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Workflow stages RRS feed

  • Question

  • Hello,
    I added a proposal and completed the "Create" stage.
    Now I want to continue to the "Select" stage but it keep show me: "In Progress (workflow processing)".
    What should I do ?
    Thanks
    Pnina
    Tuesday, December 15, 2009 7:27 AM

Answers


  • 1. When you say 'Proposal' do you mean 'New->Sample Proposal' ?
    2. Assuming you mean 'Sample Proposal', do you have the PORTFOLIO MANAGERS group setup ?  This is the group that will be sent request for approvals before the project can move to the next stage.
    1. Setup the PORTFOLIO MANAGERS group. 
      1. The team leads group is the group that the Out of the Box workflow will send all approval requests.  If this group is not populated with users no approvals will be sent and the workflow will simply fall through to the next stages
      2. Go to Server Settings à Manage Groups à Portfolio Managers– and ensure there is at least one user in this group.

    Some more information below (the images are missing + the information may be a bit out-dated, but hopefully should give you an idea).  As and when we publish content, it will be available at http://officebeta.microsoft.com/en-us/products/project/

    Background

    The out of the box workflow is a sample workflow which is shipped with Project Server 14.  The concept behind the out of the box workflow was to create a sample workflow which highlights many of the features which come with Project Server 14 workflows.  At the same time, by creating a sample workflow and shipping the source code for the workflow, we are trying to make it easier for customers to develop their own workflows by using our code as a starting block.

    This document will be going over how the end user experience of our workflow is intended to work like.  It will also go over how some of the logic is designed, and give quick pointers on how the workflow can be modified or customized.

    Pre-requisites

    Before starting the Out of the Box workflow you will need to do the following:

    1. Setup the Team Leads group. 
      1. The team leads group is the group that the Out of the Box workflow will send all approval requests.  If this group is not populated with users no approvals will be sent and the workflow will simply fall through to the next stages
      2. Go to Server Settings à Manage Groups à Team Leads – and ensure there is at least one user in this group.
    2. Setup Business Drivers
      1. Business drivers will be needed for the Out of the Box Workflow
      2. Go to Portfolio Strategy à Business Driver Library
      3. Create Drivers for the department that the proposal will be part of.
      4. Please reference the “Portfolio Analysis” documentations on how to create Business Drivers.

    Creating a Sample Workflow proposal

    Creating a project which will use the Out of the Box workflow is just like creating any other project type.

    1.       Navigate to your Project Server webpage on your internet browser

    2.       Click on “Project Center” from the Left Navigation bar

    3.       Ensure that the “Projects” tab is selected from the ribbon

    4.       Click on the “New” icon in the ribbon, to bring down the drop down of Project Types found within this instance of Project Server

    5.       Select the “Sample Proposal” project type

     

    6.       This will begin the creation process of for this particular project type

    7.       Fill out the first page:

    a.       Name                                    -              Name of your new proposal

    b.      Description                        -              The description of your new proposal

    c.       Start Date                            -              The start date of your proposal

    ·   This will be the actual start date found in the project schedule

    ·   This field is not exposed again (by default) later on.  Make sure you set this value correctly in the beginning as you cannot change it later on

    d.      Owner                                  -              Owner of the project

    ·   By default this is set to the current user but can be changed

    e.      Project Department       -              The department this project belongs to

    ·   The values found here are taken from the “Project Departments” Enterprise Custom field

    o   This custom field can be found at: “Server Settings” à “Enterprise Custom Fields and Lookup Tables”

     

    8.       Once done filling out this first page, ensure the “Project” tab in the ribbon is selected

    9.       Click on the “Save” button found in the ribbon.

    10.   This will start the creation process for this proposal. 

     

     

    Stage 1 – Initial Proposal Details

    1. The very first page that will be displayed is the “Workflow Status Page”

     

    1. This page has four main sections: Current workflow stage details, workflow stage status message, a list of pages on the stage, and a grid of all the stages in the workflow.
      1. Workflow Stage Details:

     

    ·         This section displays the current Stage Name, and a discription of the stage

    ·         The stage discription is retrieved from the Stage settings found in the Project Server admin page.

