Customizing and Administering Microsoft Project Server

Article
02/20/2014

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Introduction

Microsoft® Project Server is the second project collaboration and analysis server release from Microsoft, replacing Microsoft Project Central. Microsoft Project Server provides a rich set of Web-based administration tools, which enhance ease-of-use and reduce the day-to-day tasks associated with administering a server-based application. Some of the improvements and enhancements include:

New methods for creating and working with views In Microsoft Project Central, views required manual configuration of data source names (DSN) and required running the Microsoft Project OLE DB Provider each time a new view was requested by a user. Microsoft Project Server eliminates the use of DSNs for views, which greatly simplifies the management of views. Views are now created by accessing the OLE DB Provider just once for each project; projects are written to the view tables when the load on the server is low. Microsoft Project Server uses the online analytical processing (OLAP) feature of Microsoft SQL Server™ Analysis Services to provide the ability to drill down into project and resource views. This allows you to create detailed reports from within Microsoft Project Web Access and Microsoft Project Professional.

Improved security A number of enhancements have been made that allow administrators to easily secure Microsoft Project Server from unauthorized access, including support for Secured Socket Layer (SSL), Microsoft Windows® authentication, and Anonymous Access (which prevents unauthorized access to any page in Microsoft Project Web Access).

Improved access Access to Microsoft Project Server is controlled by sets of groups, permissions, and categories. Now, granting users access to a particular area of Microsoft Project Server is as simple as adding their name to a predefined group of users. To deny access, simply remove the user from a group of users. This is the same approach to access that Windows 2000 Server uses. This new approach makes it easier to keep track of which users have permission to access a particular area of Microsoft Project Web Access, Microsoft Project Server, or any other application linked to the enterprise setup of Microsoft Project Server.

Integration with SharePoint™ Team Services from Microsoft Microsoft Project now supports Document Library and Issue Tracking when you set up and install SharePoint Team Services. Documents and issues can be accessed from Microsoft Project Web Access and Microsoft Project Professional. They can be linked to entire projects, tasks within projects, or be added to a public library to which all users have access. See the "SharePoint Team Services" section, in this article, for more information.

Inactivating and Deleting User Accounts

To administer and customize Microsoft Project Server, you must log on to Microsoft Project Web Access as an administrator. Initially, use the Administrator account that was created during Microsoft Project Server setup to access Microsoft Project Web Access. Be sure to change the Administrator account to a Windows authenticated account. You can then add additional users to Microsoft Project Web Access.

Inactivating or Reactivating Microsoft Project Server User Accounts

At times, you may need to make user accounts unavailable in Microsoft Project Server. When you make a user account inactive, that user's information and data will remain in the database, but the user is unavailable for new assignments. In a sense, this user's account is frozen until reactivated.

To inactivate (or reactivate) a Microsoft Project Server user account

Log on to Microsoft Project Web Access as an administrator. Click Admin.

Click Manage users and groups.

In the list of users, select a user, and click Modify User.

In the Account Status drop-down list box, select the status for the user, either Inactive or Active.

Click Save Changes.

Cleaning Up the Microsoft Project Server Database

Sometimes it may be necessary to create more space in the Microsoft Project Server database. This can be done by removing redundant or old information from the database. The Clean up Microsoft Project Server database page in Microsoft Project Web Access allows the administrator to remove specific task assignments, task updates, projects, to-do lists, and status reports from the database on time or user-based criteria.

To remove everything associated with a specific project regardless of time or user, the projects and to-do list items should be selected.

If a time criteria other than Ever sent is selected for Task, Updates, or Status Reports, two additional fields will display to specify the exact time period.

Once the items are selected, click Delete.

Microsoft Project Server Security

Microsoft Project Server security is based on Microsoft Windows NT® security, which is centered around granting users and groups of users access to objects, principles, and templates.

Security objects Items that can have actions carried out on them or contain data. In Microsoft Project Server, this includes categories that consist of collections of projects, resources, assignments, and views.

Security principles Principles that define access to security objects. In Microsoft Project Server, users and groups have rights, or permissions, over security objects. This allows them to access or manipulate Microsoft Project Server objects.

Security templates Maps used for applying security principles to security objects, allowing users and groups to access or manipulate Microsoft Project Server objects. You can use security templates to quickly apply predefined permission profiles to new or existing users, groups, and categories. By applying security templates, you can easily standardize the rights being applied according to the role being played. This eliminates the need to replicate permissions across users by automatically mapping the permission to the role.

User Any person who accesses Microsoft Project Server. To gain access, a user needs to be authenticated by the server. Authentication can be via a Microsoft Windows account or by a Microsoft Project Server account. Each user has a set of permissions associated with their user account that determines the type of data they can access on the server.

Group A collection of users that have similar information and functionality needs. These users are usually aligned with the type of roles played within an organization. Users can belong to multiple groups depending on the type of work they perform in your organization.

Permissions Rules that determine the actions a user can perform while using Microsoft Project Server. Global permissions provide rights over functionality within the server. Object permissions are associated with categories. These permissions give users and groups rights to perform actions on objects associated with a category. Permissions are applied to a server (or organization), group, category, or a user. This means that a user's actual permissions will consist of the combination of all permissions the server has, the groups the user belongs to, categories the user has access to, as well as permissions granted directly to the user.

Categories Common sets of data access needs, which are usually aligned with business units, departments, or other project boundaries. Categories are collections of projects, resources, assignments, views, and models. Categories define the scope of the information accessed, providing multiple types of access to data for groups of user.

