Database Administration and Management

There are several administration functions you will perform in Project Web Access to clean up and keep the Project 2003 environment up-to-date.

Checking in Enterprise Projects

Microsoft Project prevents users from overwriting each other's schedules by automatically checking out projects for the user if read/write access is requested .

While a project is checked out, other users can only read itthey can't modify it. A user can save a read-only file with a different filename or version, but he or she cannot overwrite the original file.

If a user does not correctly check a project back in, the administrator can force the project to be checked in. To force a check-in of a project, follow these steps:

1. Log in to a Project server as an administrator.

2. Select Admin, Manage Enterprise Features, Check-in Enterprise Projects. A list of all checked-out projects and who has them checked out appears. Two options, as shown in Figure 25.7, can be selected from this screen:

   • Check-In The Check-In option resets the flag in the database so that the project is stored with checked-in status and is available for other users.

   • Refresh The Refresh option refreshes the screen so that it is possible to confirm that requested actions have resulted in the expected responses.

   Figure 25.7. The administrator can force the check-in of an enterprise project.

   

3. Select the project you want to check in and select the appropriate action (Check-In or Refresh).

CAUTION

Before Project checks in the project, a warning dialog box appears, asking for confirmation that the action is correct. If you check in a project that has been checked out, the user who has the project checked out will only be able to save changes to the database if he or she saves their checked-out project as a new project.

You must exercise caution when forcing the check-in of an enterprise project. The administrator is strongly urged to investigate who has it checked out and have that person check it in whenever possible; otherwise , any data entered by the person who has the project checked out might be lost.

NOTE

Project Managers can also check in projects they have checked out using Check in my projects in the side pane of Project Center.

Checking in Enterprise Resources

Microsoft Project prevents users from overwriting changes to the enterprise resource pool by automatically marking enterprise resources as checked out when the enterprise resource is opened for read/write access from the enterprise resource pool.

While an enterprise resource is checked out, other users can still add the checked-out enterprise resource to their projects and assign it to tasks ; however, the other users can only read the enterprise resource's attributes (such as Max Units or Rates)they can't modify them.

If a user does not correctly check a resource back in, the administrator can force the resource to be checked in. To force a check-in of a resource, follow these steps:

1. Log in to a Project Web Access as an administrator.

2. Select Admin, Manage Enterprise Features, Check-in Enterprise Resources. A list of all checked-out resources and who has them checked out appears. The two options available to the user are the same as for checking in enterprise projects, as described in the section "Checking in Enterprise Projects," earlier in this chapter.

3. Select the resource you want to check in and select the appropriate action (Check-In or Refresh).

CAUTION

Before Project checks in the enterprise resource, a warning dialog box appears, asking for confirmation that the action is correct.

You must exercise caution when forcing the check-in of an enterprise resource. The administrator is strongly urged to investigate who has it checked out and have that person check it in whenever possible; otherwise, any data entered by the person who has the project checked out might be lost.

Cleaning Up the Project Server Database

You can remove tasks, status reports , projects, and resources from the database if needed. To clean up the database:

1. Log in to a Project Web Access as an administrator.

2. Select Admin, Clean Up the Project Server database. Select the radio button for the kind of cleanup you would like to perform, as shown in Figure 25.8.

   Figure 25.8. You can delete tasks, resource task changes, status reports, to-do lists, projects, and resources.

   

3. For Tasks, Resource task changes, and Status Reports, select the time ranges for the tasks or status reports you would like to delete. For projects and to-do lists:

   • Highlight the project or to-do list in the grid. You can only delete one project or to-do list at a time.

   

   For resources:

   • Select the resource from the drop-down box. You can use the default comment, or enter a new comment about the resource deletion.

   NOTE

   When you delete a resource, Microsoft Project changes the resource to a local resource in project schedules to which the resource has been assigned.

4. Press Delete. You will receive a warning message to ensure you want to continue with the deletion. Press Yes to continue.