Project Server 2007 Functional Specification

EPM Pilot Project
Functional Specification - EPM Core

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Document Details
Modification History
Version Date Name Comment
1.0 08/09/2008 Kevin Edwards Final version.
Definitions / Acronyms
Acronym Definition
EPM Enterprise Project Management
MSF Microsoft Solution Framework
WSS Windows SharePoint Services
PM Project Manager
IS Information Services
IP Projects Department(Department within Information Services)
MSP Project Professional 2007
MSPS Project Server 2007
PWA Project Web Access (web interface for Project Server 2007)
EPM Solution Microsoft Office Enterprise Project Management Solution comprising off Project
Professional 2007 and Project Server 2007 (including Project Web Access)
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Table of Contents
Document Details.......................................................................................................................................2
Modification History.....................................................................................................................................2
Definitions / Acronyms.................................................................................................................................2
Sign off..........................................................................................................................................................2
Table of Contents.............................................................................................................................................4
Document Purpose...........................................................................................................................................7
User Roles.........................................................................................................................................................8
Project Workflow..............................................................................................................................................9
Project Definition and Initiation...................................................................................................................9
Detailed Steps for Project Definition and Initiation....................................................................................11
Create a project......................................................................................................................................11
Enter Project Information.......................................................................................................................15
Save and publish the project..................................................................................................................16
Access Risks, Issues and Documents.......................................................................................................17
Work with Issues and Risks.....................................................................................................................18
Work with Documents............................................................................................................................19
Optional: Setting up a master project.....................................................................................................21
Project Planning..........................................................................................................................................23
Detailed Steps for Project Planning............................................................................................................25
View resource usage...............................................................................................................................25
Enter tasks and assign work resources...................................................................................................27
Enter budget values................................................................................................................................29
Assign non-work resources for tracking costs........................................................................................33
Enter milestone data..............................................................................................................................35
Baseline project......................................................................................................................................36
Create status report requests.................................................................................................................37
Project Execution........................................................................................................................................39
Detailed Steps for Project Execution..........................................................................................................41
Update task progress..............................................................................................................................41
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Submit status report responses..............................................................................................................44
View status report responses.................................................................................................................46
Display and export reports.....................................................................................................................47
Project Closing............................................................................................................................................55
Detailed Steps for Project Closing...............................................................................................................57
Delete status report requests.................................................................................................................57
Close tasks to update..............................................................................................................................58
Project Server 2007 Configuration.................................................................................................................59

Resources...................................................................................................................................................59
Budget Resources...................................................................................................................................59
Generic Resources..................................................................................................................................59
Enterprise Custom Fields............................................................................................................................60

Project custom fields..............................................................................................................................60
Project custom field formulas.................................................................................................................62
Project custom field graphical indicators................................................................................................63
Task custom fields..................................................................................................................................64
Task custom field formulas.....................................................................................................................64
Task custom field graphical indicators....................................................................................................65
Resource custom fields...........................................................................................................................65
Lookup tables.........................................................................................................................................65
Views..........................................................................................................................................................67
Project Center.........................................................................................................................................67
Project Details........................................................................................................................................69
Resource Center.....................................................................................................................................70
Data Analysis..........................................................................................................................................71
Security.......................................................................................................................................................72
Enterprise Calendars..................................................................................................................................73
Standard.................................................................................................................................................73
Cubes..........................................................................................................................................................73
Project Workspace.....................................................................................................................................73
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Project Documents.................................................................................................................................74
Issues......................................................................................................................................................75
Risks........................................................................................................................................................77
Enterprise Global Template Views..............................................................................................................78

Enterprise Templates..................................................................................................................................79
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Document Purpose
From planning workshops held by the EPM team at the ................, a typical project life cycle has been
developed and mapped to Project Server 2007 based on the organisation’s methodology. The decisions
made during the workshops are documented within this functional specification.
The functional specification includes systematic instructions on what users will need to do in order to
update project information within the EPM Solution. Furthermore, the functional specification is the basis
for the high-level training worksheet and will outline the settings and configurations undertaken within the
Project Server 2007 environment.
The functional specification describes how to use the EPM Solution to enable the vision statement for this
project to become a reality. It has a focus on the minimum processes that need to take place for this
purpose. The EPM Solution is a tool that captures information only. A consistency of process needs to
occur amongst all users that interact with the Solution for it to operate successfully.
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User Roles
This section outlines the user roles (groups) to be set up within the EPM Solution. The user roles represent
all users that are involved in the use of the pilot solution.
The table below outlines the user roles and the associated access levels with their team responsibilities.
Some users may belong to more than one role, combining and increasing their level of access.
User role User role responsibilities
Executives (IS Executive, Portfolio  View all available views/reports, including Projects,
Administrators, Project Governance) Program and Resource information
Executives have access to

views/reports in order to have an
overview of future projects and
projects currently being tracked in
the EPM Solution.
Project Managers  Start and manage new projects

 Convert proposals to projects
Each project will be assigned a single
 Plan project schedules, cost and resources assignments
project manager who is delegated
 Upload project documents
responsibility for successful
 Raise and manage project risks and issues
completion of the project.
 Baseline projects
Project Managers build project  Publish assignments to project team members
schedules in MSP and plan and  Accept or Reject team member task updates
negotiate resourcing within the EPM  Track project schedule and cost
Solution. The PM is responsible for  View all available online views, including Projects, Program
ensuring that the project schedule is and Resource information
kept updated for reporting.  Create status report requests
Team Members  Receive task assignments through Project Web Access

 Update task progress to project manager
Team Members are all users who
 Upload project documents
may be assigned to work on a project
 Raise and manage project risks and issues
task. When building the team for a
 View all available views/reports, except those containing
project, include anyone who may
Cost and Budget information
work on the project or need access to
 Submit status reports
the project’s workspace.
Administrators  Maintain configuration including resources and views
This role includes both “business”

administrators and system support
staff. Users in this role will conduct
day-to-day administration of the
EPM Solution.
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Project Workflow
This section outlines the workflow of a typical project life cycle within IS. It maps the process to the EPM
Solution and introduces users to a systematic guide of how to use the EPM Solution within each individual
project phase.
Project Definition and Initiation

