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Anaheim, CA | February 2-5, 2014
Chris GivensCEOArchitecting Connected Systems
Get Up and Running with Project Server 2013 for beginners
PC214
Chris’s Project Background• CEO ACS• Courseware provider to Microsoft Certified Training centers• Top selling titles in Development, BI and Search• Project Server 2013 Inside Out
• SharePoint Sr. Architect • eBay• General Atomics
• Consolidation of multiple project servers (2003->2010) into single farm with multiple PWAs
Introduction to Project Server 2013
Configuring Project Server 2013 Features
AgendaWhat we’ll cover
What this session is and is not• IS NOT• An IT Pro Architecture session• A mapping of Project Server features to project methodologies (Agile,
etc)
• IS• A simple review of features and terms for those not familiar with
Project Server
Introduction to Project Server 2013
Logical Architecture• Project Server 2013 is a SharePoint Service
Application• Requires SharePoint 2013• Also comes with a Project Web App and Project Site site definition
• Each PWA instance has a single database• Versus four databases in previous two versions
• Robust API for custom applications• Project Server Interface (PSI) WCF services• REST APIs
Installation• Installation is a relatively simple but
lengthy process• Install SharePoint 2013• Configure SharePoint 2013• Install Project Server• Reconfigure SharePoint 2013• Create a Project Server service application• Create a PWA site
Overview Project Web App• Project Web App (PWA) is a SharePoint site that
provides an entry point for managing enterprise projects
• Main elements include:• Project Center• Approval Center• Tasks Center• Timesheet• Issues and Risks• Resources• Status Reports• Strategy• Reports• Server Settings
Demo
Project Server Integration with SharePoint
Intro to Project Server - Tip #1• Ensure that you have enough servers with
enough memory to support your on-premise install of Project Server and SharePoint Server features
• Ensure that you are ready for rollout of Project Professional 2013
• Each PWA is its own separate instance of Project Server
Configuring Project Server 2013 Features
Configure PWA• Before you can fully manage projects, there
are several steps that need to be performed:1. Create Resources2. Create Cost Types3. Create Departments4. Configure Permissions5. Define Custom Fields6. Define Calendar and Fiscal Periods7. Create Projects8. Create Tasks9. Reporting and Project Intelligence
Intro to Project Server - Tip #2• Make sure that you setup everything before
allowing users to create projects
• Each PWA that you create must be configured
Step 1: Creating Resources
Enterprise Resources• Every project will use some type of
resource to achieve completion
• Important aspect of resource management is tracking resource utilization and costs
• Resources must be identified and added to the Enterprise Resource Pool for usage in projects• Resource Center is used to manage Enterprise Resources
Resource Types• Enterprise vs Local• Enterprise resources are available for all projects across entire organization• Local are only available to single instance of a project
• Three types of Resources• Work - People or equipment required in order to complete a task in a project• Material - Consumables required in order to complete a task in a project• Cost - Costs associated with a task
• Sub types include:• Budget• A budget resource can be assigned only to the project summary task• Project prohibits assigning a budget resource to a non-project summary task with an
error message• Always worth putting a prefix of “Budget” or “B” to define these resources
• Generic• A resource to assign to a task when resource availability is not yet known or decided.
Creating Resources• Resources require• Type (Work, Material, Cost), (Budget, Generic)• Display Name
• Optionally• Timesheet Manager• Earliest and Latest Date• Standard and Overtime Rate• Resource Department• Group, Code, Cost Center and Type• Team Assignment Pool
Active Directory Synchronization• Initially adding Resources can be a time
consuming task• Project Server includes ability
to import Work Resources from Active Directory
• Using the Import Page, you can import specific AD Groups• Resources are imported as “Work” resources• Unfortunately the “Domain Users” group does not
import
Demo
Creating Project Server Resources
Intro to Project Server - Tip #3• Try to utilize Active Directory to setup your
project users, it will save you a lot of time
• If cost reporting is extremely important, ensure that all resource types have been setup properly
• Don’t underestimate the values you specify for resources, it drives Project Server functionality
Step 2: Creating Cost Types
Cost Types• Cost Types allow for better tracking and
reporting of resources• Allows for a grouping of similar
types of resources• Each resource can be assigned a
cost type for reporting purposes (SAP, Dynamics, etc)
• Examples• Direct costs (Materials and labor)• Indirect costs (Core business, not directly related to project output)
Demo
Creating and Assigning Cost Types
Intro to Project Server - Tip #4• Cost Types are not required, but can be
helpful for mapping costs to an external accounting system’s taxonomy
Step 3: Creating Departments
Departments• Departments are another type of classification
used across Project Server components• Can be used in various places across Project
Server • Projects, Resources, Custom fields, OLAP
Databases, Enterprise Project Types• Strategy (Business Drivers,
Driver Prioritization, Portfolio Analysis)
• Useful for• Slicing the reporting across departments• Targeting metadata to specific departments• Limiting access to projects and data (RBS)• Filtering (Strategy features)
Demo
Creating and Assigning Departments
Intro to Project Server - Tip #5• Departments are not required, but are a
very useful tool for limiting views of data and reporting slicing and dicing
Step 4: Assigning Permissions
Access Modes• Project Server 2013 has two modes• SharePoint Permission mode• Project Server Permission mode
• SharePoint mode is designed to be an easier method of managing permissions• It is the default permission mode in Project Server
2013
• Project Server permission mode can be re-enabled using PowerShell
SharePoint Permission Mode• Uses SharePoint groups• Administrators, Portfolio Viewers, Project Managers, Portfolio Managers,
Resource Managers, Team Leads, Team Members
• You cannot create custom groups or edit the default permissions for these groups
• Supports• Unified security management through SharePoint Server• Permissions inheritance for PWA and Workspaces• Direct authorization against Active Directory security groups• Claims-based authorization• Manage authorization by role-based groups
Project Server Permission Mode• Mimics the typical way of managing and
assigning permissions• Supports• Claims-based authorization• Manage authorization by role-based groups• Extensible and customizable• User delegation• Ability to secure work resources• Impersonation• Security filtering using the Resource Breakdown Structure• Custom Security Categories
Switching Modes• Switching between SharePoint permission
mode and Project Server permission mode deletes all security-related settings. • If you switch from SharePoint permission mode to classic Project Server
permission mode, you have to manually configure your security permissions structure in Project Server 2013.