Views Sets of data fields that can be displayed for the collections of projects, assignments, and resources in a category. Views also define the format of the display, for example the type of Gantt Chart, a grouping style, or a filter.

Uses for Security

Microsoft Project Server security can be used in a number of ways:

Protect confidential data from other users There may be sensitive projects or data, such as resource rates, that need to be protected. If information is being supplied externally from the organization to clients, suppliers, or partners, there may be some information or details that should not be disclosed.

Secure data from malicious or accidental damage Project data is usually extremely valuable. Ensuring only the right users have access to that data and removing functionality from those that don't need it reduces the chance of accidental or malicious loss of data.

Provide data depending on the information needs and functionality requirements of the user The security model configured can be used to personalize information so that users only see data relevant to them, rather than a mass of data. For example, resources are potentially only interested in their own piece of work, making project and portfolio views of information unnecessary to them.

Enforce project management process discipline within the organization Assigning functionality to roles can help ensure (or relax) discipline around an organization's project management process. For example, resources can have the options for adding, rejecting, and delegating tasks removed.

Understanding Security Roles

What a user sees in terms of data content and what they can do in terms of performing actions or manipulating that data is governed by the relationship between the user, the permissions the server has, the permissions they have or the groups they belong to have, the categories they belong to, and the views of data within those categories.

Because the things a user needs to see and do usually depend on the role they play within an organization, it makes sense to define groups, permission templates, and categories in terms of the job they perform within the project management environment of the organization. Some users have implied roles—for example, users publishing plans to the server are usually project managers. Groups can be defined in terms of the role they carry out—for example, team members, project managers, executives, and those who have similar permissions assigned to them. These roles would then map to the different categories, depending on the role's information needs—that is, team members usually only need access to tasks, so they belong to a tasks category.

This approach to security is reflected in the predefined groups, templates, and categories that are created when Microsoft Project Server is installed.

Microsoft Project Server Users, Groups, Permissions, and Templates

Every person who has an interest in a project is a potential user of Microsoft Project Server, whether they are an active participant, such as a team member or a project manager, or a more passive participant like a customer only interested in a project's delivery. Each of these individuals will require a user account to access the information stored on Microsoft Project Server. This user account will identify an individual when they log on to the server and will personalize the interface and data stored on the server according to the user permissions and categories assigned to the account. The user permissions and categories govern what the user can see (in terms of data) and do (in terms of functionality).

To gain access to the server, users are required to log on. This process identifies and authenticates the person logging on against the user accounts within Microsoft Project Server. The user can be identified using their Microsoft Windows account or using their Microsoft Project Server user account. For more information about creating user accounts and specifying the type of user logon each user can have, see "Microsoft Project Server User Accounts," in this article.

Users and groups

Users and groups of users are what security in Microsoft Project Server is built around. You should define groups by identifying common needs based on the areas of Microsoft Project Server to which a single user would need access. For example, every user will need to view their projects and tasks, but perhaps only project managers should be allowed to create assignments. After you have defined your groups you can add users to the groups; users added to groups will inherit the equivalent permissions assigned to the groups. Defining access to Microsoft Project Server by group also keeps the overall number of security principles with direct permissions on categories to a minimum, which simplifies administering Microsoft Project Server security. Typically, the membership of a group will change frequently; however, the security requirements of a group will change rarely, if ever.

Users can belong to multiple groups depending on the jobs they perform or the organization they work in. Microsoft Project Server creates a number of groups during installation, each with a set of predefined categories and permissions assigned to them:

Administrators

Executives

Portfolio managers

Project managers

Resource managers

Team leads

Team members

Administrators usually assign user rights by adding a user account to one of the built-in groups or by creating a new group and assigning specific user rights to that group. Users and groups are managed through the Admin Center of Microsoft Project Web Access. For more information about creating and managing users and groups in Microsoft Project Web Access, see the section "Creating users, groups, categories, and security templates," in this article.

Permissions

Permissions can be set in a number of different places within the Microsoft Project Server Administration menu. They are enabled and disabled by selecting the check boxes under the Allow and Deny columns. Both columns function as an on/off switch, meaning that if the check box is selected, a permission is allowed or denied. Selecting the Allow check box at a group summary level selects all the permissions belonging to that feature group.

Permissions can be granted to a user, group, category, or template in the following general areas:

Account creation Create user accounts while delegating tasks, create manager accounts from Microsoft Project, create user accounts from Microsoft Project, create user accounts when requesting status reports.

Administration in Microsoft Project Web Access Customize Microsoft Project Web Access, manage organization, manage views, manage users and groups, manage licenses, manage security, clean up the Microsoft Project Server database, manage enterprise features, and manage SharePoint Team Services.

Collaboration View issues and documents.

Enterprise portfolio management Save projects, view enterprise resource information, edit enterprise resource information, save custom field information, edit custom field information, open projects, create resources, save templates, read summary assignments, and create new projects.

General Set personal notifications, change password, log on to Microsoft Project Server, view the Microsoft Project Web Access Home Center, and set resource notifications.

Status reports Manage status report requests, view status reports, and submit status reports.

Tasks Hide task from timesheet, transfer calendar entries, delegate task, change work days, create tasks, and view timesheet.

To-Do list Create and manage to-do lists, publish to-do list to all users, and assign tasks to users.

Transactions Manage rules, manage calendar changes, and manage task changes.

Views View Portfolio Analyzer, view Resource Center, view the Portfolio Modeler, view resource allocation, view Documents, view Issues, see resource assignments in assignment views, View Project Center, see projects in project views, view Assignments, and view Projects.

