Before you can create Portfolio Analyzer views, you must build an OLAP cube that contains resource availability and cube data. After you set up OLAP services in Project Web Access, you can set up Portfolio Analyzer views. Users must have permission to access the Manage views area of Project Web Access to create new Portfolio Analyzer views. Users must also have permission to access the Projects and Resources areas of Project Web Access to access existing Portfolio Analyzer views.

 Note   For more information about working with views, see Managing Views in the Microsoft Office Project Server 2003 Administrator's Guide.

Portfolio Analyzer uses the following Microsoft Office Web Components features:

• PivotTable  Provides dynamic views that enable users to analyze information by sorting, grouping, filtering, and pivoting Project Server data. The data is pulled from the Project Server database view tables and is displayed in a familiar Microsoft Excel spreadsheet format.
• Chart  Provides graphical displays of PivotTable data. Chart is linked directly to the PivotTable component so it is updated instantly in response to user interactions with the PivotTable.

When you are working in Portfolio Analyzer, you can choose whether to build a PivotTable, a Chart, or a combination of both representations of data, and you can change workspaces while you are working on the Portfolio Analyzer view.

Creating Portfolio Analyzer views in Project Web Access.

 Note   For information about building the OLAP cube and other prerequisites for using Portfolio Analyzer, see the topic Updating Resource Tables and OLAP Cubes in Chapter 7, Managing Enterprise Features in the Microsoft Office Project Server 2003 Administrator's Guide.

To add a Portfolio Analyzer view

1. On the Admin page in Project Web Access, in the side pane under Actions, click Manage views.
2. On the Specify Views page, click Add View.

   

3. Under View Type, select Portfolio Analyzer.
4. Under View name and description, type the name of the view and a description in the Name and Description text boxes.

   

5. Under Analysis Server and Cube, type the name of the Analysis Services server and the OLAP cube name in the Analysis Server and Cube Name fields. This page will load with the Analysis Services server that was used most recently to build an OLAP cube.

   

    Note   You cannot use the following characters: / " ; : < > | [ ] , . " ? ~ " ! $ % ^ & * ( ) - + = { } \ in the Analysis Server or Cube Name fields.

6. Under Portfolio Analyzer Mode, select one of the following options:

   

   • PivotTable with Chart  Displays both the PivotTable and Chart workspaces.
   • PivotTable only  Displays only the PivotTable workspace.
   • Chart only  Displays only the Chart workspace.
7. Under Customize the PivotTable and Chart, you can add data to a Portfolio Analyzer view. The Field List dialog boxes contain two types of data: totals and dimensions. To add information to the PivotTable, drag a field with your mouse from the PivotTable Field List into the colored rectangular zones in the PivotTable. Chart data is automatically updated to match the PivotTable.

   

   An empty PivotTable has four main areas into which fields and information can be dropped:

   • Filter Fields  The contents of this area will act as filters for incoming data. Information from the OLAP cube will only be displayed if the data meets the criteria that is defined here.
   • Column Fields  The fields in this area contain the groups that the data will be aggregated into. They will form the columns of the PivotTable (spreadsheet).
   • Row Fields  These are the sets of data that will define the discrete sets of data and will be stored in the rows of the PivotTable.
   • Total or Detail Fields  These fields provide the data to be totaled and will form the values in each of the cells in a PivotTable.

   An empty Chart has four main areas into which fields and information can be dropped:

   • Filter Fields  The contents of this area will act as filters for incoming data. Information from the OLAP cube will only be displayed if the data meets the criteria that is defined here.
   • Category Fields  The fields in this area contain the groups that the data will be aggregated into. They will form the X-axis of the Chart.
   • Series Fields  These are the sets of data that will define the discrete sets of data and will be stored in the rows of the Chart.
   • Data Fields  These fields provide the data to be totaled and will form the values in each of the cells of the Y-axis of a Chart.
8. Under Default View Settings, select Show Field List or Show toolbar to make the Portfolio Analyzer Field List and Toolbar available to users of Portfolio Analyzer for the particular view. Enabling these features allows Portfolio Analyzer users to work with views and change view data at the session level.

   

9. Under Categories (Optional): Select the categories that this view belongs to, add the categories within which this view will be available. Under Available categories, select the categories and then click Add or Add All.

   

    Note   The only way to make Portfolio Analyzer views available to Project Web Access or Project Professional users is to add the views to a category. This step is optional and can be done later by modifying the view or by modifying the category to which you want to add the view. In addition, adding Portfolio Analyzer views to Project Server security categories is not the same as securing access to Portfolio Analyzer or Analysis Services. Securing access to the OLAP cube in Analysis Services must be done at the database level in Analysis Services, whereas Project Server security categories only determine which Project Server users can access a particular Portfolio Analyzer view.