Actions to be performed by Projects Departmentto add the project to Project Server 2007
A project manager (PM) within Projects Departmentwould perform the following actions to create a new
project within the EPM Solution and set it up correctly.
1. Either a proposal is created which can then be later upgraded to a project using Project Web
Access, or the PM can create a blank project within MSP and save it to MSPS.
2. The start date is set for the project and mandatory project information fields are entered for the
project (these are described later in this document).
3. The project is saved and published.
4. Initial risks and issues are entered, and project documents are uploaded.
5. Optionally, the project is included within a master project.
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Detailed Steps for Project Definition and Initiation
Create a project
User Role(s) Project Manager
There are two options for creating a project, either via a proposal within PWA or directly from MSP. Note:
the subsequent sections in this document apply no matter how a project has been created.
Option 1: Create a new proposal in Project Web Access (and upgrade later to a project)
Create the proposal

Projects that IP know will or are likely to take place at some point in the future can be entered into the
system using the proposals feature:
1. From Project Web Access, click Proposals and Activities in the Quick Launch bar.
2. On the Proposals and Activities menu bar, click New then Proposal.
3. Enter a Name, Start Date (estimated is fine), and Plan Owner. Do not use the Description field, as
this will be entered lower down the form.
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4. If desired, select a State describing whether the proposal is Proposed, Approved or Rejected.
5. Fill in the rest of the custom fields for the proposal. Only those marked with a red asterix are
mandatory and require a value.
6. Click Save, which will take a few seconds.
7. The user is now presented with a task entry screen. High-level task(s) can be entered here. The
user should use this screen by entering information column-by-column, then clicking Save after
each one (e.g. task names, Save, durations, Save, etc.). It is not recommended to assign a resource
to a proposal.
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8. If the proposal is to be seen in Project Center views, click Save and Publish when finished entering
proposal information.
9. When completed working with the proposal, click the Close button.
The project workflow stops here until the proposal is converted to a project.
Convert the proposal to a project

Once the proposal has been approved and is to become a project, it needs to be converted so it can be
opened in MSP:
1. From the Proposals and Activities page, click on the icon to the right of the proposal name (not on
the proposal name itself as this will open it for editing).
2. Click the Convert button.
3. Click OK to the message that appears. This will remove it from Proposals and Activities and turn it
into a project that can only be opened from Project Professional.
Option 2: Create a new project in Project Professional 2007

The user can also open MSP and create a new project from scratch for this step. Alternatively, if one of the
Prince2 project templates can be used to start the project:
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1. From Project Professional 2007, click File then New….
2. Click On computer… from the left hand task pane.
3. Click on the Enterprise Templates tab and double click on a template.
4. A project schedule is now presented to work from.
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Enter Project Information

Enter the values for custom fields that have been defined for the purposes of reporting:
1. With the project schedule open in MSP, click Project then Project Information….
2. Choose the Start Date for the project.
Under the Enterprise Custom Fields section of the dialog, set values to describe properties of the
project (see ‘Project custom fields’ later in this document for details on the purpose of each field).
The user must enter values for all fields that are mandatory (have an asterix) before the project can
be saved.
This dialog box will need to be revisited over the course of the project’s lifetime to update information such
as Stage.
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Save and publish the project

When the project is ready to be saved:
1. Click File then Save. Enter a name for the project and click Save.
To make the changes available for reporting and create a project workspace, click File then
Publish… . This will show the project’s data in Project Center. The publish command needs to be
executed each time an updated project’s data needs to be displayed in reports. The publish
command also provides access to the project workspace (team members don’t have contribute
access until they are assigned to a task).
Note: the first time that the publish command is used, the user will need to accept the option to
create a project workspace for the project (there is no need to change any settings here).
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Access Risks, Issues and Documents

Team Member
The first time a project is published, a project workspace is created to enter risks and issues, and upload
documents. To access the workspace:
1. From the Project Web Access home page, click on name of the project in the Project Workspaces
list to display its workspace.
2. In the window that opens, Risks, Issues and Documents are accessible by clicking on links in the
Quick Launch bar on the left of the screen.
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Work with Issues and Risks

Team Member
The Issues and Risks lists in the project workspace are intended to replace the existing logs currently in use.
To add issues:
1. Click on Issues in the Quick Launch Bar to open the Issues list.
2. Click on the New button to open the New Issue form.
3. Enter the issue details and then click OK to save.
To add risks, subsitute Issues for Risks in the instructions above.
To edit existing items in these lists, click on the list item and select Edit Item.
To delete existing items in these lists, click on the list item and select Delete Item. This sends the item to
the site Recycle Bin.
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Work with Documents

Team Member
The Project Documents library in the project workspace is intended to replace the currently used file share
for project documents. To add documents to the library:
1. Click on Project Documents in the Quick Launch Bar to open the Project Documents library.
2. Navigate through the folder structure to where the document should be uploaded.
3. Click Upload on the menu bar.
4. Click Browse and locate the existing file on the file system. Click OK to upload the document into
the document library. The file should then be deleted from the file system so all future work on the
document occurs from the document library.
5. Enter any document properties required, then click Check In.
To edit documents that already exist in the library:

1. Click the drop-down menu alongside the name of the document.
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2. Click OK to confirm the document will be checked out. This means that only one person at a time
can edit it. Saving to the local drafts folder will allow the document to be edited offline.
3. When the user has finished working with the document, they should select whether to check it
back in and keep their changes or not.
4. If the document is being checked back in, enter comments on the changes made and click OK.
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Optional: Setting up a master project