Workgroup Publish or update status, publish new projects to Microsoft Project Server.

In an organization where there are many users, setting a large number of permissions up on an individual basis and administering those permissions can be an overwhelming task. To make this easier, you can use the principle of groups to assign permissions to multiple users with a single action. By creating groups of similar users who need to access identical areas of Microsoft Project Server, you can assign the permission to the group. All the users belonging to that group are then assigned the same permissions and access to categories.

Templates

Security templates are a quick way of applying or resetting predefined permission profiles to new or existing users, groups, and categories. By applying security templates, the rights being applied can easily be standardized according to the role. This eliminates the tedious task of replicating permission across users or groups by automatically mapping permissions by role. There are a number of predefined templates created when Microsoft Project Server is installed. These align with the predefined groups. These security templates can be customized and/or new security templates created.

Using Categories to Manage Security

Users and groups define the rights individuals have to interact with data stored in the Microsoft Project Server database. Categories define which collections of specific data (projects, assignments, resources, and views of information) these users and groups have access to. Categories allow the administrator to separate the data by scope of the information accessed, plus filter data using a Resource Breakdown Structure (RBS) that is displayed in specific ways.

For example, you can filter for users and groups by:

All projects they manage.

All projects to which they are assigned.

All projects assigned to resources they manage.

All projects managed by resources that they manage.

Their own information.

Information for all resources in projects that they manage.

Information for all resources that they manage.

Their own models.

Models created by resources that they manage.

There are four predefined categories created when Microsoft Project Server is installed:

My Organization Defines a collection of data that covers all projects with all views of the data available.

My Projects Defines a collection of data that covers all projects a user manages or is assigned to with all views of the data available for those projects.

My Tasks Defines a collection of data that covers all projects a user is assigned to with only a view of the assignments of those projects.

My Resources Defines all resources reporting to a user (as defined in the RBS).

Each of these categories has predefined groups and permissions assigned to them when Microsoft Project Server is installed:

Portfolio managers, administrators, and executives are assigned to the My Organization category.

Project managers, team leads, and resource managers are assigned to the My Projects category.

Team members are assigned to the My** **Tasks category.

Administering Security in Microsoft Project Web Access

New security features have been built into Microsoft Project Server. They are designed to control and manage access to projects, resources, and reports stored in the Microsoft Project Server database. In addition, the security architecture was modified to make it easier to manage a large number of users and projects by allowing permissions to be assigned to groups of users and usage categories. This greatly reduces the number of times you have to update permissions in Microsoft Project Web Access.

Security is based around the following concepts:

Security objects Items that can have actions carried out on them or contain data. In Microsoft Project Server, this includes categories that consist of collections of projects, resources, assignments, and views.

Security principles Items that define access to security objects. In Microsoft Project Server, users and groups have rights, or permissions, over security objects. This allows them to access or manipulate Microsoft Project Server objects.

Permissions Rules that determine the actions a user can perform while using Microsoft Project Server. Global permissions provide rights over functionality within the server. Object permissions are associated with categories. These give users and groups rights to perform actions on objects associated with a category. Permissions are applied on a server (or organization), group, category, or a user. This means that a user's actual permissions will consist of the combination of all permissions the server has, the groups the user belongs to, categories the user has access to, as well as permissions granted directly to the user.

Security principles are granted permission to access security objects.

Default security configuration for Microsoft Project Server

During setup, the server can be configured to use one of the following security settings (larger organizations should consider either Medium or High only):

Low security In this mode, Microsoft Project users can create project manager accounts on the server, and users are not required to be authenticated by the server. User accounts on the server are automatically created for resources within project plans when those plans are published to the server. This mode should be used when a server supports any Microsoft Project 2000 users, and it is identical to the functionality in Microsoft Project Central. Smaller workgroups will typically run their Microsoft Project Server in this security mode.

Medium security This mode does not require users to be authenticated by the server and disables Microsoft Project users from creating project manager accounts.

High security This mode requires users to be authenticated by the server and requires an administrator to create project manager accounts. If your organization wants to take full advantage of the enterprise features of Microsoft Project Server, you should use this mode.

Predefined categories and groups

Microsoft Project Server setup creates three categories and seven groups. These groups and categories are designed to enable Microsoft Project Server to provide the same levels of security as Microsoft Project Web Access. The categories and groups were designed to be used together as follows:

Team Members group and My Tasks category As projects are published to the server, accounts are created on the server for any new resources in the project plan. By default, the server adds any new resources to the Team Members group, which is granted permissions on the My Tasks category. My Tasks uses security rules to contain all projects to which a team member is assigned and all of the team member's assignments. The Team Members group is generally able to view and not edit data in the category. The Team Members group is granted a number of global permissions that allow use of the Microsoft Project Web Access timesheet, status reports, and to-do list features.

Project Managers group and My Projects category Users are automatically added to the Project Managers group when a Microsoft Project Professional user publishes a project to the Microsoft Project Server and when a Microsoft Project Standard or Professional user creates a project manager account from the Collaborate tab of the Options dialog box. The Project Managers group is granted permissions on the My Projects category. The My Projects category uses security rules to contain all projects that a project manager has saved or published to the server and all assignments in the projects that a project manager has saved or published to the server. The Project Managers group is able to view and edit projects in the category. Project Managers are granted a number of global permissions that allow creation of new projects, status reports, and to-do lists. They are also granted limited permissions on the My Organization category.

