Server Features - will it serve my needs?
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Thursday, March 29, 2012 6:42 PM
Hello!
What I am trying to implement is a system that will help our office keep track of several to-do lists. We have about a dozen templates (already designed in Project Professional) that outline the steps that should be taken for each type of client. There is not a need to track hours worked as some tasks will require waiting for a return phone call, etc.
Ideally, what I envision is:
* We get new client and template file is used to create a project specific to that client.
* Tasks are assigned to the appropriate members of our staff
* CURRENT tasks are sync with staff members outlook (we're using Exchange 2007)
please note: I am hoping for ONLY the current tasks - I don't want to flood staff's task lists with all of the tasks that they will be responsible for over the next 3 years* When a task is completed - an e-mail is generated to the project manager and dependent tasks are sync'd with staff's outlooks to show them the next item in the list.
Will project server be able to accomplish this for me?
All Replies
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Thursday, March 29, 2012 7:29 PM
While Project Server 2010 can certainly do this, my opinion is that it might be an overkill for your need, especially since you do not need the advanced functionalities of project management, resource management, portfolio management etc.,
You might want to look at using SharePoint 2010 for this. Take a look at this.
Prasanna Adavi, PMP, MCTS http://thinkepm.blogspot.com
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Thursday, March 29, 2012 8:38 PM
That is actually where we started our exploration and it did seem to come close to achieving what we wanted. But, it didn't appear to support dependencies which is important to us. As an example:
New Client is received.
Step 1: Collect biographical information from client
Step 2: Create internal record of biographical information (predecessor 1)
Step 3: Welcome letter from head of organization is sent (predecessor 2)
Step 4: Welcome letter from client manager is sent (predecessor 3 - because we want to ensure that organizational head sends first)
Step 5: Newsletter article drafted (Predecessor 3)
Now, this is quite simplified for what we are actually doing - but, I'd like for <Rep A> on my staff to receive notice that she needs to complete step 1 when we receive a new client. Once she is done, I want Rep A to get notice to record it in the system (which really COULD be done at the same time as step 1). But once step 2 is done, I want the system to notify <Org Head> to send welcome letter. Now our organizational head is on the road a lot - so <Rep A> would only be able to notify her via e-mail as an alternative - we're trying to automate. Once <Org Head> sends the letter, I'd like the system to automatically send notice to <Client Manager A> and <Publication A> so they can do their tasks.In my imagination, these tasks would appear in each users Outlook tasks as required - but to my understanding, SharePoint alone, couldn't enforce hierarchy. I want it in the system so that if <Client Manager A> attempts to send her letter (granted she could send the letter, but she couldn't update the system) prior to <Org Head>'s letter - <Client Manager A> will receive a warning that Step 3 hasn't been completed yet. Plus, I'd like to keep track of when all steps were completed and an relevant notes to that completion along the way.
Another reason why we're considering Server is as the developer of this new system, I am confident that other teams within our organization will request to use it for their needs as well. THOSE departments will benefit from the timesheets and hour tracking and more advanced features that I already love about Microsoft Project. They just aren't the team that's considered a priority within our organization right now.
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Friday, March 30, 2012 6:38 PM
While the schedule in project Server allows you to plan dependencies, there is no way to do the step-wise notifications/ warnings about previous tasks etc.,
What you really are looking for, I think is a Workflow. if there are 5 sequential steps in your process, and you need them happening according to a sequence, and rules enforced around each step, a workflow your answer, and from that perspective SharePoint makes workflows easier..
I am sorry if I am missing something here, but Project Server 2010 is a pretty significant undertaking, and it will not be worth it, if there is no major need.
If you still see business value in going with project server, you might want to discuss with your EPM Partner about the workflow functionality in Project Server.
Prasanna Adavi, PMP, MCTS http://thinkepm.blogspot.com
- Marked As Answer by wxkeep Wednesday, April 04, 2012 8:08 PM
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Monday, April 02, 2012 5:03 AM
What I typically do is create a schedule called "Day-To-Day" or "Operations" schedule. Make the resource manager the owner and assign those tasks as needed to allow those resources the capability to track time for non-project tasks.
Cheers!
Michael Wharton, MBA, PMP, MCT, MCSD, MCSE+I, MCDBA, MCC 2011, MCC2012
Website http://www.WhartonComputer.com
Blog http://MyProjectExpert.com contains my field notes and SQL queries -
Monday, April 02, 2012 8:57 PMAlright, I'm looking into the workflows from Sharepoint and, from what I've read, they do seem to be better suited to do what I would like. Question - is it at ALL possible to export the MS Project templates (perhaps using Visio?) into a Sharepoint Workflow so I don't have to start from scratch?
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Tuesday, April 03, 2012 4:44 PMAs far as I know, there is no direct way to import a ms project plan into a SharePoint Workflow.
Prasanna Adavi, PMP, MCTS http://thinkepm.blogspot.com