Master projects make the management of complex projects, multiple related projects, and projects with
different project managers more effective. They allow multiple projects to be inserted into a single project
schedule, and include high-level tasks specific to the master project. Tasks from different projects that are
contained within the master project can be linked together easily. Master projects are created by inserting
other projects into them:
1. Identify and open the project that is to become a master project, click Insert then Project….
2. Select the project to insert into the master project and click Insert.
3. Save and publish the master project using standard procedure. Links can now easily be created
between tasks in different projects.
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Inserted project
Inserted project
Linked tasks
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Project Planning
Actions to be performed by Projects Departmentto plan the project
A project manager (PM) within Projects Departmentwould perform the following actions to prepare the
project schedule and assign resources to it.
1. The detail of tasks and their dependencies are built within the project schedule.
2. Resourcing is negotiated within Information Services. Project Server views and the Resource
Availability function are used to view staff demand and availability. Resources are assigned against
tasks in the project schedule where possible.
3. Budget information is entered.
4. Non-resource costs that will occur in the project are entered.
5. A baseline from which project progress can be measured is set.
6. The Project Information dialog (introduced in the Project Definition and Initiation section) is
regularly revisited to keep project information updated.
7. The project is regularly published so updated information is available to all users within views.
8. A status report request is created for the project.
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Detailed Steps for Project Planning
View resource usage
User Role(s) Executive
Project Manager
To get some idea of the availability of resources and the projects they are assigned to, the resource usage
functionality of PWA can be used:
1. Click Resource Center.
2. Place ticks next to the resources for which usage detail is to be displayed. (Note: these screenshots
show an example of three disparate resources, however an entire team can be selected by using
the Roles and RBS view to group by team).
3. To see what projects the resources are assigned to, click View Assignments.
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4. Alternatively, to see the availability of resources click Resource Availability. Notice that a drop-
down in the top-right corner of the screen allows different views of this data. Particular resources
or projects can also be hidden from the view.
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Enter tasks and assign work resources

At this stage, known tasks and how long each will take should be entered. Then assign resources against
the tasks, even if they are generic ‘placeholder’ resources. When the project is published, this will show the
demand on different types of resources within the EPM Solution and their allocation to this project. To
build a team of resources:
1. With the project open in MSP, click Tools then Build Team from Enterprise.
2. Click the Existing filters drop down and select the type of resources to be added to the project (or
All Resources to see all of them).
3. Click on resources from the left and then click Add to join them to the team on the right. (Note:
screenshots show an example of adding generic resources rather than real users.)
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4. Once all resources are within the team for this project, click OK.
5. Click View then Resource Sheet to see the resources working on the project.
6. Tasks can now be assigned to these resources within the project schedule.
7. When the publish command is issued, assigned resources with e-mail addresses will receive an e-
mail notifying them of assigned tasks.
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Enter budget values

Enter the budget values allocated by project governance for each cost type, in order to compare with actual
cost in reports:
1. With the project schedule open in MSP, click Tools, then Options.
2. In the View tab, click Show project summary task. Click OK. This displays the task with ID 0 that all
tasks in the project roll up to. It is against this task that budget resources are assigned.
3. Click Tools, and then Build Team from Enterprise.
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4. Click on the Existing filters drop down, and select Budget Resources. This will display only budget
resources (i.e. the cost types that budget values can be assigned to).
5. For each cost type that has been provided with a budget value by project governance, click on it
and then click Add to include it to the list of available budget resources for this project. When
finished, click OK.
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6. Click on the project summary task at the top of the project (task 0), then click Tools and Assign
Resources.
7. All budget resources should already be selected. Click Assign to assign them so budget values can
be entered against them, then click Close.
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8. The user will now be able to enter budget values for each budget resource. Click View, then
Resource Usage.
9. In the Budget Cost column for each cost type, enter the budget value for the project summary task.
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Assign non-work resources for tracking costs

Cost data is typically generated from how resources have been configured. Work resources have a standard
rate that generates a cost. Material resources have a rate per use that generates a cost. Cost resources
have a particular cost value specified each time they are used in the plan.
Resource costs
Resource costs are rate-based and calculated from the amount of work performed by a resource multiplied
by the resource’s standard rate. For all enterprise resources created in the EPM Solution, this is configured
by an administrator. Therefore, this is automatically calculated by assigning any enterprise resource with a
standard rate to a task.
If the Cost Type for the resource has also been set, views can be configured to allow costs for each Cost
Type to be compared against their budgeted value. This can be done by creating a Project Detail view that
includes the Cost and Budget Cost columns, and is grouped by Cost Type.
Other costs
The costs of non-resources can be tracked by adding them locally to the project. (Note: if these costs need
to be tracked across different programs or the entire portfolio, create them as enterprise resources.) This
section describes how to create local resources.
1. With the project open in MSP, click View then Resource Sheet.
2. Type a name for the resource and select the Type for the resource as either Cost or Material (only
choose Work to include a resource that does not exist in the organisation and does not need its
time tracked at the program or portfolio level).
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3. Select the Cost Type for the resource.
4. Enter any remaining type-specific information for the resource. It can now be assigned to tasks.
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Enter milestone data

On tasks that have been made milestones (duration = 0 days), further data can be added in the Planning
Gantt view. This extra data is displayed for reporting in the Project Milestones and Program Milestones
views.
1. Click Views then Planning Gantt.
2. For tasks that are milestones, scroll to the right of the screen so columns starting with the word
Milestone appear.
3. For each milestone, click in the Milestone Stage column and choose which stage the milestone
occurs in. Enter details for the stage under Milestone Stage Description.
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Baseline project
In order to report on how a project is tracking during the execution phase, a baseline should be set once
the project has been planned:
1. With the project schedule open in MSP, click Tools, Tracking, and then Set Baseline.
2. Click OK to baseline the entire project.
In the event of a change request, new tasks can be baselined by selecting them in the project schedule and
using the Set Baseline dialog with the Selected tasks option chosen.
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Create status report requests