Executives group and My Organization category Users who require broad visibility of the projects and resources in an organization can be added to the Executives group. This group can view any project and any resource saved or published to the server. Administrators must manually create user accounts for executives. Only team member and project manager accounts can be created automatically. The Executives group is granted permissions on the My Organization category. This category uses security rules to contain all projects, resources, and assignments published or saved to the server. The Executives group is granted global permissions to view project and resource information in the Project Center, Resource Center, Portfolio Analyzer, and Portfolio Modeler.

Team Leads and Resource Managers groups These groups can be used for users who do not manage projects but need limited ability to view and edit project information. Both groups are granted permissions on the My Projects category.

Portfolio Managers group Users who manage the enterprise global template and enterprise resources in an organization can be added to the Portfolio Managers group. These users have broad ability to create and edit data but cannot perform server administrative tasks (for example, they cannot add users or groups). Portfolio Managers are able to view and edit all projects and resources in the organization. This group is granted permissions on the My Organization category.

Administrators group This group is granted all available permissions in Microsoft Project Server. This group is granted the same permissions as the My Organization category.

Creating users, groups, categories, and security templates

You must create a user account for any user that requires access to Microsoft Project Server. Plus, in addition to the defaults included with Microsoft Project Server, you can create custom groups, categories, and security templates that meet the needs of your organization.

To create new Microsoft Project Server user accounts

Log on to Microsoft Project Server as an administrator.

Click Admin.

Click Manage users and groups.

Click Add User.

Indicate the authentication type, either Windows or Microsoft Project Server authentication.

Depending on what you selected in step 6, enter the user authentication information (Windows User Account, User Name, and E-mail for Windows Authentication; User Account, E-mail, and Password for Microsoft Project Server authentication).

Select the groups and categories to which this user will belong and specify any global permissions unique to the user. Click Save Changes.

To create new groups of Microsoft Project Server users

Log on to Microsoft Project Server as an administrator. Click Admin.

Click Manage users and groups.

Under Add, modify, and delete, click Groups.

Click Add Group.

Enter the Group Name and Description.

Add the users who will belong to the group, select the categories to which this group will belong, and specify any global permissions unique to the group. Click Save Changes.

To create new categories in Microsoft Project Server

Log on to Microsoft Project Server as an administrator. Click Admin.

Click Manage security.

Click Add Category.

Enter the Name and Description for the category.

Select the users and groups you want to inherit this category's set of permissions.

Then select the permissions this category will have by checking the Allow column. Click Save Changes.

To create new security templates in Microsoft Project Server

Log on to Microsoft Project Server as an administrator. Click Admin.

Click Manage security.

Under Security options, click Security templates.

Click Add Template.

In the Add New Template dialog box, enter the Template Name and Description in the appropriate boxes. If you want to copy the settings from an existing security template, select a template from the Copy Template drop-down list box. Click OK.

Microsoft Project Server Authentication

Data security in Microsoft Project Server is managed by granting permission to users or groups of users to access collections of data. For example, a team member (or group of team members) is granted permission to access the Projects link in Microsoft Project Web Access. Microsoft Project Server security can be managed in Microsoft Project Web Access by users with permission to log on as an Administrator.

Microsoft Project Server User Accounts

Microsoft Project Server can authenticate users with a Windows user account or a Microsoft Project Server user account, or both. As an administrator, you can choose one of the following authentication options:

Mixed Allows both Windows authentication and Microsoft Project Server authentication. However, a single authentication method must be specified for each user account. Some users can be authenticated using Windows authentication while others can be authenticated with Microsoft Project Server authentication.

Windows NT Authentication only Allows for the highest level of security in Microsoft Project Server. All users will be authenticated to Microsoft Project Server based on their Windows user account. Any user who has a Microsoft Project Server account will authenticate automatically when accessing Microsoft Project Web Access.

Microsoft Project Server authentication only If you use this option, Microsoft Project Server only authenticates users with a Microsoft Project Server user account. Windows accounts will be ignored. Any user who attempts to log on to Microsoft Project Web Access must enter their user name and password.

By default, authentication for Microsoft Project Server is set to Mixed, which means both Windows authentication and Microsoft Project Server authentication is allowed. Users who need to access information stored on servers running SharePoint Team Services or SQL Server 2000 will need to have Windows accounts set up in Microsoft Project Server.

Windows authentication provides for better overall security than Microsoft Project Server or Mixed authentication methods. Therefore, it is recommended that only Windows authentication be used. For more information about how to set Microsoft Project Server authentication types, see "Selecting an authentication type in Microsoft Project Server," in this article.

General security guidelines for Microsoft Project Server

Consider the following general security guidelines when determining whether to choose Windows Authentication only, Microsoft Project Server authentication only, or Mixed authentication for user access to Microsoft Project Server:

If all users accessing Microsoft Project Server already have (or can have) a Windows domain account, you should configure Microsoft Project Server to accept only Windows authentication.

If some users need to access Microsoft Project Server from the Internet, but do not have a Windows account, used Mixed authentication, and consider setting up unique sets of roles, permissions, and categories for these users so you can restrict access in appropriate places.

The Administrator account created during the installation of Microsoft Project Server is a Microsoft Project Server account. Even if you want to support mixed authentication, you should always make sure your Administrator accounts are using Windows authentication.

Whether or not users of Microsoft Project 2000 will require access to Microsoft Project Server.

Whether or not project managers will be allowed to create resources in Microsoft Project Server as they create assignments. If project managers are allowed to create their own resources, they should use Windows authentication for all resources that have a Windows user account. This information can be entered in the Windows User Account field in Microsoft Project. When a Windows user account is specified for a resource and a workgroup message is sent to that resource, the Windows user account is used to create the resource's account in Microsoft Project Server. If a Windows user account has not been specified in the Windows User Account field, the resource's name is used to create a Microsoft Project Server account for the new user.