• Switching from Project Server permission mode back to SharePoint permission mode deletes your security permissions information from Project Server 2013.
PS Permission Mode Components• Groups – groupings of users (no groups)
• Categories – collections of projects, resources and views, five categories by default (My Direct Report, My Organization, My Projects, My Resources, My Tasks)
• Security Templates – predefined set of permissions (Administrator, Portfolio Viewer, Portfolio Manager, Project Manager, Proposal Reviewer, Resource Manager, Team Lead, Team Member)
• Resource Breakdown Structure (RBS) - hierarchical security structure • The Project Owner is a descendant of the User via RBS• A resource on the project's Project Team is a descendant of the User via RBS• The Project Owner has the same RBS value as the User
Demo
SharePoint Permission ModeProject Server Permission Mode
Intro to Project Server - Tip #6• SharePoint Permissions make permissions
in Project Server very easy, but are not as configurable as Project Server permissions mode
• Larger and more complex organizations will revert to Project Server Permissions mode
Step 5: Defining Custom Fields and Lookup Tables
Enterprise Custom Fields• Custom fields extend the attributes
of tasks, resources, or projects• You can filter, group, sort, and create OLAP cubes and
reports based on custom field values• Local custom fields are limited in number and to the
scope of one project
• Enterprise custom fields are essentially unlimited in Microsoft Project Server 2013• Defined in Project Web App and stored in the database for use in
projects within a department or an organization• Project Server is tested for acceptable performance with up to 1,000
custom fields
Enterprise Custom Field Types• Enterprise custom field types include the
following:• Cost• Date• Duration• Flag• Number• Text
• Custom Fields can be based on formulas with graphical indicators
• Custom fields can also be rolled up and down
Enterprise Custom Lookup Tables• Lookup tables for custom fields enable data
to be collected in a consistent manner• Out of box tables• Cost Type• Department• Health• RBS
• Team Name Lookup Table• Allows for generic resources to be assigned to tasks
Demo
Creating Custom Fields and Lookup Tables
Intro to Project Server - Tip #7• Custom Fields and Lookup Tables are a very
powerful way of extending the metadata of Project Server objects
• Don’t be surprise if you find yourself adding more and more custom fields once you realize their power!
Step 6: Calendars and Fiscal Periods
Enterprise Calendars• Enterprise calendars capture the predefined
working hours, holidays, and other schedule details in an organization• They are used to standardize the working time for all
of an organization’s projects.