    1.  
      1. Workflow Stage Status:

     

    ·         This message presents information regarding any requirements the user may or may not have to do.

    1.  
      1. Page list for current stage:

     

    ·         This section displays the list of PDPs (Project Detail Pages) available in the current stage.

    ·         Also displays the current status of the page (complete or incomplete) along with a description of the page (if available)

    1.  
      1. Workflow Stage list:

     

    ·         By default this table is collapsed.  Expand it to see the above screen shot.

    ·         Displays the list of stages within the current workflow, along with status details for the stages.

    1. To move to the first/next PDPs in the current stage do any of the following actions:
      1. Press the “Next” button found within the Project Tab in the ribbon.

     

    1.  
      1. Click on a Page within the Left Nav

     

    1.  
      1. Click on a Page in the “Available Pages in this Workflow Stage” (available only in the Workflow Status Page)

     

     

    Proposal Summary Page

    1. This page collects basic information regarding the project
      1. Name – Project Name

    ·   Text Field

    ·   Required

    1.  
      1. Primary Objectives – List of primary objectives the project could accomplish

    ·   Multi-select field

    ·   Required

    1.  
      1. Business Need – Field to enter the business justification for the project

    ·   Multi-line text field

    ·   Required

    1.  
      1. Proposal Cost – Estimated cost of the project

    ·   Cost Field

    ·   Required

    ·   ***Special field.  Read below

    1. The Proposal Cost field is a field that the workflow directly reads from.  The amount entered here will control what the workflow does next.
      1. For beta 1 – an amount greater than 20,000 units will cause the workflow to automatically reject the proposal
      2. For beta 2 – an amount greater than 1,000,000 units will cause the workflow to automatically reject the proposal
      3. To move forward in the workflow ensure an amount less than the set limit is entered
      4. This logic was done to demonstrate how the workflow is able to make business decisions on its own.  This is to help in creating automation within proposal processes.
      5. This value can only be changed by modifying the workflow within visual studio
    2. Once all of the information has been filled out press the “Save” button found in the Project tab in the ribbon, then the “Submit” button.

    First Approval Point – Initial Review Stage

    At this point the workflow status page for this project will indicate that the project is in Initial Review. 

     

     

    If it does not display this stage information, read the below section.  Otherwise skip this part.

    Automated Rejection – Then a cost greater than what this workflow allows was entered in the previous stage.  Please refere back to the previous section to see how to correct.  This project is however rejected and a new one will have to be created.

    A new stage information – This means you have skipped the review step and you are now in the very next stage.  This happens if there are no users within the Team Leads group.  Please refere back to the “Prerequisits” section of this document.

     

    To approve an Out of the Box proposal type do the following:

    1. Must be a member of the Team Leads group
    2. Click on “Workflow Tasks” found in the Left Nav

     

    1. Find the Approval Task associated with the proposal you wish to approve.
    2. Hit the drop down arrow next to the task
    3. Select “Edit Item”

     

    1. In the next popup div, review the Project and Approve/Reject it
      1. There is a “Link” found in the div that will take you to the proposal, so that you can review the proposal.
      2. The comments text box allows for comments to be entered.
      3. In the Home Tab on the ribbon you can:

                                                                   i.      Save – Saves the approval request information without making a decision

                                                                 ii.      Approve – Approves the request

                                                                iii.      Reject – Rejects the request

                                                               iv.      Close – Closes the dialog without saving any information.

    1. For now, click on Approve
    2. Go back to your project to see how it has progressed to the next stage.
      1. Project Web Access à Project Center
      2. Find your project, and click on it.

    Stage 2 – Proposal Details

    1. The first page displayed will be the workflow status page like before. The information now will be different as it will relate to this new stage.  You will need to fill out the following pages: Proposal Details, Proposal Start and End Dates, Schedule, Strategic Impact

    Proposal Details

    1. Areas Impacted – Indicate which areas this project could impact
      • Single select list field
      • Required
    2. Compliance Proposal – Indicate if this project is for compliance purposes
      • Single select drop down field
      • Not Required
    3. Assumptions – Indicate any assumptions being made in this project
      • Multi-line text field
      • Required
    4. Goals – Indicate any goals for this project
      • Multi-line text field
      • Required
    5. Fill in all required information then press “Save” found in the “Project” tab in the ribbon.
    6. Select the next page to fill out.