Always require Microsoft Project to authenticate to Microsoft Project Server before publishing or updating information. See "Require Microsoft Project users to authenticate before publishing to Microsoft Project Server," in this article, for more information.

Selecting an authentication type in Microsoft Project Server

Microsoft Project Server supports several authentication options: mixed, Windows NT authentication, or Microsoft Project Server authentication. Only one option can be selected.

To select the authentication type for Microsoft Project Server

Log on to Microsoft Project Web Access as an administrator.

Click Admin.

Click Manage Security.

Under Security options, click User authentication.

Select either Mixed, Windows Authentication only, or Microsoft Project Server authentication only.

Click Save Changes.

Requiring Microsoft Project users to authenticate before publishing to Microsoft Project Server

If you want to limit the number of people who can create new user accounts for Microsoft Project Server, you should require that Microsoft Project authenticate a user before allowing that user to publish updated projects, new project plans, or resources to Microsoft Project Server.

To limit the number of users that can publish new projects

Log on to Microsoft Project Web Access as a user with administrative privileges.

Click Admin.

Click Manage security.

Under Security options, click User authentication.

Under Authentication required when publishing from Microsoft Project, check Require Microsoft Project to authenticate to the Microsoft Project Server before publishing.

SharePoint Team Services

SharePoint Team Services facilitates enhanced collaboration between users by providing a common Web location for document and issue tracking that can be organized by project plan. A Public Documents subweb is created where you can store common support documents, templates, and procedural guides that help your organization keep track of your projects. Additional subwebs can be created for individual project plans where specific documents and issues pertaining to the plan can be stored.

Before document library and issue tracking can work properly for users of Microsoft Project Web Access and Microsoft Project Professional, you must install SharePoint Team Services, customize, Microsoft Project Server (as needed), and create a Public Document.

Documents library

The Documents link in Microsoft Project Web Access or the Collaborate menu in Microsoft Project provides access to a document library stored on a server running SharePoint Team Services. These documents may be general public documents or they can be associated with specific projects. This allows users to post documents associated with projects into a shared, collaborative environment that allows other users access to these documents for information, review, comment, and so on. Documents can also be linked to a specific task within a project.

Activities that can be carried out from the Documents link in Microsoft Project Web Access or the Collaborate menu in Microsoft Project include:

Viewing and uploading general public documents.

Viewing and uploading project documents.

Searching for specific documents.

Linking documents to specific project tasks and issues.

Issue tracking

The Issues link in Microsoft Project Web Access or the Collaborate menu of Microsoft Project provides access to an issues list stored on a server running SharePoint Team Services. Issue tracking helps improve the efficiency and effectiveness of project management by improving communication on project-related issues. The user can create and edit issues, customize the fields that display, and customize the view. An issue can be associated with a project, a task in the project, and documents in the project's document library or other issues within the same project.

Activities that can be carried out from the Issues link in Microsoft Project Web Access or the Collaborate menu in Microsoft Project include:

Creating, editing, and viewing issues.

Customizing the appearance of the issues list.

Linking issues to projects, tasks, documents, or other issues.

Migrating public and project documents

If you add a new server running SharePoint Team Services to your Microsoft Project Server deployment, you may want to migrate files from an existing server running SharePoint Team Services to the new server.

To migrate documents in a public subweb from a server running SharePoint Team Services

Connect Microsoft Project Server to the new server running SharePoint Team Services.

In the folder view of SharePoint Team Services, find and open the folders containing the public documents on both servers.

Drag and drop the documents you want to migrate from the old folder to the new folder.

Verify that the server is available in Microsoft Project Web Access. If unavailable, add the server address.

Administering SharePoint Team Services in Microsoft Project Web Access

Microsoft Project Server must be aware of the server running SharePoint Team Services. This information can be entered at the time of installation or set by the administrator from within Microsoft Project Server. Next, create a subweb for projects where collaboration is to be used and assign users their roles. The options available from the SharePoint Team Services subwebs page are:

Connect to servers Connect to servers running SharePoint Team Services.

Subweb provisioning settings Specify a server running SharePoint Team Services and change settings for provisioning subwebs.

Manage subwebs Create new, delete, and synchronize user access to subwebs and navigate to subweb administration.

Synchronize administrator accounts Synchronize the administrators between Microsoft Project Server and the servers running SharePoint Team Services. This applies to Windows accounts only.

Connecting to Servers

If information about the location and configuration of a server running SharePoint Team Services was provided at the time of Microsoft Project Server installation, this page displays those details. Otherwise, you need to add the following information from this page.

To add a server running SharePoint Team Services from Microsoft Project Web Access

Log on to Microsoft Project Web Access as an administrator. Click Admin.

Click Manage SharePoint Team Services.

Click Connect to ser vers.

Click Add Server.

On the Modify Server Information page, enter the following information:

Server name The machine name of the server running SharePoint Team Services.

SharePoint Web server port The port number that the server running SharePoint Team Services has been assigned.

SharePoint administration port The port number that the server running SharePoint Team Services has been assigned.

SharePoint database server name The name of the server running SharePoint Team Services.

SharePoint database name The name of the database on the server running SharePoint Team Services.

Click Save Changes. If you have successfully connected to a server running SharePoint Team Services, the information will appear on the Connect to Servers page.

Subweb Provisioning Settings

This page is used to set the defaults for when subwebs get created and to which roles users can automatically be assigned.