Status reports can be used to provide topics for resources to respond to, such as accomplishments so far
and objectives for the next period. A status report request needs to be created to use this functionality:
1. From Project Web Access, click Status Reports in the quick launch bar. In the Requests section,
click New, then New Request.
2. Enter a title for the report (this may be the name of the project), followed by how often resources
are to provide status reports, the status report start date, and who should respond to the status
report request.
3. Configure which sections resources should respond to in the report by using the Insert Section and
Delete Section buttons, and by entering names and descriptions for each section.
4. Click Send to alert resources to the status report request.
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Project Execution
Actions to be performed by Projects Departmentto execute the project
A member of the Executive team would perform the following actions to execute project schedules.
1. Review project, program and portfolio level reports to assess progress of projects within the EPM
Solution.
A project manager (PM) within Projects Departmentwould perform the following actions to execute the
project schedule.
1. Task update information provided by users is used to update progress within the project.
2. The Project Information dialog (introduced in the Project Definition and Initiation section) is
regularly revisited to keep the project’s information (such as current stage) updated.
3. The project is regularly published so updated information is available to all users within views.
4. Issues and risks are updated.
5. Status report responses from team members are regularly reviewed.
Any change requests that occur would be added to the project and those particular tasks baselined.
A team member (TM) would perform the following actions to execute project schedules.
1. Provide the project manager with updates on the progress of their tasks.
2. Submit status report responses.
3. Update issues and risks.
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Detailed Steps for Project Execution
Update task progress
Team Member
Option 1: Resources report on progress of tasks via Project Web Access
This option has the benefit of an approval workflow, audit trail and improved efficiency for a busy project
manager who can make their task updates in one place.
Notify project manager of task progress

Team members assigned to a task can notify the project manager of the Start date, Finish date, and %
Progress of a task, through Project Web Access:
1. Browse to Project Web Access and click on My Tasks.
2. Click on each field and enter Start, Finish, % Progress and Health to inform the project manager of
the status of a task.
3. Once the status of all tasks has been updated, click Save All.
4. Review the updated tasks and if satisfied place a tick next to each task to be submitted to the
project manager. Click Submit Selected.
5. If desired, enter a comment providing more detail on the status of the tasks.
Approving the task updates

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The project manager can then review the submitted task progress and decide whether to approve and
include in the project schedule, or reject:
1. Browse to Project Web Access and click on Task Updates.
2. The task updates from the project’s resources is presented and how the task is progressing can be
reviewed.
3. Details on what was changed for each task can be viewed by clicking on the name of the task.
4. Preview what effect the task updates will have on the schedule by ticking the updates to be
included and clicking Preview. Then examine the coloured tasks.
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5. To approve certain tasks, place a tick next to them and click Accept. Conversely, to reject certain
tasks, place a tick next to them and click Reject. A response can then be provided back to the team
member.
If task updates have been accepted, when the project is next opened in MSP a message will appear
to update the local copy with that modified on the server. Click Yes to work with this updated
project.
Option 2: Resources report on progress of tasks to project manager

Alternatively, resources can report the progress of their tasks to the project manager outside of the EPM
Solution and their progress can be updated within the project schedule manually by the project manager.
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Submit status report responses

User Role(s) Team Member
Recipients of a status report request can use it to respond to the topics for which the project manager has
requested information.
1. From Project Web Access, click Status Reports in the quick launch bar. Click on the title of the
status report request under Responses to create a response for it.
2. Review the time period for the response and enter response information for each status report
section.
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3. Click Send.
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View status report responses

When team members have created responses to the status report request, the project manager can review
them:
1. From Project Web Access, click Status Reports in the quick launch bar. Under Requests, click the
name of the status report to display its responses.
2. To view the response of a particular resource, click on the document icon for their resource name
and time period and click Open.
To view the response of all resources for a particular time period, click the column heading for it to
select all responses of the period and click Open.
3. The responses are displayed.
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Display and export reports

User Role(s) Executive
Project Manager
There are several ways to export the various views seen in the EPM Solution. This section describes how
data can be exported from the Solution.
Project Center, Project Detail, and Resource Center Views

1. With the view displayed on the screen from which to export data, click Actions then Export Grid to
Excel.
2. Excel will appear with the data in the grid displayed.
There is no way to export the Gantt chart from this view.
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Data Analysis Views
Export images
This section describes how to export the information displayed in a Data Analysis view to a static image.
1. With the Data Analysis view displayed on the screen from which to export data, click either Save
PivotTable as Image or Save PivotChart as Image.
2. Confirm the filename to be used for the image (it will be saved to the desktop) and click OK.
3. Click Yes to confirm the image is to be saved to the desktop, even if it overwrites an existing file.
A PivotTable image looks like:
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A PivotChart image looks like:
Export PivotTable to Excel

This section describes how to export the PivotTable displayed within the Data Analysis view to Excel for
further analysis or formatting to include in a report.
1. Click the Export to Microsoft Office Excel button on the toolbar.
2. Excel will open and ask whether the data should be refreshed automatically. Click Enable
automatic refresh to include the same fields from the Data Analysis view in the Excel PivotTable.
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3. The PivotTable is displayed in Excel and can be formatted or reconfigured if required.
Project Professional 2007
Visual Reports
This section describes how to export the information for a particular project into Excel 2003 or 2007, or
Visio Professional 2007.
1. With the project to be reported upon open in MSP, click Report, then Visual Reports.
2. Double-click on the report to be generated (there are other options in this window such as creating
more reports which are not covered here). Only Excel reports will display if Visio Professional 2007
is not installed.
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3. The report is generated and displayed.
Copy Picture
This section describes how to export the information for a particular project into a static image.
1. With the project to be reported upon open in MSP, ensure the screen is set up with the particular
view and columns needed in the image.
2. Click Report, then Copy Picture.
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3. Select To GIF image file and choose a location and filename. Choose other options on the dialog if
appropriate.
4. The file is created and for this example looks like:
Other Reports
This section describes how to export the information for a particular project into a static grid report within
MSP that can then be printed.
1. With the project to be reported on open in MSP, click Report, then Reports.
2. Double-click on the type of report to be generated.
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3. Double-click on the report to be generated.
4. The report will be displayed. Use the Print button to print the report.
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Project Closing
Actions to be performed by Projects Departmentto close the project
A project manager (PM) within Projects Departmentwould perform the following actions to close the
project schedule.
1. Ensure all outstanding issues and risks are closed.
2. Ensure all tasks are 100% complete.
3. Delete status report requests.
4. Ensure Project Stage field is set to Closing.
5. Close tasks from further updates.
6. Create end of project report and ensure this and all other project documents exist in the project
workspace’s document library.
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Detailed Steps for Project Closing
Delete status report requests
Status report requests will continue to be issued until the request is deleted:
1. From Project Web Access, click Status Reports in the quick launch bar. In the Requests section,
click on the row in which the status report request exists (do not click on the request itself as this
will cause it to open).
2. Click Delete Request and click OK to confirm the deletion.