• New ones commonly created for multi-country resources• Different hours and holidays
Fiscal Periods• Fiscal periods define the start dates and
beginning dates of a corporate business calendar• Used to map project work to a fiscal planning structure• Can be used in the OLAP cube reporting
• Very flexible creation models• 4,5,4• 4,4,5• 5,4,4• 13 months• Standard Calendar Year
• Once created you can modify the model to meet your needs
Timesheets• Timesheets track tasks, projects, and non-
project time• Timesheets can only be created after fiscal
periods have been setup• Each timesheets has a series of line items
• Each timesheet can be auto populated in various ways:• Auto-populate based on task status • Import from task status• Copy from planned• Data entry
Timesheet Approval• All timesheets must be approved• Can be auto approved when submitted• Can be routed to a timesheet manager
• By default there are zero timesheet managers• Must add and assign each manage to the users
Administrative Time• Not all time is spent performing assigned tasks• Administrative time is all non-project focused
activities• By default, there are three administrative times• Administrative, Vacation, Sick-time
• Other time consuming items include:• Checking Voicemail and Email• Sick days• Leave and Absence• Vacation• Jury\Civic Duty• Professional Development\Training
Demo
Calendars, Fiscal Periods and Timesheets
Intro to Project Server - Tip #8• Unless you have a PWA instance that
supports a multi-country organization, it is unlikely that you will need to create a second calendar
• If you do not use the Project Server timesheets or advanced reporting, it is unlikely that you will need to setup Fiscal Periods
Step 7: Creating Projects
Projects• Projects can be created via PWA or Project
Professional• Two project types provided out of box types• Enterprise Project• SharePoint Task List• New types can be created based on departmental or enterprise need
Project Detail Pages• Simple web part pages that displayed
various information about the project• Project Details• Project Information• Schedule• Strategic Impact
• New pages can be created• Different Project Types can have different
pages assigned
Workflows• You can force a series of steps when creating
and managing projects• For example, a workflow can be configured to show only certain detail pages
and force custom fields to be required before a user can continue
• Workflows are created using SharePoint Designer
• Workflow Stages• Used in the workflow as transition steps• Conditions based on custom fields can be used to make the transitions
• Workflow Phases• Used to show status of the project• Each phase is configured to show a set of project detail pages
Project Sites• Similar to SharePoint Team Site, but also
provides:• Project Summary Web Part• Visual timeline of the project's tasks• Complete task schedule for a project• Library for storing relevant project documents• Notebook for quickly capturing and organizing information about the
project• Shared calendar for team events• Ability to connect to the Project 2013 client application
• Site mailboxes• When integrated with Exchange 2013, each project site can have a
team mailbox
Demo
Creating Projects
Intro to Project Server - Tip #9• Be prepared to create your own custom
project detail pages, workflows and project site templates
• Workflows are very powerful in Project Server 2013, you should usethem to enforce corporate PMO policies
Step 8: Creating Tasks
Creating Tasks• Tasks can be created via PWA or Project Pro• Most PWA pages have basic views• These views do not show all the metadata for a Task or Projects• It is easy to get confused by this
• Views can also have different permissions setup adding to the complexity• You may find some views are not visible to you,
even as an administrator!
Task Settings• Each task can have a set of
attributes• Name• Start and End Date• Assigned To• Related Issues, Risks, documents• Related Tasks\Assignments• Notes
• Custom Fields can be added to supplement the out of box metadata
Tracking Methods• Measuring progress can be
done in four ways:• Percent of Work Complete• Actual work done and work remaining• Hours of work done per period• Free Form
• Configured in Project Server• After changing, each project must be opened, saved and published• Default setting is “Percent of Work Complete”
SharePoint – My Tasks• My Tasks allows for a single management point
for users• All SharePoint, Project Server, Outlook and Exchange tasks are displayed here• Changes are sent back to the respective locations
• Stored in a user’s My Site• Requires User Profile Service Application to be setup
• Several helpful features• Timeline• Important tasks• Views and filters
• Driven by the Work Management Service Application• New to SharePoint 2013
Demo
Creating Tasks
Intro to Project Server - Tip #10• Always double check the view of the page if
you are “missing” fields
• Ensure that your progress tracking method is set to how your users or PMO is used too
• Having My Site setup simply for the “Tasks” feature is worth the effort!
Step 9: Project Intelligence
Business Intelligence• Each PWA will have a BI Center site created
for it• BI Center is a common SharePoint site• BI Center provides access to many SharePoint BI Features• Custom Reports can be created
• Several default reports utilize Analysis Services• Requires SQL Server Analysis Services setup• Requires SQL Server Analysis Management Objects on each App server
running Project Server in the Farm• Must configure the Cube that will be created• Multiple Cubes can be created based on Department
SharePoint BI Features• Office Data Connections• Excel Services• PowerPivot• PowerView• Reporting Services• PerformancePoint• Business Connectivity Services (BCS)• Dashboards & Scorecards• Web Parts pages with connected web parts
Odata\REST Feeds• OData is the only available reporting feed
in the online Project Server version offered by Microsoft• Same version used in the cloud is available on-premise• Means you can use the OData interfaces to pull your own data• Most of these are already setup for you and out of the box reports
utilize this interface
• Power Query is a powerful data aggregation tool• Use it to connect to your multiple PWA instances and aggregate data
• Custom Tools can be built• Custom Fields are not easily consumed in REST feeds
Project Server Apps• SharePoint App Store contains several Apps
that provide extra project data analysis and editing:• TPG MTA Chart• TPG Risk Chart• PWA Statistics• Bulk Edit
• Other App focused sessions• PC204 - Apps for Project – Top 10 success factors• PC303- Developer to Developer – learn the Microsoft Project Online and
Server Extensibility• PC404 – Building and selling Apps for Project
Demo
BI Center and REST
Summary
SummaryProject Server is easy to install (E=MC2)
Several steps must be performed before you can start to create and manage projects
Reporting is very important
OData\REST is your friend
Questions?
Events
Related Sessions• Intro, setup and configuration related
sessions• PC247 – Administration for IT Professionals and PMO• PC318 – Deployment best practices from the field• PC328 – Get your hands dirty with Microsoft Project Server Architecture• PC330 – Understanding security in Project Server
Survey• Don’t forget to fill out your survey!• Session PC214
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