10. Click Save Changes.

Using Multiple OLAP Cubes

Project Server 2003 supports the use of multiple OLAP cubes (databases in Analysis Services). However, each Portfolio Analyzer view can only be connected to a single Analysis Services database (OLAP cube). For example, when you create a new Portfolio Analyzer OLAP cube from the Update resource tables and OLAP cube page in Project Web Access, the information entered in the Cube Name field is compared against the existing database names on the Analysis Services server. If the information specified in the Cube Name field does not match a database name on the Analysis Services server, a new database (OLAP cube) is created that has the name specified in the Cube Name field. If the name specified in the Cube Name field matches an existing database name on the Analysis Services server, all information in the existing database is overwritten with the updated information.

When you create a Portfolio Analyzer view in Project Web Access by using the Specify Views page, the information that you enter in the Cube Name field is compared against the existing database names on the Analysis Services server. If the information specified in the Cube Name field does not match a database name on the Analysis Services server, you cannot connect to the cube. You can create a Portfolio Analyzer view against any database that exists on the Analysis Services server.

You can bind a Portfolio Analyzer view to an Analysis Services database by doing any of the following:

• Creating a new view and entering the Analysis Services database name that you want to connect to in the Cube Name field.
• Modifying an existing Portfolio Analyzer view and entering the Analysis Services database name that you want to connect to in the Cube Name field.
• Specifying a new Analysis Services database name while working with a Portfolio Analyzer view. To do this, click Command and Options, select the Data Source tab, and then select the cube name from the drop-down list under Use data from.

 Note   Portfolio Analyzer views can be bound to any database in Analysis Services, not only to ones that are created by using Project Web Access.

To specify the OLAP cube to which a Portfolio Analyzer view is connected

1. On the Admin page in Project Web Access, in the side pane under Actions, click Manage views.
2. On the Specify Views page, select a Portfolio Analyzer view, and then click Modify View.

   

3. After the page has refreshed, under Analysis Server and Cube, verify the information in the Analysis Server and Cube Name text boxes. This information should point to the Analysis Services server (and OLAP cube name) to which you want to bind the view. If you want to connect to a different Analysis Services database, enter the database name in the Cube Name field.

   

    Note   The information entered in the Cube Name field is the same name as the database in Analysis Services.

4. If you entered a new Analysis Services name in the Cube Name field, click Apply.
5. Build the Portfolio Analyzer view.
6. Click Save Changes.

Adding Users to Cube Database Roles in Analysis Services

SQL Server Analysis Services uses Windows authentication to control access to online analytical processing (OLAP) cubes—for example, when using Portfolio Analyzer. By default, the OLAP cube database created by Project Server 2003 does not have any database roles defined so that only users or groups that are specifically added have access to the cubes.

To add users to cube database roles

 Note   This procedure cannot be performed until an OLAP cube database has been built. To determine the status of the cube database, On the Admin page In Project Web Access, in the side pane, click Manage enterprise features, and then click Update resource tables and OLAP cube. The status of the OLAP cube database is shown under Current Cube Status.

1. Log on to the Analysis Services computer by using a user account that has permissions that are equivalent to either the Administrators or OLAP Administrators groups, and start Analysis Manager.
2. Expand the name of your server under Analysis Servers to see the cube databases on that computer.
3. Right-click the name of the database (as shown in the Cube name box of the Update Resource Tables and OLAP Cubes page in Project Web Access), and then click Manage Roles.
4. Click New, and type a name for the new database role in the Role name box.
5. On the Membership tab, click Add to add users and groups to the role, and then click OK.
6. On the Cubes tab, click Check All to enable access to all three cubes in the database.
7. Click OK to add the role.

Making Portfolio Analyzer Views Available to Project Web Access Users

Views only define the fields and formats that are available in a report. Views do not define the resources or projects that are visible in the report. After you define a Portfolio Analyzer view, you must add the view to one or more categories to allow the Project Web Access users who are assigned to that category to access it. Categories define the specific projects and resources that a particular user can see. By adding views to categories, you can define the objects (projects and resources) and the properties of the objects (views) that are available to any user or group of users.

 Note   For more information about adding views to Project Server security categories, see Managing Categories in Chapter 3, Managing Security, in the Microsoft Office Project Server 2003 Administrator's Guide.

To add a Portfolio Analyzer view to a category

1. On the Admin page in Project Web Access, in the side pane under Actions, click Manage security.
2. In the side pane, under Security options, click Categories.
3. On the Categories page, select a category in the Category Name column, and then click Modify Category.
4. Under the section Project Center Views: Select views for displaying a portfolio of projects, select the Portfolio Analyzer view that you want to make available to the selected category, and then click Add.
5. Click Save Changes.