    Proposal Start and End Dates

    1. Proposed Start Date – Requested start date
      • Date field
      • Required
    2. Proposed Finish Date – Requested finish date
      • Date field
      • Required
    3. Approved Start Date – Approved start date
      • Date field
      • Not Required
    4. Approved Finish Date – Approved finish date
      • Date field
      • Not Required
    5. Fill in all required information then press “Save” found in the “Project” tab in the ribbon.
    6. Select the next page to fill out.

    Schedule

    1. Here you can create basic tasks for your project, just as you would in Project Client
    2. Create 1 or more tasks

     

    1. Press “Save” found in the “Task” tab in the ribbon.
    2. Select the next page to fill out.

    Strategic Impact

    On this page you will be selecting which drivers this project will affect and by what degree it will affect them.  ­­

    If there is nothing being displayed, you will need to create drivers in the Business Driver Library.  And ensure the drivers are for the same department the current project is in.  More information regarding creating drivers can be found in the Portfolio Strategy documents.

    1. Depending on what drivers you have created, select how this project rates against all of them.

     

    1. Once done filling out the strategic impacts, press “Save” found in the “Project” tab in the ribbon.
    2. If you are done filling in all of the required information on all of the pages press “Submit” found in the “Project” tab in the ribbon.

    Second Approval Point – Selection Review

    This approval point is the same as the previous one. Please refer to the “First Approval Point” section on how to approve the project.

    Portfolio Selection Review – Proposal Selection

    This section is similar to the approval points in that the proposal cannot proceed until the proposal has been “approved”.  But in this case the proposal must go through portfolio analyses, and be committed to go through. 

     

    Note: The proposal must be committed within Cost Analysis and Resource Analysis.

    Please reference “Portfolio Analysis” documentation for more details on how to do this.

    Once done go back to the Project

    Third Approval Point – Scheduling

    This approval point is the same as the previous one. Please refer to the “First Approval Point” section on how to approve the project.

    Stage 3 – Execution

    This this stage you will be primarily working with the Schedule PDP.

    1. Go to the Schedule PDP
    2. For all of the tasks set the % Complete to 100%

     

    1. Once done press “Save” found in the “Task” tab in the ribbon.
    2. If you are done filling in all of the required information on all of the pages press “Submit” found in the “Project” tab in the ribbon.

    Final Stage – Final Assessment

    A new PDP is exposed in this final stage.  The “Post Implementation Review” PDP allows for the user to collect information regarding how the project went.

    Post Implementation Review

    1. Post Implementation Review Date – Date of the review
      • Date field
      • Required
    2. Post Implementation Review Notes – Notes of the review
      • Multi-line text field
      • Required
    3. Fill in all required information then press “Save” found in the “Project” tab in the ribbon.
    4. If you are done filling in all of the required information on the page press “Submit” found in the “Project” tab in the ribbon.

    Project Complete!


    I am Project 2010 ready - are you ?
    Monday, January 4, 2010 11:10 PM

All replies

  • Hi Pnina,

     Can you check that your queue instance is running and processing jobs?

    Thanks,
    Boaz Lev
    Tuesday, December 15, 2009 10:04 PM
  • Is the workflow waiting on an apporoval? Did you use the Submit button to indicate the move to the next stage?
    Wednesday, December 16, 2009 6:32 PM
  • Hello Boaz.

    I checked it. the queue is empty.
    When I pressed the submit button I saw at the top right corner a message that the process finished successfully ?

    Thanks

    Pnina.
    Thursday, December 17, 2009 5:15 PM
  • Hello Patrick,

    Yes. I used the submit button.
    The workflow show me: "In Progress (workflow processing)".
    I tried to start a new proposal and it stuck in the same stage.

    Any Idea ?

