Project Server 2013-Online_RefCards OPtimized

MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE HOME PAGE

1 8
2
1 Title Bar
4
3 2 Quick Launch
567 menu

3 Get Started
carousel

4 Projects

5 Approvals

6 Tasks

7 Reports

8 User menu

1 QUICK LAUNCH MENU
2
3 1. Projects: Link to the Project Center page which displays a central listing of all published
4 projects in the system.
5 2. Approvals: Link to the Approval Center page where project managers and resource
6 managers can approve time submitted by team members .
3. Tasks: Link to the Tasks page, a central listing of all tasks assigned to a team member for
7 tracking progress.
4. Resources: Link to the Resource Center page which displays all enterprise resources in the
Enterprise Resource Pool.
5. Reports: Link to the Business Intelligence Center page, a powerhouse of dashboards,
analyzed data, and interactive reports.
6. Server Settings: Link to the PWA Settings page, an administrative area used to manage
Project Server (only available if added by the Project Server administrator).
7. Edit Links: Use this link to customize the Quick Launch menu by adding links to other pages
in PWA.

123 USER MENU The Settings
The User menu features the My Settings menu features a
4 5 option which allows a user to adjust personal menu with
6 settings. You can sign out by clicking the Sign content relevant
Out link and can also personalize the page. to Project Web
1. User menu App. Click the
2. Settings menu PWA Settings
3. Help item to display
4. Follow the site for changes the PWA Settings
5. Focus on Content button page.
6. Search Bar

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: GLOSSARY OF TERMS

PROJECT WEB APP (PWA)

Project Web App is a server-based enterprise project and portfolio management (PPM) application that allows multiple users to
work collaboratively on project planning, tracking, and reporting.

TASKS

Activities that must be completed to help produce a deliverable or meet the overall requirements of a project .

RESOURCES
People, equipment, and supplies that are required to complete the project tasks.

WORK
Total amount of effort needed by assigned resources to complete a task . For example, if the Design task has 2 resources assigned
to it for 8 hours/day over 5 days, then work for the Design task is 80 hours (8 x 5 x 2 = 80).

TIMELINE
A visual representation of the project schedule shown on a timeline. A Timeline view can be customized to provide a high-level
insight into the important activities or major milestones in a project .

TABLE
A set of columns that displays items such as Projects, Tasks, Resources or Assignments in the Project Web App . The Work table
displays columns related to the work for a particular project, such as the Work, Actual Work, and Baseline Work columns.

FILTER
A tool used to shorten a list of items (Projects, Tasks, or Resources) to show only the items that meet your filtering criteria.

GROUP
Used to group Projects, Tasks, or Resources into groups with similar attributes or characteristics .

VIEW
Displays a special perspective on a collection of Projects, Tasks, Resources or Assignments in Project Server. When you apply a
view in PWA, it displays a listing of those items as well as a collection of detailed information about them .

ENTERPRISE
Enterprise entities in PWA include projects , resources, tasks, assignments, custom fields, and calendars.

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1 Title Bar MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE
2 Quick Launch menu
3 Project Ribbon QUICK REFERENCE CARD: PROJECT CENTER OVERVIEW
4 Projects table
5 Split Bar 19
6 Gantt Chart 3
7 Timescale bar
8 Timeline view 2
9 User menu
8
7

45

6

The Project Center page is the central listing of all projects that are saved and published in the system. The Project Center page
shows the current status of projects, along with their overall progress. Depending on your permissions, you can view and/or edit
projects from the Project Center page.

TIMELINE

The Project Center Timeline provides high-level insight into the overall timeline for key or important projects .
The Timeline ribbon provides options
to personalize the Timeline.
Note: The Timeline ribbon is only
visible when you select the Timelin.e

GANTT CHART

The Gantt Chart provides a pictorial view of
project progress in relation to the current
schedule for each project. The blue Gantt
bar shows the current schedule, while the
black stripe shows the progress.

