Using PP&R PTSin Project Server

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Training Manual

ASPR / DYONYX

Version 1.0

2Version 1.0

Using PP&R PTSin Project Server

SECTION 1 – System Description

SECTION 2 – Creating PP&R PTS files in Microsoft Project Server

SECTION 2 – Viewing PP&R PTS status in Project Web Access

APPENDIX 1 – Updating Your Password

APPENDIX 2 – Checking in Projects

APPENDIX 3 – Enterprise Resource Pool

APPENDIX 4 – Local Resources

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Section 1: PP&R PTS Filesin Microsoft Project Server

The PP&R PTS Project Server files are a method to plan PP&R efforts using standardized templates with automatic scheduling which are maintained on a common server.

The PP&R PTS includes the ability to track project status relative to the original commitments.

The PP&R PTS also includes the ability to provide the bi-weekly status update automatically.

The system utilizes Microsoft Project Enterprise which includes web-based access to provide remote viewing of all PP&R PTS files.

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Microsoft Project Enterpriseand PP&R PTS Prerequisites

Project Enterprise is a Project Management System

The enterprise solution utilizes 3 parts– Microsoft Project Professional desktop (Project Pro)– Project Server remote server array– Project Web Access user interface (PWA)

You will need to have Microsoft Project Professional installed on your computer to use the PP&R PTS Project Server system

You will need to have a Project Server account and password

You DO NOT need to have Microsoft Project experience or Microsoft Project basic training to use the PP&R PTS system

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HHS Access for Project Pro Web Based Access for PWA

The Microsoft Project Pro to Project Server access is a direct data connection from within the HHS network– Project Pro can only connect to the Project Server from within

the HHS/BARDA network: WOC 4th floor and Switzer 3rd floor

– Project Pro can not connect to the Server from remote sites

Project Web Access provides web-based access from both inside the HHS network and from remote sites– PP&R PTS files can be viewed using PWA

– PP&R PTS files can not created or edited from PWA

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1. Open Microsoft Project and Log on to Project Server

2. Create PP&R PTS file from Template

3. Enter General Information & Set Starting Date

4. Name and Save file / Close file

5. Open PP&R PTS file

6. Customize tasks / durations / dates

7. Set Baseline

8. Enter Project Progress and Changes

9. Enter Bi-Weekly Status Update

Section 2: Creating PP&R PTSFiles in Microsoft Project Server

Indicates steps that the user performs

------------------------------------------------Initiation

Maintenance

7Version 1.0

Logging on to Project Server

Exercise 1 Open Microsoft Project Professional

» Microsoft Project will prompt you to pick an account

BARDA Project Server will be selected by default Click Connect

You must enter DOCS\ in front of your name

Enter the User name & Password provided

Click OK

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PP&R PTS Custom Views View (menu bar)

PP&R PTS Gantt

PP&R PTS StatusThese are custom views for the PP&R PTS files

Confirm Project Server Connection File / Open Cancel File / Save Cancel

These confirm that you are connected to the server

Project Server ConnectionPP&R PTS Custom Views

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Exercise 2Go to File and New…

» The New Project task pane will open

Under Templates, select On my computer..» The Templates dialog box will open» The General tab is selected by default

Select the Enterprise Templates tab» The custom BARDA templates are displayed

Select the appropriate PP&R PTS template and click OK

Navigating to PTS Template(s)

NOTE: The names of the templates (not the templates themselves) are downloaded to your computer when you log on to the project server.

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PP&R PTS Templates

The PP&R PTS templates have two Views (menu bar) PP&R PTS Gantt view with Tasks / Durations / Dates

For Planning / Tracking / Reporting project progress

PP&R PTS Status view with Status Update Categories

For submitting bi-weekly project status updates

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Exercise 3 (part 1 of 2)

Click in the Task Name column for Task 0 Enter the appropriate title using the Entry Bar

NOTE: Double clicking opens the Task Information dialog box Text can also be added to the task Name from Task Information

Entering General Information

Entry Bar

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Setting the Project Start Date

Exercise 3 (part 2 of 2)

Go to Project / Project Information…. (on the menu bar)» The Project Information dialog box will display the default Start date

Use the drop down calendar to set the project start date» Select the appropriate date for the start of the project