    Pnina
    Thursday, December 17, 2009 5:19 PM
  • Pnina:
     
    When you click on the proposal from the Project Center, what is the status of the proposal in the workflow page?

    --
    Gary L Chefetz, MVP, MCT, MCITP
    msProjectExperts http://www.msprojectexperts.com
    FAQs and Reference http://www.projectserverexperts.com
    BLOG: http://projectserverhelp.com

    Gary Chefetz, MCITP, MCP, MVP MSProjectExperts http://www.msprojectexperts.com FAQs: http://www.projectserverexperts.com BLOG: http://www.projectserverhelp.com
    Thursday, December 17, 2009 6:14 PM
  • Check the ULS logs for more details on potential issues.
    Additionnally is this properly configured: Server Admin -> Workflow and Project Detailed Pages -> Project Workflow Settings (ensure the proxy account is valid)
    Thursday, December 17, 2009 8:26 PM
  • Hello Christophe,

    Yes, the proxy account is valid. but it still doesn't work...

    Pnina
    Saturday, December 19, 2009 9:28 AM
  • Hello Gary,

    The status is "In Progress (Workflow Processing)"

    Pnina
    Saturday, December 19, 2009 9:29 AM

  • 1. When you say 'Proposal' do you mean 'New->Sample Proposal' ?
    2. Assuming you mean 'Sample Proposal', do you have the PORTFOLIO MANAGERS group setup ?  This is the group that will be sent request for approvals before the project can move to the next stage.
    1. Setup the PORTFOLIO MANAGERS group. 
      1. The team leads group is the group that the Out of the Box workflow will send all approval requests.  If this group is not populated with users no approvals will be sent and the workflow will simply fall through to the next stages
      2. Go to Server Settings à Manage Groups à Portfolio Managers– and ensure there is at least one user in this group.

    Some more information below (the images are missing + the information may be a bit out-dated, but hopefully should give you an idea).  As and when we publish content, it will be available at http://officebeta.microsoft.com/en-us/products/project/

    Background

    The out of the box workflow is a sample workflow which is shipped with Project Server 14.  The concept behind the out of the box workflow was to create a sample workflow which highlights many of the features which come with Project Server 14 workflows.  At the same time, by creating a sample workflow and shipping the source code for the workflow, we are trying to make it easier for customers to develop their own workflows by using our code as a starting block.

    This document will be going over how the end user experience of our workflow is intended to work like.  It will also go over how some of the logic is designed, and give quick pointers on how the workflow can be modified or customized.

    Pre-requisites

    Before starting the Out of the Box workflow you will need to do the following:

    1. Setup the Team Leads group. 
      1. The team leads group is the group that the Out of the Box workflow will send all approval requests.  If this group is not populated with users no approvals will be sent and the workflow will simply fall through to the next stages
      2. Go to Server Settings à Manage Groups à Team Leads – and ensure there is at least one user in this group.
    2. Setup Business Drivers
      1. Business drivers will be needed for the Out of the Box Workflow
      2. Go to Portfolio Strategy à Business Driver Library
      3. Create Drivers for the department that the proposal will be part of.
      4. Please reference the “Portfolio Analysis” documentations on how to create Business Drivers.

    Creating a Sample Workflow proposal

    Creating a project which will use the Out of the Box workflow is just like creating any other project type.

    1.       Navigate to your Project Server webpage on your internet browser

    2.       Click on “Project Center” from the Left Navigation bar

    3.       Ensure that the “Projects” tab is selected from the ribbon

    4.       Click on the “New” icon in the ribbon, to bring down the drop down of Project Types found within this instance of Project Server

    5.       Select the “Sample Proposal” project type

     

    6.       This will begin the creation process of for this particular project type

    7.       Fill out the first page:

    a.       Name                                    -              Name of your new proposal

    b.      Description                        -              The description of your new proposal

    c.       Start Date                            -              The start date of your proposal

    ·   This will be the actual start date found in the project schedule

    ·   This field is not exposed again (by default) later on.  Make sure you set this value correctly in the beginning as you cannot change it later on

    d.      Owner                                  -              Owner of the project