Specify the server running SharePoint Team Services This option affects only new projects published to the server running SharePoint Team Services. It determines which server will host subwebs for new published projects. The list contains the names of all servers running SharePoint Team Services that have been connected to the Microsoft Project Server from the Connect to Servers page.

If you want to go directly to the server running SharePoint Team Services to perform administrative tasks, click Go to SharePoint Site Administration. For more information about administering SharePoint Team Services, see the Overview of SharePoint Team Services Administration article on Microsoft TechNet.

Automatic or manual subweb creation There are two options: create the subweb automatically each time a new project is published to Microsoft Project Server, or manually create a subweb.

Granting user access to project subwebs Microsoft Project Server can automatically create roles in SharePoint Team Services for each new project as it is published to Microsoft Project Server. Only users who have Windows NT accounts in Microsoft Project Server can be added to roles in SharePoint Team Services. Under Grant user access to the project subwebs, you have two options:

Add new users to a new project's subweb Microsoft Project Server automatically creates roles so that users can access the documents and issues subwebs whenever a new project is published to Microsoft Project Server. If you select this option, the project manager who published the project to Microsoft Project Server and any team member assigned a task within that project are added to their respective roles, and are granted permission to access the subweb for the project.

Add new users to the Project Manager role Microsoft Project Server automatically creates Project Manager roles so that users can access the Public Documents subweb. If you select this option, project managers are added to this role, and they can create new document libraries, upload new documents to libraries, edit documents, and delete documents.

Specify the public documents server Select the name of the server running SharePoint Team Services where the Public Documents subweb located. The Public Documents subweb does not need to reside on the same server running SharePoint Team Services.

Managing Subwebs

This page allows you to provision new subwebs, edit or delete existing subwebs, synchronize user access, and navigate to subweb administration pages. You can create new subwebs, manage existing subwebs, and return user access to subwebs back to the original settings.

Provision a subweb Under Provision a subweb for a project, select an item from the list. Click Create a Subweb to create a new subweb for the selected item.

Manage project subwebs Under Manage project subwebs is a list of projects with existing subwebs. To modify the details of an existing subweb, select an item and click Edit subweb address, or Delete subweb to remove the subweb.

Synchronize user accounts This sets users to their current roles for accessing subwebs, depending on their status in the project.

Creating a subweb

To post project-related documents to a SharePoint Team Services site, a subweb must first be created for that project on the server running SharePoint Team Services.

To create a subweb in Microsoft Project Web Access

Log on to Microsoft Project Web Access as an administrator.

Click Admin.

Click Manage SharePoint Team Services.

Click Manage subwebs.

Select the project from the drop-down list box for which you want to create a subweb, and click Create Subweb.

Synchronizing Administrator Accounts

You can synchronize administrator accounts between Microsoft Project Server and SharePoint Team Services from Microsoft Project Web Access. Synchronizing administrators adds each user with Windows authentication (who has been given Manage SharePoint Team Services permission) to Microsoft Project Server in the Administrator role on the root web (and all subwebs) for each server running SharePoint Team Services.

To synchronize administrator accounts

Log on to Microsoft Project Web Access as a user with permission to manage servers running SharePoint Team Services.

Click Admin.

Click Manage SharePoint Team Services.

Under Options, click Synchronize administrator accounts.

Click Synchronize Administrators. When you select this option, each user of Microsoft Project Server who has been granted the "Manage SharePoint Team Services" permission is added to the Administrator role on the root web of each server running SharePoint Team Services, and is added to the Administrator role for each project subweb.

Working with Your Enterprise Portfolio

The decision to use Microsoft Project Professional and work in an enterprise environment should be determined by the functionality required by your organization. For example, if your organization requires standardized calendars, wants to use a cross-project resource pool, or wants to provide a standardized set of custom fields, you will require an enterprise project management installation.

To take advantage of the new enterprise features in Microsoft Project, you will need to do the following:

Enable enterprise features.

Set up and maintain an enterprise resource pool.

Set up a process for version management.

Create and import custom field information.

Check out and modify the enterprise global template.

Import projects to Microsoft Project Server.

Setting Up Enterprise Features in Microsoft Project Web Access

The availability of enterprise features for Microsoft Project users is managed in Microsoft Project Web Access.

To enable or disable enterprise features

Log on to Microsoft Project Web Access as an administrator.

Click Admin.

Click Manage enterprise features.

Under Enterprise options, click Features. The following enterprise features can be enabled or disabled:

Enable enterprise features. If this feature is unchecked, all enterprise features in Microsoft Project Server will be disabled.

Allow master projects in Microsoft Project Server

Allow projects to use local base calendar

Enforce single currency as specified in the enterprise global template

Allow only Microsoft Project Professional to publish to this server

Click Save Changes to update the enterprise feature settings.

Setting Up Versions for Projects

By default, only one type of enterprise project version, Published, is defined in Microsoft Project Server. If you want to provide other version types for users in your organization, you will first need to define them.

To define new versions

Log on to Microsoft Project Web Access as an administrator.

Click Admin.

Click Manage enterprise features.

Under Enterprise options, click Versions.

Click Add Version.

In the Version box, enter up to 50 characters for the version name. In the Version Archived drop-down list box, indicate whether this version refers to an archived version. Select the Gantt Bar you want to use to display the version from the Gantt Bar Name drop-down.

Click Save Changes.