The complete date will not be updated until the box is closed

Click OK to set the date and close the dialog box

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Naming Your Project andSaving to Project Server

Exercise 4 Click the Save button or go to File / Save

» The “Save to Project Server” dialog box will appear

Enter the name of your project» Name your file “PP&R PSR for ……”

Note: File names must be unique and can not be overwritten

Click OK to Save the file Close the File but DO NOT Close Microsoft Project

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Opening PP&R PTS Filesas Read/write vs Read-only

Exercise 5 (part 1 of 2)

Click the Open button or go to File / Open…» The “Open from Microsoft Project Server” dialog box will appear» The projects you own will be in dark type for read/write access» All other projects will be in light gray type for read-only access

Click the Read-only button then re-select Read / write

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Opening PP&R PTS Filesfrom Project Server

Exercise 5 (part 2 of 2)

Select your file in the project list» If your file appears to be Checked Out to you but you don’t have it

open, then it may be “locked out”. See Appendix 2: Checking In…

Click the Open button to open the file from the server

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Customize Project Plan:Tasks / Durations / Dates

Exercise 6 Customize tasks and descriptions

» Change description of existing task if appropriate» Create new tasks if needed» Do not delete existing tasks (for consistency)

Change duration to 0 and add explanation in Notes

Customize durations and dates» Change task duration if needed» Only enter Start Dates for specific meetings, etc» Never enter Finish Dates

Assign Resources» Assign only one person to a task

Create another task if multiple people are participating» Apply the percentage of utilization for the person

Obtain Approval of customized project plan

18Version 1.0

Saving the Baseline(Obtain Approval FIRST)

Exercise 7 Go to Tools on the menu bar and select Tracking Then select Save Baseline…. and accept the defaults

» Save baseline (not Save interim plan)» Entire project (not Selected tasks)

Click OK to save the baseline» The Target Start and Target Finish dates will be populated

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Entering Project Progress:% Complete and Changes

Exercise 8 Enter % Complete for Current Tasks

» A black progress bar will appear within the task bar» The % complete for the entire project will be automatically updated

Revise Durations to Reflect Schedule Changes» Increase or decrease task Duration to change the Finish date

Change Start Dates Only for Shifted Activities » Add or change Start dates only when there is no preceding activity

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Exercise 9 Notes can be added by selecting the task

and clicking the “Notes” icon in the toolbar» The Task Information dialog box will open on the Notes tab

» Tasks with Notes have an icon in the Indicator column and will display the first portion of the text on mouse-over

» All notes are printed separately on their own page of the printout

Entering Notes to Tasksin the PP&R PTS Gantt View

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Entering Bi-Weekly Status Update

Exercise 10 (part 1 of 3)

Go to View (menu bar) and select the PP&R Status view Click in the Status column and select Yes as appropriate

» “Yes” choices display a red X» “No” choices remain blank

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Entering Status Comments

Exercise 10 (part 2 of 3)

Enter comments by clicking in the “Comments” column» Text can be entered directly in the column» Text can also be entered by using the Entry Bar

» NOTE: Double clicking opens the Task Information dialog box Text can NOT be added to this column from Task Information

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Entering Overall Project Status

Exercise 10 (part 3 of 3)

The Overall Status and the Updated On date are entered in their own columns in the very top box: Under Overall Status, select the appropriate entry Under Updated On, select the current date

» The “Days Since Last Update” column will recalculate» The “Updated Indicator” will reset to a green flag

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SECTION 3:Using Project Web Access

Logging in to Project Web Access (PWA)

The Home Page– Reviewing General Controls– Maintaining Your Password

View BARDA Projects Page– Viewing Project Summaries– Viewing Project Details in PWA– Viewing Project Update Status– Checking-In a Project

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Logging in to PWA:Project Web Access

Log in to PWA using Internet Explorer Open Microsoft Internet Explorer Enter the entire path for Project Web Access

https://project.bardatools.hhs.gov/projectserver Add this url to your internet favorites Optional: Create a desktop icon You must enter DOCS\

in front of your name Enter the User name

& Password provided

Do NOT checkRemember my password

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The BARDA Home Page

The Project Web Access Home page will open showing your name.– You do not need to Log Off when you leave this page– The Help feature is very limited in this application