    ·   By default this is set to the current user but can be changed

    e.      Project Department       -              The department this project belongs to

    ·   The values found here are taken from the “Project Departments” Enterprise Custom field

    o   This custom field can be found at: “Server Settings” à “Enterprise Custom Fields and Lookup Tables”

     

    8.       Once done filling out this first page, ensure the “Project” tab in the ribbon is selected

    9.       Click on the “Save” button found in the ribbon.

    10.   This will start the creation process for this proposal. 

     

     

    Stage 1 – Initial Proposal Details

    1. The very first page that will be displayed is the “Workflow Status Page”

     

    1. This page has four main sections: Current workflow stage details, workflow stage status message, a list of pages on the stage, and a grid of all the stages in the workflow.
      1. Workflow Stage Details:

     

    ·         This section displays the current Stage Name, and a discription of the stage

    ·         The stage discription is retrieved from the Stage settings found in the Project Server admin page.

    1.  
      1. Workflow Stage Status:

     

    ·         This message presents information regarding any requirements the user may or may not have to do.

    1.  
      1. Page list for current stage:

     

    ·         This section displays the list of PDPs (Project Detail Pages) available in the current stage.

    ·         Also displays the current status of the page (complete or incomplete) along with a description of the page (if available)

    1.  
      1. Workflow Stage list:

     

    ·         By default this table is collapsed.  Expand it to see the above screen shot.

    ·         Displays the list of stages within the current workflow, along with status details for the stages.

    1. To move to the first/next PDPs in the current stage do any of the following actions:
      1. Press the “Next” button found within the Project Tab in the ribbon.

     

    1.  
      1. Click on a Page within the Left Nav

     

    1.  
      1. Click on a Page in the “Available Pages in this Workflow Stage” (available only in the Workflow Status Page)

     

     

    Proposal Summary Page

    1. This page collects basic information regarding the project
      1. Name – Project Name

    ·   Text Field

    ·   Required

    1.  
      1. Primary Objectives – List of primary objectives the project could accomplish

    ·   Multi-select field

    ·   Required

    1.  
      1. Business Need – Field to enter the business justification for the project

    ·   Multi-line text field

    ·   Required

    1.  
      1. Proposal Cost – Estimated cost of the project

    ·   Cost Field

    ·   Required

    ·   ***Special field.  Read below

    1. The Proposal Cost field is a field that the workflow directly reads from.  The amount entered here will control what the workflow does next.
      1. For beta 1 – an amount greater than 20,000 units will cause the workflow to automatically reject the proposal
      2. For beta 2 – an amount greater than 1,000,000 units will cause the workflow to automatically reject the proposal
      3. To move forward in the workflow ensure an amount less than the set limit is entered
      4. This logic was done to demonstrate how the workflow is able to make business decisions on its own.  This is to help in creating automation within proposal processes.
      5. This value can only be changed by modifying the workflow within visual studio
    2. Once all of the information has been filled out press the “Save” button found in the Project tab in the ribbon, then the “Submit” button.

    First Approval Point – Initial Review Stage

    At this point the workflow status page for this project will indicate that the project is in Initial Review. 

     

     

    If it does not display this stage information, read the below section.  Otherwise skip this part.

    Automated Rejection – Then a cost greater than what this workflow allows was entered in the previous stage.  Please refere back to the previous section to see how to correct.  This project is however rejected and a new one will have to be created.

    A new stage information – This means you have skipped the review step and you are now in the very next stage.  This happens if there are no users within the Team Leads group.  Please refere back to the “Prerequisits” section of this document.

     

    To approve an Out of the Box proposal type do the following:

    1. Must be a member of the Team Leads group
    2. Click on “Workflow Tasks” found in the Left Nav

     

    1. Find the Approval Task associated with the proposal you wish to approve.
    2. Hit the drop down arrow next to the task
    3. Select “Edit Item”

     

    1. In the next popup div, review the Project and Approve/Reject it
      1. There is a “Link” found in the div that will take you to the proposal, so that you can review the proposal.
      2. The comments text box allows for comments to be entered.
      3. In the Home Tab on the ribbon you can:

                                                                   i.      Save – Saves the approval request information without making a decision

                                                                 ii.      Approve – Approves the request

                                                                iii.      Reject – Rejects the request

                                                               iv.      Close – Closes the dialog without saving any information.

