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MS Project Server

There are 3 versions of Microsoft Office Project 2003:

• Standard: BASIC version allowing to carry out plannings
• Professional: Based on the standard version, it amongst other things integrates a more complete follow-up of the project by integrating statistics
• Server: Allows to communicate and collaborate with the various speakers of the project.

We will study the server version here, proposing a real solution in terms of project management tool in collaboration.

2.1. Installation

The installation of Project Server 2003 requires the following products:

• Windows Server 2000 (SP3) or 2003
• SQL Server 2000 (SP3) with Analysis services (document-case analyzer) installed to be able to install the analysis Portfolio functionality
• SharePoint 2003, in order to install the advanced functionalities of file sharing. It should be noted that SharePoint 2003 requires Windows 2003
• Project Professional

The 2003 acquisition of Project Server 2003 costs 1500$ and 1000$ for the professional version. There are the major stages of the installation:

• Creation of a new database SQL Server. It asks the name of the database server. To be used, it should be known that this server must be in mixed mode of authentication.
• Selection of the Analysis server’s name, if there is one. In the contrary case, this functionality can be installed later.
• Seizure of the URL of Project
• Seizure of the URL of SharePoint services administration. This stage can be carried out later on, if SharePoint is not installed for example.
• Two environments arise:
  • None-enterprise: this environment installs the minimum functionalities for project management: notifications and reminders by electronic mail, the time sheet, state reports, and the management of documents, problems and risks. This is thus intended for the structures wishing to use only the limited functions of collaboration.
  • Enterprise: this type of installation installs all functionalities which Project can propose. It thus takes those of None-enterprise by adding the list of company’s resources, global model, project versioning, advanced security, the document-case analyzer, the document-case modeller.

We can note many constraints of installation. In addition to its cost, the choice is very limited with regards to the operating system and non-existent for the Web server and the database server. This enters logically in Microsoft policy where all their products are dependent one another, thus proposing complete and homogeneous solutions.

2.2. Features

Project Server is a Web tool which can be divided into two sections:

• Administrator
• User

However, we will see in the user part that it is necessary to use Project Professional.

2.2.1. Administrator section

This section allows administrators to manage Project. Here the various administrable points:

• The users and group management offers an advanced administration. Both types of authentication (by Windows or the program) are present. The user can be affected with one or more groups defined by Project. Additionally a rather significant list of action authorization is added as well as the selection of the categories to which the user has the right to access.
• The management of categories, corresponding to the projects, resources, tasks, subordinates and organizations related to the users. It is thus possible to pre-define authorizations for a category and to select users and groups belonging to this category.
• The display management, allowing to personalize each table and graphs of the site. Thus, it is possible to add fields, to modify the column’s width, to carry out sorting and regroupings. A list of fifteen different GANT’s diagrams is selectable with different formats. The personalization of the charts is an extremely useful functionality: it is often interesting to see appearing (for example) advance, delay, estimated cost, real or remaining on summary tables which do not take any into account by defect.
• Server configuration. It amongst other things takes again parameters settings carried out with the installation like the activation of the functionality enterprise or none-enterprise. Moreover, a complete list shows each functionality where we can specify if this one must be available or not.
• The SharePoint services management. Allows to connect to the SharePoint portal server. We will not analyze the tools relating to SharePoint in this document.
• The enterprise functionalities management. This page allows to configure the update of the tables, resource and OLAP cube. An OLAP cube allows to provide data to the document-case Analyser functionality. It is generated starting from the data stored in database tables of Project Server. To be able to extract data from availability, these tables need an interval of date. This form thus makes it possible to specify this interval.
• The Project Web Access personalization recalls parameters of follow-up: method of tasks advance indication (percentage, schedule), parameters of period (day of beginning of the week, breaks into leaf of time weekly magazine/monthly…).
• Cleaning of the database. Its purpose is to release space in the database by removing old elements such as tasks, reports of state, projects or resources.

All this allows a simple and complete management of Project Server. This section is addressed to beginners thanks to pre-configured parameters as projects managers wishing to personify access to the maximum.