Your name

Side panel menu list

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User Name and Password

BARDA is using Windows based accounts– Your Project Web Access and Project Professional account

will have the same User Name and Password as your Documentum Webtop account

– This password will expire after 90 days

You can update your password in Documentum Webtop which will also update your Project Web Access and Project Professional password– See Appendix 1: Updating Your Password– You can not update your password from PWA itself

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Re-entering PWA

Click on the Log Off feature,the Welcome to Microsoft Project Web Access page will open

» You can not enter your User name and Password on this page

Click on Log on using your Microsoft Windows user account in the side panel menu list to return to PWA from this page

This log on is only for Project Server authentication.

BARDA uses Windows authentication

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Viewing BARDA Projects

Select the View BARDA Projects tab» Only the PP&R PTS projects will be displayed» PP&R PTS Projects will be selected in “Choose a view:”

The Project Center has Zoom In, Zoom Out, and Go To buttons similar to MS Project

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Click on your file name to open the “View A Project” viewerView A Project is a simplified Project viewer (w/o MS Project)

» The project name is displayed above the View A Project header» PP&R PTS Data will be selected in “Choose a view:”» The Gantt chart based information will be displayed

Viewing Project Details in PWA

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Open the “Choose a view:” list and select PP&R PTS Status» The Status Update information will be displayed» Only the items selected in the project file will included

Viewing Project Status in PWA

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Appendix 1Project Server Passwords

Passwords will expire every 90 days

Passwords must include:

– Lower case letters

– UPPER case letters

– A number

– Must be at least 8 characters

Passwords are not currently synched with the HHS network

You can’t change your password more than once per day

Project Server passwords are updated from WebTop

https://documentum.bardatools.hhs.gov

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Appendix 1: (continued)Updating Your Password

To change your password:

1. Log into Documentum WebTop

2. Click Show Options

3. Click the Change Password button at the bottom right

4. Enter your current password

5. Enter your new password

6. Re-enter your new password

7. Click Apply

NOTE: You may need to remove your current credentials from Preferences / LoginNOTE: You may need to remove your current credentials from Preferences / Login

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Appendix 2:Identifying Checked-Out Projects

Identifying a project that has become “orphaned”– If you attempt to open a project in Project Pro and it appears

to be checked out to you but you don’t currently have it open, it may have been “orphaned” in the checked out condition

Navigating to the project that has become “orphaned”From the View BARDA Projects tab

In the side panel menu list

click Check in my projects

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Appendix 2: (continued) Checking in Projects

Checking in the project that has become “orphaned” Select the “orphaned” project in the list (none shown in training)

» All projects you currently have open will be included in the list Click Check-In (grayed out in training)

Click OK to accept the warning and check in the project

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Appendix 3: Enterprise Resource Pool

Opening and Grouping the Enterprise Resource Pool Go to Tools / Build Team from Enterprise….

» All ASPR Enterprise Resources are listed Open the dropdown list for “Group by:” Select “Enterprise Text12 (Group)”

Select Field

To un-group the list, select the “blank” at the top of the list

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Appendix 3: (continued)Replacing a Role

Replacing a Role with an Enterprise Resource Select the Role in the Project team resources (right panel) Select the Enterprise Resource to fill that role (left panel) Click the Replace > button to make the substitution

» The role will be replaced by that resource for all task assignments» The resource name will be “grayed out” in the list on the left» The Replace feature can be used for only one role substitution

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Appendix 3: (continued) Adding Team Members

Adding Additional Team Members from the Resource Pool Select the additional Enterprise Resources to be added (left panel)

» Hint: You can use click <shift> click and click <control> click Click the Add > button to add the members to the project team

» The resources will be added to the project team on the right» The resource names will be “grayed out” in the list on the left

Click OK to close the Build team dialog box

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Appendix 4:Local Resources

Creating “Local” Resources not in the Resource Pool Go to the View menu bar button and select Resource Accounts Enter the new resource name in the Resource Name column

» Last name first followed by first name WITHOUT a comma» You can also add the affiliation or organization

Change the Workgroup setting from Default to None

An icon will appear to indicate that this is local resource Go to the View menu bar button and re-select PP&R PTS Gantt