals provide better high-level analysis, and enable you to apply your business processes to track potential 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 in the most efficient ways. Resources 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   Keep in mind that some tasks can only be performed if a user belongs 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. 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. 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 in terms of 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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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