2.2.2. User section

This section allows to visualize published projects. To publish a project, it should have been created under Project Professional as a preliminary.

2.2.2.1. Creation of a project under Project Professional

The first stage of project creation under Project Professional is to "define the project". It is then asked if we want to use Project Server. From there, connection information for Project Server can be specified. The project is then published on the server. This last must be approved as a trust site.

The use of Project globally remains similar to a normal use (without Project Server). To create a project team, it is simply necessary to click on "Adding the people starting from Project Server".

A window appears with the list of Project Server users which can be added as a team member. Once members added, they are available in the list of the resources.

When a project is ready to be published, the menu "Collaborate" makes it possible to publish what one wishes:

• All data: allows to publish/republish all data of the project.
• New and modified assignments
• The project plan with its summary

The project is then visible in the Project mitre on the Web interface:

This interface proposes 8 principal mitres:

• Tasks
• Projects
• Resources
• State reports
• Updates
• Risks
• Problems
• Documents

2.2.2.2. Tasks

Each connected user can see tasks which are assigned to him. This one enables to:

• mask a task of the time sheet
• refuse a task, returning it to the person in charge for an update
• update the advance of the task
• insert remarks
• bind risks, problems or documents (this requiring SharePoint)

Each member can visualize his tasks directly starting from the Outlook’s calendar. It is thus possible to see the evolution of project’s tasks at the same time as its appointments. The projects managers are able to see the updates of their advance in real time.

2.2.2.3. Projects

Only to the projects officers, resources and team can access this section. The persons in charge are able to visualize the advance of the projects and the associated tasks. For each task it is possible to bind risks, problems and documents. A menu proposes additional functionalities:

• To analyze the project with the document-case Analyzer. This makes it possible to analyze in real time the data on the projects in order to identify the possible tendencies and risks.
• Management of personal lists or shared tasks. This list makes it possible to be defined independent tasks whose management is carried out only on Project Server. This list of tasks does not take in account the planning functionalities such as dependences, hierarchies and calendars.
• To archive projects

2.2.2.4. Resources

Only to the projects officers, resources and team can access this section. The resources management allows to obtain precise information on the use of those.

The resource centre allows to evaluate the workload of the resources on the different projects. The advanced management tools of the resources facilitate the distribution of members according to their competences, availability or geographical situation. Just as the projects, document-case Analyser permits to analyze the resources.

2.2.2.5. State reports

State reports allows to obtain weekly, monthly or annual reports of the members on various points like the significant problems, the major successes or the goals for the next period.

Thus the projects managers can have a summary of the occurred problems or possible, being likely to delay the project.

Those reports are entirely configurable: the members for whom they are intended, the time when the report must be carried out or the subjects which must be tackled.

2.2.2.6. Updates

Only to the projects officers, resources and team can access this section. Each modification carried out generates an update. The project manager visualizes these updates in this section. This one can accept them or refuse that causes to update the project in Project Professional and to archive the modification. If an update is refused, a mail is sent to the person in charge for the modification.

It is possible to define rules of automatic acceptance for the new requests for tasks, assignment, delegation, the updates of tasks, for certain projects or member.

2.2.2.7. Risks

This functionality requires Microsoft SharePoint 2003. This section proposes to submit, bind or follow risks for a project. These lists of follow-up allow to the team members to improve the control of the project.

2.2.2.8. Problems

This functionality requires Microsoft SharePoint 2003. The functionalities are identical to the risks section.

2.2.2.9. Documents

This functionality requires Microsoft SharePoint 2003. It allows to share documents related to the project. Documents can be added, removed, consulted or update. A versions history allows to visualize each one of them.

2.3. Conclusion

Microsoft proposes here a complete solution of follow-up of project. All the necessary elements to this management are present. However no real product of bug follow-up is proposed, which is shown often essential during the phase of client receipt.

It is regrettable that many functionalities are disable if all other programs are not installed and no other alternative is proposed.