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: PROJECT CENTER PAGE, PROJECTS RIBBON

PROJECT SECTION DATA SECTION

1. New: Create a new project. 11 12

2. Open: Open a project in 13
Project Web App (PWA) or in
12 3 Microsoft Project Professional. 14

3. Add SharePoint Sites: Create a 11. Outline : Does not work in the Project Center.
new project using existing 12. View: Select a built-in or custom view.
SharePoint task lists. Note: A view allows a user to display information from a
project schedule in a variety of ways.
Note: A SharePoint task list is a 13. Filter: Display projects that meet specific filtering criteria .
collection of tasks that are part 14. Group By: Group projects based on similar attributes or
of a project not in Project Server. characteri stics.

NAVIGATE SECTION

45 67 TIMELINE SECTION

4. Build Team: Build a project team by adding resources to 15. Add Project: Add the selected 15 16
project. You can later assign the resources to tasks. project to the Timeline view.
5. Resource Plan: Plan for resource allocation without 16. Add Tasks: Add tasks from a
assigning resources to tasks. specific project to the Timeline
6. Project Permissions: Enables the Project Owner to view.
provide users with view or edit permissions to the project.
7. Check in my Projects: Displays the Force Check-in SHARE SECTION
Enterprise Objects page to check-in your projects.
17. Export to Excel: Export the list of
all projects in the Project Center to a
Microsoft Excel workbook.
18. Print: Print a list of all projects in
17 18 the Project Center.

ZOOM SECTION

89 10 SHOW / HIDE SECTION

19 19. Subprojects: Show master
projects and their subprojects in the
20 Project Center.
20. Time with Date: Display the date
and the time in date fields, such as
the Start and Finish fields, in the
8. Zoom In: View the projects on a smaller timescale. Project Center.
9. Zoom Out: View the projects on a larger timescale.
10. Scroll to Project: Scroll to the Gantt bar for the
selected project.

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: CREATE A NEW PROJECT IN PROJECT WEB APP

ENTERPRISE PROJECT TYPE NEW PROJECT

Within Microsoft PPM you may have Enterprise Project Types 1. New Project: Click the 1
(EPTs) configured to enhance your project creation process. An New pick list button to create 2
EPT acts like a wrapper encapsulating Project Detail Pages a new project based on a
(PDPs), project schedule templates, Project Site templates, and specific EPT.
even electronic workflows. 2. Choose an EPT: Select the
relevant EPT for the type of
WHY USE ENTERPRISE PROJECT TYPES? project that you want to
Users have a good starting point when they initiate a project create.
Streamlines the project creation process
Changes or updates to project templates, Project Detail
Pages, and Project Sites can be rolled out quickly to new
projects

PROJECT DETAILS PROJECT INFORMATION

3 5. Save: Save the new project. 5 6
7 8
PROPERTIES RIBBON GROUP 6. Close: Close the new project.

4 7. Previous: Navigate to the previous page.

3. Name: Enter the name of the project. Note: The Previous button is disabled if
there is no previous page.
4. Start Date : Enter the Start date of the project.
8. Next: Navigate to next page.
Note: Your organization may collect other relevant metadata
relevant on this page, such as the Project Owner, for example. Note: The Next button is disabled if there is
no next page.

SCHEDULE BENEFITS OF USING ENTERPRISE PROJECT TYPES

9. Edit: Add or edit tasks in the Consider creating a new EPT for each type of project in
project schedule. your organization that is somewhat repeatable in
structure and process.
9 If you have projects with different levels of scope, where
you would create a different project schedule template,
10 then consider creating a new EPT to encapsulate it.
Name EPTs without being too verbose as their names
10. Tasks: Enter task name, duration, start date and other will appear in the New pick list when you are creating a
task related details. new project.
Do not use have any special characters in a project
name as this can corrupt the project.

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: DETAILED PROJECT VIEW, TASK PLANNING

INSERT TASKS DELETE TASKS
2. Delete Tasks: Deletes the selected task line
1. Insert Task: Inserts a new task line into the 1 in the project schedule. 2
project schedule, allowing you to enter task-
related details such as: Task Name, Duration,
Predecessors, Resource Names, etc.