    1. For now, click on Approve
    2. Go back to your project to see how it has progressed to the next stage.
      1. Project Web Access à Project Center
      2. Find your project, and click on it.

    Stage 2 – Proposal Details

    1. The first page displayed will be the workflow status page like before. The information now will be different as it will relate to this new stage.  You will need to fill out the following pages: Proposal Details, Proposal Start and End Dates, Schedule, Strategic Impact

    Proposal Details

    1. Areas Impacted – Indicate which areas this project could impact
      • Single select list field
      • Required
    2. Compliance Proposal – Indicate if this project is for compliance purposes
      • Single select drop down field
      • Not Required
    3. Assumptions – Indicate any assumptions being made in this project
      • Multi-line text field
      • Required
    4. Goals – Indicate any goals for this project
      • Multi-line text field
      • Required
    5. Fill in all required information then press “Save” found in the “Project” tab in the ribbon.
    6. Select the next page to fill out.

    Proposal Start and End Dates

    1. Proposed Start Date – Requested start date
      • Date field
      • Required
    2. Proposed Finish Date – Requested finish date
      • Date field
      • Required
    3. Approved Start Date – Approved start date
      • Date field
      • Not Required
    4. Approved Finish Date – Approved finish date
      • Date field
      • Not Required
    5. Fill in all required information then press “Save” found in the “Project” tab in the ribbon.
    6. Select the next page to fill out.

    Schedule

    1. Here you can create basic tasks for your project, just as you would in Project Client
    2. Create 1 or more tasks

     

    1. Press “Save” found in the “Task” tab in the ribbon.
    2. Select the next page to fill out.

    Strategic Impact

    On this page you will be selecting which drivers this project will affect and by what degree it will affect them.  ­­

    If there is nothing being displayed, you will need to create drivers in the Business Driver Library.  And ensure the drivers are for the same department the current project is in.  More information regarding creating drivers can be found in the Portfolio Strategy documents.

    1. Depending on what drivers you have created, select how this project rates against all of them.

     

    1. Once done filling out the strategic impacts, press “Save” found in the “Project” tab in the ribbon.
    2. If you are done filling in all of the required information on all of the pages press “Submit” found in the “Project” tab in the ribbon.

    Second Approval Point – Selection Review

    This approval point is the same as the previous one. Please refer to the “First Approval Point” section on how to approve the project.

    Portfolio Selection Review – Proposal Selection

    This section is similar to the approval points in that the proposal cannot proceed until the proposal has been “approved”.  But in this case the proposal must go through portfolio analyses, and be committed to go through. 

     

    Note: The proposal must be committed within Cost Analysis and Resource Analysis.

    Please reference “Portfolio Analysis” documentation for more details on how to do this.

    Once done go back to the Project

    Third Approval Point – Scheduling

    This approval point is the same as the previous one. Please refer to the “First Approval Point” section on how to approve the project.

    Stage 3 – Execution

    This this stage you will be primarily working with the Schedule PDP.

    1. Go to the Schedule PDP
    2. For all of the tasks set the % Complete to 100%

     

    1. Once done press “Save” found in the “Task” tab in the ribbon.
    2. If you are done filling in all of the required information on all of the pages press “Submit” found in the “Project” tab in the ribbon.

    Final Stage – Final Assessment

    A new PDP is exposed in this final stage.  The “Post Implementation Review” PDP allows for the user to collect information regarding how the project went.

    Post Implementation Review

    1. Post Implementation Review Date – Date of the review
      • Date field
      • Required
    2. Post Implementation Review Notes – Notes of the review
      • Multi-line text field
      • Required
    3. Fill in all required information then press “Save” found in the “Project” tab in the ribbon.
    4. If you are done filling in all of the required information on the page press “Submit” found in the “Project” tab in the ribbon.

    Project Complete!


    I am Project 2010 ready - are you ?
    Monday, January 4, 2010 11:10 PM