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Close tasks to update

Tasks in a project can be closed to updates, which removes the closed tasks from a resource’s My Tasks
page. The project manager is still able to change the tasks as needed.
1. From Project Web Access, click Server Settings then Close Tasks to Update.
2. Select a project from the drop-down box.
3. Place ticks next to the tasks to close them from further updates (note: click on the column headings
to sort tasks).
4. Click Publish to update the project.
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Project Server 2007 Configuration

This section outlines the configuration derived from planning workshops for this pilot.
Resources
The EPM Solution will initially be configured with a set of resources to enable ................ to set up budgets
and assign placeholder resources.
Budget Resources
These resources allow the association of budget costs against a particular cost type custom field for a
project.
Generic Resources
These resources provide a placeholder resource for project schedules before an actual resource is assigned.
The Roles custom field allows matching of these placeholder resources against actual resources.
Generic Resource Name Type Roles
Architect Work Architect
Business Analyst Work Business Analyst
Change Communicator Work Change Communicator
Developer Work Developer
Functional Analyst Work Functional Analyst
Network Engineer Work Network Engineer
Operational Support Desk Work Operational Support Desk
Procurement Support Work Procurement Support
Project Coordinator Work Project Coordinator

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Project Manager Work Project Manager
Project Manager Assistant Work Project Manager Assistant
Security and Access Management Work Security and Access Management
Service Delivery Management Work Service Delivery Management
Systems Administrator Work Systems Administrator
Testing / QA Provider Work Testing / QA Provider
Enterprise Custom Fields

Custom fields are essentially attributes that can be associated with a project, resource or task. Project
Managers will need to set project and task custom fields, and Administrators will need to maintain resource
custom fields. From these fields PWA is able to display project, program and portfolio reports.
Project custom fields

These fields are set using the method described in the ‘Enter Project Information’ section of this document.
Note that required fields must be set before a project or proposal can be saved. Formulas and graphical
indicators for any fields are described later.
Custom Field Name Purpose Type Req’d Lookup Table
Allocation Authorised amount of funding for the Cost No

project.
Allocation Variance Calculated field: Difference between Cost No

Allocation and Cost.
Approval Date Date the project was approved. Date Yes
Approval Reference Reference to documentation recording Text Yes

approval.
Approver Person who approved the project. Text Yes
Funding Source Area that will be providing funding for Text Yes Funding Sources
the project.
Funding Source Further details on the funding source. Text Yes

Description
Portfolio Segment Division of projects into categories that Text Yes Portfolio Segments
can be prioritised, managed and funded
appropriately.
Program Group of related projects to which this Text No Programs
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project belongs.
Project Description Description of the project. Text Yes
Project Number Number assigned to the project. Number Yes
Project Size Complexity of the project. Text Yes Project Sizes
Project Sponsor Individual with overall responsibility for Text Yes

ensuring that a project meets its
objectives and delivers the forecast
benefits.
Schedule Status Calculated field: Status of project based Text No

on the percentage difference of
Schedule Warning Number Yes
Duration from Baseline Duration.
(Red) %
Warning levels are provided by the two
Schedule Warning Schedule Warning fields. Number Yes
(Yellow) %
For example, if the percentage
difference between Duration and
Baseline Duration is more than
Schedule Warning (Red) % then
Schedule Status is Red.
Senior Supplier Steering Group role that provides Text No

knowledge and experience of the main
discipline(s) involved in the production
of the project's deliverable(s).
Represents the supplier interests within
the project and provides supplier
resources.
Senior User Steering Group role accountable for Text No

ensuring that user needs are specified
correctly and that the solution meets
those needs.
Service Owner Steering Group role accountable for Text No

ensuring that the project outputs can
be reasonably supported in a sustained
manner to allow realisation of project
outcomes.
Stage Which Prince2 stage the project Text Yes Project Stages
currently exists in.
State Built-in field to represent the state of a Text No State

proposal.
System Owner Where an external vendor is engaged, Text No
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this Steering Group role is accountable

for the quality of the products delivered
by the supplier and will operate and
maintain the project's deliverable(s).
Project custom field formulas

Custom fields can incorporate a formula to generate calculated values. Formula results are displayed in the
Project Information dialog box and Project Center views. The following project custom fields have been
generated with formulas.
Custom Field Formula
Allocation Variance [Allocation] – [Cost]
Schedule Status IIf(

[Baseline Duration] = 0,
"1 No baseline",
IIf(
( ([Duration] - [Baseline Duration]) /
[Baseline Duration] * 100 >=
[Schedule Warning (Red) %] )
Or
[Baseline Duration] * 100 <=
-1 * [Schedule Warning (Red) %] ),
"2 Varies significantly",
IIf(
[Schedule Warning (Yellow) %] )
Or
-1 * [Schedule Warning (Yellow) %] ),
"3 Varies somewhat",
"4 Varies little"
)
)
)
Up-to-date IIf(
[Last Published] = ProjDateValue("NA"),
"1 Project not published",
(
ProjDateDiff(
[Last Published],
Date(),
"Standard"
) / 480 > 50,
"2 Out-of-date by more than 50 working days",
(
ProjDateDiff(
[Last Published],
Date(),
"Standard"
) / 480 > 25,
"3 Out-of-date by more than 25 working days",
"4 Up-to-date"
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)
)
)
Project custom field graphical indicators

Custom fields can display graphical indicator given a certain value. These are usually seen in Project Center
views. The following project custom fields are associated with graphical indicators.
Custom Field Test, Value(s) and Image
Schedule Equals “1 No baseline”

Status
Equals “2 Varies significantly”
Equals “3 Varies somewhat”
Equals “4 Varies little”
Up-to-date Equals “1 Project not published”
Equals “2 Out-of-date by more than 50 working days”
Equals “3 Out-of-date by more than 25 working days”
Equals “4 Up-to-date”
Task custom fields

These fields are set at a task level. They provide the ability to give further information on tasks.
Custom Field Purpose Type Req’d Lookup Table
Health When entering task progress, resources can provide Text No Health
their opinion on the health of a task.
Milestone Project stage to which a particular milestone belongs. Text No Project Stages
Stage
Milestone Details of the milestone’s project stage. Text No