TASK MODE PERCENTAGE COMPLETE

3. Auto Schedule: The Microsoft Project 4 3 5. Percentage Complete: Mark the 5
scheduling engine automatically schedules the percentage complete for the selected
task. task.
Note: EPMA recommends this task mode.
VIEW, FILTER & GROUP BY
4. Manually Schedule: You must manually schedule the Start
and Finish dates of the task. 10
11
INDENT AND LINK TASKS 12

78 9 10. View: Select a built-in or custom view.
6
Note: A view allows you to display information from a project
6. Outdent: Outdent a task so that it is no longer a subtask of a schedule in a variety of ways.
summary task.
7. Indent: Indent a task to make it a subtask of a summary task. 11. Filter: Display tasks that meet specific filtering criteria.
8. Link Tasks: Link the selected tasks. 12. Group By: Group tasks based on similar attributes or
9. Unlink Tasks: Unlink the selected tasks. characte ri stics.

SAVE, CLOSE AND PUBLISH SET BASELINE
16. Set Baseline : Capture a snapshot of your
13. Save: Save the project. 13 14 15 schedule for the current tasks, resources and 16
14. Close: Close and check in the project. assignments. This is helpful in analyzing variance
15. Publish: Publish the project to make when you compare the current schedule with the
it viewable to others in PWA. baseline schedule.

SAMPLE TASK

17 18 19 20 21 22
23

17. Task Name: Specify the name of the task. 22. Work : Total effort needed to complete the task .
18. Duration: Enter the estimated Duration of the task . 23. Resource Names: Resource(s) assigned to the task.
19. Start: Scheduled Start date of the task. Note: This is a default view in most of Project Server
20. Finish: Scheduled Finish date of the task. implementations. EPMA can also con gure this view for you, based
21. % Complete: Current percentage complete for the task. on your organization’s requirement.s

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: DETAILED PROJECT VIEW, RESOURCE PLANNING

Resource planning requires building a team for a particular
project. Check out the project for editing and then click the
Build Team button.
Depending on your organization, project managers may not be
able to view and assign all resources in the Enterprise Resource
Pool. The Project Server administrator must give you the
permissions to build a team in an enterprise project.

BUILDING A TEAM FEATURES

Using the Build Team page, you can add resources to your project team, 1 1. Add: Add the selected
replace existing team members with other resources, and remove resources resources to the project
from your project team as well. If your Project Server administrator has set team.
up skill matching, you can search for enterprise resources that have the 2
required skills to complete the tasks in your project .
2. Remove: Remove the
ASSIGNING RESOURCES TO TASKS selected resources from
3 the project team.

4 3. Replace: Replace the
selected project team

5 member with a different
reso urce.

4. Match: Match the selected resource with
other resources who have the same
resource attribute.

5. Clear Match: Clear the list of matching
resources and redisplay all resources.

RESOURCE TYPES

Resources can easily be assigned to tasks in the Tasks Details view of a project Project Server offers you three types of
schedule by selecting the checkbox for each resource in the Resource Names resources which you can assign to tasks:
column. This can only be achieved, however, after the team has been built using
the Build Team feature. Use Cost Resources to track categories of
fixed costs on a project.
Note: Although this might be an easy way to assign resources to a tas,kit is a Use Material Resources for consumable
leading practice to assign resources to tasks using Microsoft Project Professional resources for which you pay per material
instead because this gives you more control over the assignment proce.ss unit.
Use Work Resources for human and
Generic resources which are scheduled
and paid for at an hourly rate.

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The Resource MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE
Center page
displays a list of all QUICK REFERENCE CARD: RESOURCES
the resources in the
Enterprise 3
Resource Pool. This
page allows you to 1 4 1 Resource list
view and analyze 2 2 Row checkboxes
information for one 3 Resources ribbon
or more resources 4 Column headers
who are assigned
to tasks in projects
that are published
in Project Server.

Note: Enterprise Resources and System Users have two very di erent meanings in Project Serv.er
An Enterprise Resource is a person or thing that you assign to work in a proje,cwt hile a System User is a
person who will only log into the PWA and use its feature.s

RESOURCE ASSIGNMENTS
5. Select one or more resources and then click
5 the Resource Assignments button to see a list of
all task assignments for the selected resources
across all projects.

6 6. Click the Set Date Range button to display the
Set Date Range dialog (only available when you
have the Timephased Data option selected).

7. Use the Set Date Range dialog to set the date
range in which to view the task assignments for
7 the selected resources.

