Introduction to Enterprise Collaboration

Chapters 24 through 27 describe how people across the organization use project and resource management functions within Project Web Access 2003. In this chapter, we discuss several Project Web Access collaboration features, including

• Task Assignments for timesheets ” Project managers use techniques to inform team members they have working tasks .

• Submitting Timesheets ” Team members submit timesheets for approval and update to project tasks.

• Adjust actual time ” Using electronic timesheets to revise actual hours reported .

• Reporting project status ” Use predefined status forms to get project status from team members.

• Managing project documents ” That support overall project objectives.

• Recording and managing risks ” Use electronic tracking methods to manage project risks.

• Issues management ” That can be attached to individual project tasks.

• Using Outlook to view tasks ” In a convenient format.

Table 28.1. New Microsoft Office Project 2003 Features for Enterprise Collaboration

New Professional Edition Feature	Project Management Functions
Multiple timesheet approvers	Allows staff and resources manager to review and approve timesheets before posting to projects
Timesheet lockdown periods	Provides time-data security to prevent changes
Risk management	Enables project managers to record and track progress to address risks
Outlook integration	Improves information exchange between Microsoft Outlook and Microsoft Project 2003 Professional

Project Server 2003 provides a robust environment supporting data storage and exchange so project teams can share information. Project data and associated documents are stored within the Project Server database repository and are managed by people who have access permissions to that data.

Project Web Access users can review, discuss, and exchange information about each project stored in the Project Server database repository. Each team member uses Project Web Access functions to review and update information like: timesheets, associated project documents, risks, issues, and status reports . All of this information is stored and managed through the set of functions found within Project Web Access as illustrated in Figure 28.1.

Figure 28.1. Project Web Access provides several collaboration functions such as Tasks, Status, Updates, Risks, Issues, and Documents.

Project managers use Microsoft Project 2003 Professional to develop work breakdown structures, assign team members to working tasks, and save project schedules into the Project Server database repository. Each time the project manager updates a project schedule, Project Server automatically manages information storage locations and transmits messages to team members and others who need to review updated project information.

Team members, project managers, and other Project Web Access users see the project information and can interact with the data using Project Server electronic collaboration techniques. As team members update project collaboration data, automatic messages are again transmitted to the subscribers so they can review the changes and stay informed about key project status and content.

The sections within this chapter give you more information about the key Project Server collaboration features and how to use the functions to manage project information.

For information on Project Server architecture, see "System Architecture and Requirements," p. 968 .

Understanding Enterprise Collaboration Flow

The Project Server architecture automatically creates and manages the internal data structures and information storage locations. When a project schedule is defined and stored within the Project Server 2003 database repository, the architectural components of Windows SharePoint Services are directed by Project Server to create the needed storage locations for that project.

Once the Windows SharePoint Services information stores are created, Project Web Access users are given access to that information based on their individual Project Server security permissions to a project. If the Project Web Access administrator changes user permissions, Project Server automatically directs Windows SharePoint Services to update permissions accordingly .

The flow diagram in Figure 28.2 illustrates these general principles.

Figure 28.2. Project Server manages Windows SharePoint Services information stores.

Once the project schedule collaboration infrastructure is established, then Project Web Access users can view project data and use the collaboration features to share information.