Stage
Description
Task Status Identical to the project custom field Schedule Status. Text No
Task custom field formulas

Formula results for task custom fields are displayed in Project Details views and on project schedules. The
following task custom fields have been generated with formulas.
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Custom Field Formula
Task Status IIf(

[Baseline Duration] = 0,
"1 No baseline",
IIf(
[Schedule Warning (Red) %] )
Or
-1 * [Schedule Warning (Red) %] ),
"2 Varies significantly",
IIf(
[Schedule Warning (Yellow) %] )
Or
-1 * [Schedule Warning (Yellow) %] ),
"3 Varies somewhat",
"4 Varies little"
)
)
)
Task custom field graphical indicators

The following task custom fields are associated with graphical indicators.
Custom Field Test, Value(s) and Image
Milestone Equals “1 No baseline”

Status
Equals “2 Varies significantly”
Equals “3 Varies somewhat”
Equals “4 Varies little”
Resource custom fields

These fields are set using the Resource Center and have the purpose of resource matching and reporting on
the resources available within the EPM Solution.
Custom Field Purpose Type Req’d Lookup Table
Cost Type Categories of costs for budgeting and monitoring based Text No Cost Type
on financial system.
RBS Teams within the organisational structure to which the Text No RBS
resource belongs.
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Roles Roles that the resource is available to perform. Text No Roles
Team Name Built-in, not used. Text No
Lookup tables
Enterprise custom fields can display a tree view of data within lookup tables from which users can select.
Custom fields of any type can share the same lookup table. The table below describes each lookup table
and its possible values.
Lookup Table Values (Description in brackets)
Cost Type Permanent Staff

Casual Staff
Supplies
Services
Travel and Conference
Expensed Assets
Funding Sources Administration
Infrastructure Levy
IPP
Other
Health (Built-in) Not Specified
On schedule
Late
Early
Blocked
Completed
Portfolio Segments Compliance
Infrastructure
Investigation
Maintenance
Service Improvements
Strategic Initiative
Programs Network Renewal Project
Servers and Storage Project
Project Sizes Simple
Standard
Complex
Project Stages Definition (Scoping to produce brief and business case)
Initiation (Planning to produce project plan)
Implementation (Project delivery)
Transition (Handover to operations)
Closing (Project shut down)
RBS Information Services
Information Management
Coordinator Digital Repositories
Enterprise Information Architect
Records Services
Information Access
Web Services
Cultural Collections
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Information Policy
IT User Services
IT Services Centre
IT Desktop Services
IT Security Services
IT Procurement and Licensing
Research Support
Information Infrastructure
Infrastructure Planning and Strategy
Identity and Access
Systems Infrastructure
Networks and Telecommunications
Data Centres
Information Projects
Project Office
Project Delivery
Enterprise Applications
Systems Development and Integration
Themis Implementation
Database Administration
Production Assurance and Support
Student System
Information and Education Services
Roles Architect
Business Analyst
Change Communicator
Developer
Functional Analyst
Network Engineer
Operational Support Desk
Procurement Support
Project Coordinator
Project Manager
Project Manager Assistant
Security and Access Management
Service Delivery Management
Systems Administrator
Testing / QA Provider
State (Built-in) Proposed
Approved
Rejected
Views
Views are used to display on-the-fly reports of the currently published data within the EPM Solution. They
are used in four main locations, Project Center, Project Details, Resource Center and Data Analysis. As part
of the EPM Core Pilot, 10 views are provided.
Project Center
These views are displayed within Project Center and are targeted at the portfolio and program level.
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Projects by Status
This view displays the portfolio from the perspective of how each project is progressing against the
Schedule Status measure.
Setting Detail
Fields Owner, Project Number, Project Name, % Complete, Duration, Baseline

Duration, Duration Variance, Project Description, Start, Finish, Program,
Schedule Status
Gantt Chart format Gantt Chart (Project Center)
Left offset for the splitter bar 800
Group by Schedule Status
Sort by Schedule Status (Ascending)
Filter
Security categories My Organisation, My Projects, My Tasks
Projects by Project Owner

This view displays the portfolio from the perspective of who is managing each project.
Setting Detail
Fields Schedule Status, Program, Project Number, Project Name, % Complete,

Start, Finish, Baseline Duration, Duration, Project Description, Owner
Group by Owner
Filter
Projects by Program
This view displays the portfolio from the perspective of how each program is performing.
Setting Detail
Fields Schedule Status, Owner, Project Name, Project Sponsor, Senior User, Start,
Finish, Duration, % Complete, Portfolio Segment, Project Description,
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Program
Group by Program
Filter
Project Costs
This view displays the costs of each project in the portfolio. Assigning this view only to the ‘My
Organisation’ security category means that only Project Managers and Executives will be able to see it.
Setting Detail
Fields Project Number, Project Name, Budget Cost, Cost, Baseline Cost, Cost
Variance, Allocation, Allocation Variance, Owner, Project Description, Start,
Finish, % Complete, Program
Group by Program
Sort by Program (Ascending)
Filter
Security categories My Organisation
Project Details
These views are displayed when the user clicks on a project in Project Center. They are targeted at the task
level.
Project Milestones
This view displays the milestones within a project.
Setting Detail
Fields ID, Task Name, Task Status, Finish, Actual Finish, Baseline Finish, Milestone
Stage, Milestone Stage Description, Start
Gantt Chart format Gantt Chart (Views)
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Group by
Sort by Finish (Ascending)
Filter Milestone equals “Yes”
Tracking
This view displays how a project is progressing against baseline.
Setting Detail
Fields ID, Task Name, % Complete, Start, Finish, Baseline Start, Actual Start,
Baseline Finish, Actual Finish, Baseline Duration, Actual Duration,
Remaining Duration, Duration, Resource Names
Gantt Chart format Tracking Gantt
Group by
Sort by ID (Ascending)
Filter
Resource Center
These views are displayed within Resource Center, and are useful to see the resources available within the
EPM Solution.
Resources
This view displays all resources that can be assigned to projects. Assigning this view only to the ‘My
Organisation’ security category means that only Project Managers and Executives will be able to see it.
Setting Detail
Fields Resource Name, Windows User Account, Cost Type, RBS, Standard Rate,
Max Units, Active, Email Address, Booking Type, Checked Out, Last
Modified, Type, Generic
Group by Generic, Type
Sort by Resource Name (Ascending)
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Filter
Roles and RBS