RESOURCE AVAILABILITY
Select one or more resources and then click the Resource Availability button to view the availability of
the selected resources. The Resource Availability page helps you analyze resource utilization and
availability, and to proactively plan resource allocations across multiple projects.

There are four views you The Assignment Work by Resource graph The Remaining Availability graph shows you
can use to determine shows you capacity and utilization remaining availability over time for the
resource utilization and information over time for the selected selected resources.
availability. A graphical view resources.
of resource availability is
generated based on the
view you select.

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: TIMESHEETS & APPROVALS

ADD ROW

1. Add Row: Click the Add Row pick list button to add a row to yDoEuLr EcuTrErenTtAtiSmKeSsheet so you can report
status on it.

1 2. Select From Existing Assignments: Allows you to add a task from another time period or with a different
line category.

3 3. Add a New task: Allows you to create a new task in the existing project.
4 2 4. Add Yourself to a Task: Allows you to add yourself to an existing task.

5 5. Add Team Tasks: Allows you to self-assign an existing Team Task to yourself.
6 6. Add Non-Project Line: Allows you to add non-project related items such as Administrative Time activities to
your timesheet.
7 7. Add Personal Task: Allows you add a task not included in any exiting projects or any Administrative Time
categories.

SELECT PERIOD SAVE

8. Select Period : Allows you to view a timesheet or tasks 8 9. Save : Saves the updates in the current timesheet.
from a past or future time period.
9

SEND TIMESHEET PREVIOUS & NEXT TIMESHEET 12
10. Send: Send the progress for all tasks or selected 11. Previous: Go to the previous timesheet period.
tasks, or turn in the final timesheet to the timesheet
manager and the project manager. 10 11

13. Actual Work : Enter the hours of actual work spent 12. Next: Go to the next timesheet period.
performing the selected task. ACTUAL AND REMAINING WORK
14. Remaining Work: This field shows the amount of
work that is pending for a particular task. Once you 14
update the Actual Work, the Remaining Work is 13
calculated when you save the timesheet.
Note: When a task is completed early, you should set
the Remaining Work to0 hours.

ACCEPT OR REJECT TASK UPDATES PREVIEW TASK UPDATES

1 1. Accept: Approve the selected status updates 3. Preview Updates: Shows how the project 3
2 submitted by the team members. The updates are schedule will appear if you accept the selected task
update requests.
aINppSliEedRtToRthIBe BprOojNecGt tRhOe nUePxt time it is opened
and published.

2. Reject: Reject the selected updates, which are
then sent back to the user who submitted them.

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MICROSOFT PROJECT SERVER 2013 & PROJECT ONLINE

QUICK REFERENCE CARD: PROJECT SITES

WHAT IS A PROJECT SITE? SCHEDULE

The Project Site is a dedicated, interactive, web-based collaboration space for the enterprise project. The Project Site is
automatically provisioned from a Project Site template when the project is first published to PWA and it is used as a reposi tory for
project-related information such as: Risks, Issues, Documents, Deliverables, and Tasks.

NAVIGATING IN A PROJECT SITE

3 The top of the Project Site home page features
2 the Project Summary web part which displays
1 upcoming tasks and their due dates, along with
a timeline view of the project.
4
5 Each Project Site is generated from a template
that can be configured to meet your specific
1. Quick Launch menu 2. Project Summary web part 3. Project Title business process requirements, such as Risk
4. Get Started carousel 5. Documents web part and Issue tracking, reporting, and management
and escalation processes. Project documents
attribute tracking and review processes as well
as communication of important meeting or
events relevant to the project team. The
Project Site also includes discussion forums as
well as other dash boarding.

Note: Project Site con guration can be system
wide or speci c to the various types of projects
that are tracked and managed within the
organization.

SITE NAVIGATION PROJECT RISKS PAGE

To navigate to the Project Site for any Use the Risks page in the Project Site to track and manage risks associated with
enterprise project: the project. The project manager and team members are allowed to create new
1. Navigate to the Project Center page risks and edit existing risks . Executives are allowed to view risks, but cannot
in PWA. create new risks or edit existing risks .
2. Click the name of the project in the
list of projects.
3. In the Quick Launch menu, click the
Project Site link shown above.

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