Storing Project Artifact Documents

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A document management facility within Windows SharePoint Services is created for each project when it is first created or imported into Microsoft Project Server. These libraries provide a repository for Project artifact documents that can include requirements, charters , specifications, illustrations, or any other material relevant to the project team's efforts on the project. The following sections describe the major features of Project Web Access document storage functions. Figure 28.16 depicts how project documents, risks, and issues are managed.

Figure 28.16. Project Web Access artifact management flow.

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Understanding Document Libraries

Document libraries allow you to store related information to your projects in organized groups. These groups or sublibraries are defined by you so that a "filing cabinet" concept can be instituted to hold all your related Project Documents. Figure 28.2 illustrates what happens when a project is published within the Project Server database repository.

See "Understanding Enterprise Collaboration Flow," p. 1121 for more information about general Project Web Access collaboration.


Using Document Libraries

When you select Documents from the top menu bar in Project Web Access, you will see a list of Project Document Libraries.

Document libraries are grouped by either My Projectsthose projects that have task assignments for you and other projects that you have permission to accessor the Public Documents Library, which contains general documents for the entire Project Server installation.

You can open a project document library by selecting a project link. The project document library page is displayed that shows subfolders for that library as shown in Figure 28.17.

Figure 28.17. Project Document Libraries can have subfolders.

graphics/28fig17.gif

Graphical "folder" icons are displayed with the name and description of each folder. By default, each project library has a "Shared Documents" subfolder created for it. You can also add new subfolders to contain various documents related to a project.

You can easily open a subfolder by selecting an existing folder to view a list of documents stored within that library. The displayed list includes document names and other important information about each document.

Hovering the mouse pointer over the document name displays a pull-down list of options. You can view or edit the properties of the document, check out the document, edit the document using Microsoft Office, view the document version history, set alerts, and start a discussion about the document.

Selecting the document name opens the document for viewing in a Web-based facility.

Linking Documents to Tasks

The natural lifecycle of projects often requires that document be related directly to working tasks within project schedules. Project Web Access 2003 allows you to link individual documents to specific tasks within a project schedule. These links are visible as a document icon in the indicator column when you view the schedule details within the Project Center.

Follow these general steps to link a document in a subfolder to a project task:

  1. Go to the document subfolder for a project and select the Edit icon next to the document you want to link. You will see three hyperlink choices below the Status field in the edit form.

  2. Choose the Select Project Tasks That Are Related to This Document link. A dialog box will appear with a list of tasks filtered for "My Tasks."

  3. Select the related tasks by clicking the check box on the left side of the list adjacent to the task name. Click OK after you select the tasks.

The selected task names will then appear in the edit form below the Status field. Document icons also appear to the left of the selected tasks in Project Center detail views.

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Special Edition Using Microsoft Office Project 2003
Special Edition Using Microsoft Office Project 2003
ISBN: 0789730723
EAN: 2147483647
Year: 2004
Pages: 283
Authors: Tim Pyron

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