This view displays all work resources by their team or Resource Breakdown Structure (RBS) level and skills.
Setting Detail
Fields Resource Name, Roles, Active, Booking Type, Type, RBS
Group by RBS
Sort by Resource Name
Filter Type equals “Work” And Generic equals “No”
Security categories My Organisation, My Projects, My Resources, My Tasks
Data Analysis
These views are displayed within Data Analysis, and are flexible PivotTable- and PivotChart-based reports.
By default, they are updated every night.
Program Milestones
This view displays milestones across the programs.
Setting Detail
Cube Task Non Timephased
Show data as PivotTable only
Row Area Program_Project, Task List, Milestone Status
Column Area
Filter Area Task Is Milestone equals “True”
Data Area Task Count
Show Toolbar Yes
Timephased Cost
This view displays a timephased view of cost across the portfolio.
Setting Detail
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Cube MSP_Portfolio_Analyzer
Show data as PivotTable with PivotChart
Row Area Time
Column Area Task List
Filter Area
Data Area Cost (formatted as Currency)
Show Toolbar Yes
Security
This section outlines the security settings within the EPM Solution. For the purposes of the pilot, out-of-
the-box security will be used, with the exception of group and category associations, and users assigned to
the appropriate groups. These groups are described in the User Roles section of this document.
Each group can be associated with categories, which for the pilot have the purpose of determining the
views to which a user in a group has access.
Group Categories
Administrators My Organisation
Executives My Organisation, My Personal Projects
Project Managers My Projects, My Personal Projects
Team Members My Tasks, My Personal Projects
Enterprise Calendars
Enterprise calendars define working days that can be allocated to projects and resources within the EPM
Solution. Multiple enterprise calendars can be defined.
Standard
The standard calendar only contains entries for 2007 to cover the duration of the pilot.
Exception Date(s)
Queen’s Birthday 11 June 2007
Christmas and New Year 25 December 2007 – 31 December 2007
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Cubes
Cubes provide Data Analysis views. They are static objects that need to be rebuilt to contain the latest
data. Typically, this is done nightly. By default, cubes do not contain any custom fields. This section
describes the custom fields that need to be added to allow the described Data Analysis views in this
document to operate.
Cube Field Type Field
Task Dimension Program
Project Workspace
The project workspace is the central location for collaborating information on a project. It contains a set of
lists to provide this information. Each list contains fields into which data can be recorded.
Lists that have been customised from their out-of-the-box defaults are described in detail over the next few
sections. Lists in the workspace are as follows:
Available Lists
Project Documents
Issues
Risks
Deliverables
Calendar
Contacts
Project Discussion
Project Documents
This list, otherwise known as a document library, provides the addition of documents to the project
workspace. The following are the settings for this list that have been changed from their out-of-the-box
defaults.
Setting Value
Document Version History Create major and minor (draft) versions
Require Check Out Yes
Fields
The out-of-the-box fields are used.
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Views
The out-of-the-box views are used.
Pre-existing content
This document library contains the following folder structure.
readme-prince2-filing-structure.txt
Management Products
Management Products\0 Templates
Management Products\1 PreProject
Management Products\2 Definition
Management Products\3 Initiation
Management Products\4 Project
Management Products\5N Specialist Stage N
Management Products\7 Closure
Management Products\8 PostProject
Management Products\9 Quality
Management Products\2 Definition\1 Organisation
Management Products\2 Definition\5 Control
Management Products\2 Definition\7 Daily Log
Management Products\2 Definition\8 Correspondence
Management Products\3 Initiation\1 Organisation
Management Products\3 Initiation\2 Plans
Management Products\3 Initiation\5 Control
Management Products\3 Initiation\7 Daily Log
Management Products\3 Initiation\8 Correspondence
Management Products\4 Project\1 Organisation
Management Products\4 Project\2 Plans
Management Products\4 Project\3 Business Case
Management Products\4 Project\4 Risk Log
Management Products\4 Project\5 Control
Management Products\4 Project\8 Correspondence
Management Products\5N Specialist Stage N\1 Organisation
Management Products\5N Specialist Stage N\2 Plans
Management Products\5N Specialist Stage N\5 Control
Management Products\5N Specialist Stage N\7 Daily Log
Management Products\5N Specialist Stage N\8 Correspondence
Management Products\7 Closure\1 Organisation
Management Products\7 Closure\2 Plans
Management Products\7 Closure\5 Control
Management Products\7 Closure\7 Daily Log
Management Products\7 Closure\8 Correspondence
Management Products\8 PostProject\5 Control
Management Products\8 PostProject\8 Correspondence
Management Products\9 Quality\1 Project Quality Plan
Management Products\9 Quality\2 Product Descriptions
Management Products\9 Quality\3 Configuration Management
Management Products\9 Quality\5 Quality Control
Management Products\9 Quality\7 Project Issues
Management Products\9 Quality\9 Lessons Learned
Specialist Products
Specialist Products\0 Templates
Specialist Products\2 Planning
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Specialist Products\3 Products