You can determine the version of a checked-out project by looking at the title bar. For example:

Microsoft Project - <ProjectName>.<Version>

Saving a version of a project

When connected to Microsoft Project Server, saving a project plan for the first time prompts the user to enter a name for the project and to specify a version. Internally within Microsoft Project, a project name and version are stored together and separated by a period. This has two purposes; it supports backward compatibility with earlier versions of Microsoft Project, and it ensures that all project names saved to Microsoft Project Server are unique to the system.

Before a project can be saved as a version other than Published, there must be a Published version of that project in the Microsoft Project Server database. The first time you save a project to Microsoft Project Server, you must select Published as the version. If a Published version of a project already exists, you will be allowed to save a project as a version by using any of the available version types.

To save a project as a version

Open a project from Microsoft Project Server in Microsoft Project Professional.

Click File, and then click Save As. In the Save to Microsoft Project Server dialog box, select the version type from the Version drop-down list box.

Click Save.

Opening a version of a project

You can open any version of a project stored in the Microsoft Project Server database in Microsoft Project Professional.

To open a version of a project

Open Microsoft Project Professional and connect to Microsoft Project Server as a user with permission to check out projects.

Click File, and then click Open. In the Open from Microsoft Project Server dialog box, select the version of the project you wish to open

Click Open.

If the Read/write to check out option is selected, any project that is checked out to another user will be unavailable.

If the Read-only to view option is selected, any project will be available to check out from Microsoft Project Server, but only as a read-only project.

Using the Version field when creating custom Project and Project Center views

In previous versions of Microsoft Project and in Microsoft Project 2002 Standard it is only possible to store one version of each project plan. Any views that contained a project name could rely on that project name being unique. Now, with multiple versions of a project it is possible to have multiple lines in a Project Center view for a single project.

A new field has been added to the list of available fields, appropriately called Version. It is recommended that this field is added to all views that contain the Project field. Even if only one project has been selected, as in a Project view, for example, it is useful to know which version of the project is being viewed. For other types of views—for example, Assignments—only Published versions display; this is to avoid misunderstandings and confusion.

Setting Up Enterprise Resources

You should set up enterprise resources in Microsoft Project Server before importing projects. This will allow resources in Microsoft Project Server to be available for mapping against the resources in an imported project.

Importing resources to Microsoft Project Server using the Import Resources Wizard

You can create resources in Microsoft Project and then import those users to Microsoft Project Server using the Import Resources Wizard.

To create new enterprise resources

Open Microsoft Project Professional and connect to Microsoft Project Server as a user with permission to import resources to Microsoft Project Server.

Choose Tools, select Enterprise Options, and then click Import Resources to Enterprise.

In the Import Resources Wizard, click Next.

On the Open from Microsoft Project Server page, click Open from File.

Select the file that contains the resources that you want to import to Microsoft Project Server and click Import.

Next map any custom fields associated with the resources to be imported to a current enterprise resource field by selecting custom fields in the From and To drop down lists. Click Next.

All resources that are eligible to be imported to Microsoft Project Server are listed. You can add more (or correct) information about a resource and you can choose not to include a resource in the import to Microsoft Project Server. To view more information about each resource, highlight the resource and click Resource Information. To deselect a resource, click Select/Deselect All. Click Next to continue.

The Import Resources Wizard will inform you when the import process is complete. Click Finish.

Adding resources directly to Microsoft Project Server from Microsoft Project Professional

You can add enterprise resources directly to Microsoft Project Server without using the Import Resources Wizard.

To add resources from Microsoft Project Professional

Open Microsoft Project Professional and connect to Microsoft Project Server as a user with permission to import resources to Microsoft Project Server.

Choose Tools, select Enterprise Options, and then click Enterprise Resource Pool. In the Open Enterprise Resources dialog box, click Open/Add.

Enter the resource information for the resources you want to add. When finished, point to File, and click Close. When asked if you want to save changes to the enterprise resource pool, click Yes.

Working With the Enterprise Global Template

Microsoft Project Professional 2002 includes a global template file that is loaded from Microsoft Project Server every time a user opens Microsoft Project. This file acts as a template for common settings like calendars and custom fields that all users within your organization will use.

The enterprise global template is stored in the Microsoft Project Server database like a project. It can be checked out and modified just like a normal project, the primary difference being that when you check the enterprise global back into Microsoft Project Server, all users who subsequently connect to Microsoft Project Server will have the updated new settings in their local projects.

Some items that can be controlled using the enterprise global include:

Enforcing the use of a single currency.

Creating standard calendars

Ensuring that everyone has access to the same custom fields.

Providing for consistent appearances of tables, views, filters, and grouping styles.

Standardizing reports.

Ensuring macros created using Visual Basic for Applications are available for everyone.

Checking out the enterprise global template

To make changes to the enterprise global template, it must first be checked out.

To check out the enterprise global template

Open Microsoft Project Professional 2002.

Connect to Microsoft Project Server with an account that has permission to check out the enterprise global template.

Choose Tools, select Enterprise Options, and then click Open Enterprise Global.

Make any desired changes to the global template. When finished, do the following:

Choose File, and then click Close.

When asked if you want to save changes to the enterprise global template, click Yes.

Enforcing a single currency

Although it is possible to allow each individual project in your organization to determine its own currency, it isn't practical to do so because all resources in the enterprise resource pool can only have a single currency associated with them. Microsoft Project Server allows you to specify a single currency to be used in association with all projects in your organization.

Enforcing a single currency is a two-step process that involves checking out the enterprise global template and specifying a currency, and then enforcing that currency in Microsoft Project Web Access:

Check out the enterprise global template using the steps described in "Checking out the enterprise global template," in this article.

Once you have successfully opened the enterprise global template in Microsoft Project Professional, point to Tools and click Options.