Specialist Products\8 Correspondence
Specialist Products\3 Products\Product X
Specialist Products\3 Products\Product Y
Steering Group Products
Steering Group Products\0 Templates
Steering Group Products\5 Control
Steering Group Products\8 Correspondence
Issues
This list allows issues to be recorded and assigned for ownership. The following are the settings for this list
that have been changed from their out-of-the-box defaults.
Setting Value
Item Version History Create a version each time an item is edited in this list
Fields
The following fields (columns) are used, based on the existing issues log.
Column Type Description Req’d
Situation Description Single line of text Yes
Owner Person or Group
Assigned To Person or Group
Status Choice
Class Choice
Priority Choice
Affected Products Multiple lines of text
Technical Impact Multiple lines of text
Business Case and Risk Impact Multiple lines of text
Recommendation Multiple lines of text
Appraised By Single line of text
Appraisal Date Date and Time
Decision Multiple lines of text
Authority Single line of text
Authority Date Date and Time
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Action Multiple lines of text
Closed Date Date and Time
Default View
The default All Items view for this list has been customised for the pilot.
Setting Detail
Fields Attachments, ID, Class, Owner, Assigned To, Created, Situation Description
(linked to item with edit menu), Modified, Status
Sort by ID
The out-of-the-box views are also included.
Risks
This list allows risks to be recorded. The following are the settings for this list that have been changed from
their out-of-the-box defaults.
Setting Value
Item Version History Create a version each time an item is edited in this list
Fields
The following fields (columns) are used, based on the existing risks log.
Column Type Description Req’d
Description Single line of text Yes
Owner People or Group No
Assigned To Person or Group No
Category Choice: No
Strategic / Commercial
Financial / Market
Legal / Regulatory
Organisational / Human
Political
Environmental
Technical / Operational
Impact Choice: Severe – most objectives cannot be achieved No
(1) Severe Major – some important objectives cannot be
(2) Major achieved
(3) Moderate Moderate – some objectives affected
(4) Minor Minor – minor effects that are easily remedied
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(5) Negligible Negligible – negligible impact on objectives

Probability Choice: Almost certain – the event will occur on an annual No
(1) Almost certain basis
(2) Likely Likely – the event has occurred several times during
(3) Possible your career
(4) Unlikely Possible – the event might occur once during your
(5) Rare career
Unlikely – the event does occur somewhere from time
to time
Rare – heard of something like the event occurring
elsewhere
Proximity Choice: Close – may occur during the next stage of the project No
(1) Close Medium – may occur sometime during the life of the
(2) Medium project
(3) Distant Distant – may occur but outside the timeframe of the
project
Counter- Multiple lines of text No
measures
Current Choice: Under analysis – a new risk No

Status (1) Under analysis Increasing – risk is being monitored and is increasing
(2) Increasing No change – risk is being monitored and is unchanged
(3) No change Decreasing – risk is being monitored and is decreasing
(4) Decreasing Closed – no longer a risk
(5) Closed
Default View
The default All Items view for this list has been customised for the pilot.
Setting Detail
Fields Attachments, ID, Description (linked to item with edit menu), Category,
Impact, Probability, Proximity, Counter-measures, Created By, Owner,
Created, Modified, Current Status
Sort by ID
The out-of-the-box views are also included.
Enterprise Global Template Views

The global template ensures that every Project Professional 2007 user has the same enterprise views set
up. The following table describes views that have been customised for this project.
View Columns
Planning Gantt (i), Task Name, Duration, Start, Finish, Predecessors, Resource Names, Milestone Stage,
Milestone Stage Description, Cost, Budget Cost
Tracking Gantt (i), Task Name, Duration, Baseline Duration, Duration Variance, Task Status, Start, Finish,
Predecessors, Resource Names, Cost, Baseline Cost, Cost Variance
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Resource (i), Resource Name, Type, Cost Type, Std. Rate, Ovt. Rate, Cost/Use, Material Label, Max.
Sheet Units, Accrue At, Base Calendar
Resource Resource Name, Work, Budget Cost

Usage
Enterprise Templates
These templates can be used to start a new project from a pre-existing project template schedule.
Template
Process-Model-v0.2-Complex.mpp
Process-Model-v0.2-Simple.mpp
Process-Model-v0.2-Standard.mpp
Page | 74

Project Server 2007 Functional Specification

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EPM Pilot Project

Functional Specification - EPM Core

EPM Enterprise Project Management

MSF Microsoft Solution Framework

WSS Windows SharePoint Services

IP Projects Department(Department within Information Services)

MSP Project Professional 2007

MSPS Project Server 2007

Enter Project Information.......................................................................................................................15

Save and publish the project..................................................................................................................16

Access Risks, Issues and Documents.......................................................................................................17

Work with Issues and Risks.....................................................................................................................18

Work with Documents............................................................................................................................19

Optional: Setting up a master project.....................................................................................................21

Enter tasks and assign work resources...................................................................................................27

Enter budget values................................................................................................................................29

Assign non-work resources for tracking costs........................................................................................33

Enter milestone data..............................................................................................................................35

Create status report requests.................................................................................................................37

Submit status report responses..............................................................................................................44

View status report responses.................................................................................................................46

Display and export reports.....................................................................................................................47

Close tasks to update..............................................................................................................................58

Project Server 2007 Configuration.................................................................................................................59

Enterprise Custom Fields............................................................................................................................60

Project custom field formulas.................................................................................................................62

Project custom field graphical indicators................................................................................................63

Task custom fields..................................................................................................................................64

Task custom field formulas.....................................................................................................................64

Task custom field graphical indicators....................................................................................................65

Resource custom fields...........................................................................................................................65

Enterprise Global Template Views..............................................................................................................78

User role User role responsibilities

Executives have access to

Project Managers  Start and manage new projects

Team Members  Receive task assignments through Project Web Access

Administrators  Maintain configuration including resources and views

This role includes both “business”

Project Definition and Initiation

3. The project is saved and published.

5. Optionally, the project is included within a master project.

Create the proposal

Convert the proposal to a project

Option 2: Create a new project in Project Professional 2007

1. From Project Professional 2007, click File then New….

2. Click On computer… from the left hand task pane.

3. Click on the Enterprise Templates tab and double click on a template.

4. A project schedule is now presented to work from.

Enter Project Information

2. Choose the Start Date for the project.

Save and publish the project

Access Risks, Issues and Documents

Work with Issues and Risks

2. Click on the New button to open the New Issue form.

3. Enter the issue details and then click OK to save.

To add risks, subsitute Issues for Risks in the instructions above.

Work with Documents

3. Click Upload on the menu bar.

5. Enter any document properties required, then click Check In.

To edit documents that already exist in the library:

Optional: Setting up a master project

3. Budget information is entered.

4. Non-resource costs that will occur in the project are entered.

5. A baseline from which project progress can be measured is set.