On the View tab, under Currency options, enter the currency symbol you want to use in the Symbol box. Use the Decimal digits and Placement options to further specify how the specified currency will appear in the enterprise global template.

When finished with the currency options, click OK.

Check in the enterprise global using the steps described in "Checking out the enterprise global" template," in this article.

When you have finished checking in the enterprise global template, do the following:

Log on to Microsoft Project Web Access as an administrator. Click Admin.

Select Manage enterprise features.

Select Features.

Check Enforce single currency as specified in the enterprise global template.

Click Save Changes.

Importing an existing custom field into the enterprise global

Once you have determined what the outline code definitions should be for your organizations, you can create them directly in the enterprise global. If you have existing outline codes from Microsoft Project 2000 that you want to use in Microsoft Project 2002, you can copy them into the enterprise global template.

To import existing custom fields

Open Microsoft Project Professional and connect to Microsoft Project Server as a user with permission to check out and edit the enterprise global template.

Open the project that contains the custom fields that you want to import.

Check out the enterprise global by using the steps described in "Checking out the enterprise global template," in this article.

Once you have successfully opened the enterprise global in Microsoft Project Professional, point to Tools, click Customize, and then click Enterprise Fields.

Click Task, Resource, or Project (determined by the type of code that you want to import).

Select an unused code in the enterprise global and click Rename. Enter a name for the custom field. Click Import Custom Field.

In the Import Custom Field dialog box, select the open project you want to import the field from in the Project drop-down list box, the Field Type (this must be the same as in step 5), and the field you want to import from the Field drop-down list box.

Make any other changes you want to under Custom attributes, Calculation for task and group summary rows, and Values to display.

Check in the enterprise global by using the steps described in "Checking out the enterprise global template," in this article.

Making local changes to the enterprise global template

When users connect to Microsoft Project Server, a read-only version of the latest enterprise global template is copied to their computers. Users are allowed make changes to enterprise global template items on their local machine, such as table and view appearances or calendar settings, but will not be able to save these changes when they save their projects. The next time they connect to Microsoft Project Server, the enterprise global template will revert to the version saved on Microsoft Project Server.

Setting Up Enterprise Projects

Once you have set up Microsoft Project Server, you can connect Microsoft Project Professional to the server and import both new and existing projects to the enterprise project database.

Importing Projects to Microsoft Project Server using the Import Wizard

The Import Projects Wizard is perhaps the easiest way to add an existing project to the enterprise project database.

To import projects using the Import Projects Wizard

Open Microsoft Project Professional and connect to Microsoft Project Server as a user with permission to import projects to the Microsoft Project Server database.

2, Choose Tools, select Enterprise Options, and then click Import Project to Enterprise.

The Import Project Wizard appears. Click Next. Find the project you want to import and click Import.

Verify the name of the project as entered in the Name field. Select the version type from the Version drop-down. Indicate whether this is a Project or a Template from the Type drop-down list box. Select the calendar to associate with this project from the Calendar drop-down list box.

Map each new resource in the project to an enterprise resource or designate the resource as a local resource (specific to this project only). Click Next.

Map any custom task fields in this project to enterprise custom task fields already defined in the enterprise project global template. Click Next.

Verify task information. If you want to modify this information, highlight a task and click Task Information.

Click Import. The Import Projects Wizard will inform you when the import process is complete. Click Finish.

Resolving cross-project links

In Microsoft Project Server, cross-project links (external dependencies) cannot be associated between tasks in projects that have different versions. This behavior prevents the unintentional duplication of links. When importing projects using the Import Projects Wizard that have cross-project links, you should keep those projects open so the cross-project links can be resolved.

Using the Save As dialog box

Existing non-enterprise projects can be opened and saved directly to Microsoft Project Server by using the Save As dialog box. However, the resource and custom field mapping available in the Import Projects Wizard will not be available if you use this method. The Save As dialog box includes a grid of required project custom fields and does not allow saving to the enterprise database until all required custom fields have values associated with them.

Creating new enterprise projects

If you want to start fresh on a new project and save it to the enterprise database, start in the usual way with any project (click File, and then click New). Enter tasks and other project-related information. Use the Build Team from Enterprise feature to add enterprise resources (see "Using the Build Team from Enterprise feature to add enterprise resources to projects," in this article); any resource you add within this project will remain local to the project unless added to the enterprise resource pool.

To add the project to the enterprise database

Click File, and then click Save.

In the Save to Microsoft Project Server dialog box, enter the project name in the Name field.

Select the version type from the Version drop-down list box. Indicate whether this is a Project or a Template from the Type drop-down list box.

Select the calendar to associate with this project from the Calendar drop-down list box.

Click Next.

Using the Build Team from Enterprise feature to add enterprise resources to projects

Enterprise resources are assigned to a project (not to tasks) through the Build Team from Enterprise feature of Microsoft Project Professional.

To add enterprise resources to a project using Team Builder

Open Microsoft Project Professional and connect to Microsoft Project Server as a user with permission to open the enterprise resource pool.

Click Tools, and then click Build Team from Enterprise.

Select the enterprise resources you want to add to your team by highlighting the resource and clicking Add. You can also remove or replace team members.

When you are finished building your project's team, click OK.

You can now assign these team members to tasks within your project.

Session edits of enterprise resources

You can make changes to an enterprise resource's information at any time; however, only a user with permission to check out the enterprise resource pool will be able to save changes to a resource's information. Each time you connect to Microsoft Project Server or check out a new project, all attributes of enterprise resources will be refreshed.