#ProjectOnline Resource Management Feature #PPM #PMOT #PMO #Office365 #Office2016 #PS2016 Part 2

October 29, 2015 at 1:13 am | Posted in Administration, Configuration, Functionality, Information, Installation | 1 Comment
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This is part two of the mini series on the new Resource Management feature that is being rolled out to Project Online, the first part on upgrading / activating the feature can be seen here:

https://pwmather.wordpress.com/2015/10/15/projectonline-resource-managements-feature-ppm-pmot-pmo-office365-office2016-ps2016-part-1/

In this post we take a look at what this feature has to offer from a Project Manager and a Resource Manager point of view.

For the purpose of this demo, I have created a new simple test project called “Pauls Resource Engagements Test” that can be seen below:

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I have also created two test resources, “TestRes1” and “TestRes2”, see below:

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Notice only “TestRes1” has been marked as requiring an engagement – this is to demo the different behaviour. The new field “Requires Engagements” indicates this. This is set against the resource using the new resource attribute as detailed in post 1 but can be seen below:

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Both these resources have been added to my project team. So firstly I am going to assigned the resources to those test tasks to see what happens. TestRes1 who requires the approval is assigned to Task1 and TestRes2 is assigned to Task2 and the project is saved and published. Notice the new icon in the indicator column for Task 1 only as TestRes2 on Task 2 doesn’t require the approved engagements:

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This is telling the Project Manager that the assignment is created without an approved engagement. Right-clicking on the icon gives the ability to view a new feature, “Fix in the Engagement Inspector…”

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Clicking this loads the Inspector:

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Clicking the “View Engagements conflicts in Task Usage” loads the following:

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Here the PM can easily create an engagement request using the “Create and save new engagement for this assignment’s resource” button under actions or assign the task to another resource using the “Assign the task to a different resource” button. These actions are also available without accessing the Inspector, right-clicking the icon in the indicator column for the assignment row gives these options:

image

Clicking the Create new engagement option will load this dialog box:

image

It will default to the Resource and the task start and finish dates. The PM then has the ability to add a description and comments plus change the allocated by options:

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Clicking OK then updates the Inspector to give the ability to submit the engagement:

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Clicking the “Submit my engagement for review” will then create the request for the Resource Manager to accept / reject. The Inspector then indicators that there is a proposed engagement that covers the assignment:

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Putting the Resource Manager hat on I will jump to the Resource Center in PWA. I select “TestRes1” in the grid then click the “Resource Requests” button on the ribbon:

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This loads the following page:

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Here I can change the views, check resource assignments, check the new capacity planning feature, edit the engagement, delete the engagement, add a new engagement or accept / reject the engagement. Firstly I will look at the new Capacity planning page:

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The default view here shows a heat map for the engagements but my test engagement doesn’t appear here and it is only proposed and not committed as I am yet to accept it. I can check the checkbox “Include proposed booking” and my engagement data will appear for this example assignment:

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There are other configuration options on the ribbon such as units, timescales and thresholds for under and over capacity. Also on this page is the ability to change the view:

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In this example I switched to the Resource Utilisation view:

image

The others are similar, just show the data differently. These can be exported to various other formats uing the Download option:

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Now I will switch back to the Resource Requests page and Accept the engagement request by selecting it and clicking the Accept button:

image

The Resource Manager then has the ability to add comments:

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The engagement then updates to committed:

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Putting my Project Manager hat back on, I switch back to Project Pro and I see that I still have a warning:

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To fix this I need to refresh the engagements in this project. To do that, change the view the the “Resource Plan” view and click the Engagements tab:

image

Now click the Refresh button on the ribbon:

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The engagement status has now updated to Committed. Switching back to another view and the warning has been removed:

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Switching back to the Resource Plan view, the Project Manager can open the engagement and see the comments:

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Clicking in the Format tab the Project Manager can change the view settings:

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On the Engagements tab the Project Manager can create new engagements, launch the inspector, submit engagement requests for approval or refresh the engagement data:

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A new request has been created for TestRes2 called Test and the details planned using the time phased grid:

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Once submitted the Resource Manager will see this in the Resource Request page for TestRes2 – this time showing the time phased view:

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In this example, as the Resource Manager I will edit this request to add 8 hours for the 3rd, 5th and 6th November:

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Then I will click the Accept button. As the Project Manager in Project Pro, I refresh the engagements and see the changes:

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The Resource Manager can also create engagements for resources in the Resource Center using the Add Engagement button in the resource requests page:

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This gives the Resource Manager the ability to create engagements for the resources selected from the resource center grid, in this is example I only had TestRes1 selected:

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As before, the Project Manager would need to refresh the engagements in the project to see the updates.

Next up part 3 where we will look at some quick reporting options for engagements.

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#ProjectOnline new features #Office365 #PPM #PMO

October 24, 2015 at 12:21 pm | Posted in Administration, Configuration, Functionality, Information | Leave a comment
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Just a quick post highlighting some new features being rolled out to project online:

Task Notifications in Project Online: http://success.office.com/en-us/roadmap#R-15351

Some links here that details this new feature:

https://support.office.com/en-gb/article/Turn-on-notifications-in-Project-Online-f5ed1080-1cc6-4ab7-b00e-25cbfbea03f5

https://support.office.com/en-gb/article/Get-email-reminders-about-your-work-in-Project-Online-2372c181-1c98-416a-9306-ac28f027334b

Unique Project IDs in Project Online: http://success.office.com/en-us/roadmap#R-26705

To keep up to date, check the roadmap site here: http://success.office.com/en-us/roadmap

#ProjectOnline Resource Managements Feature #PPM #PMOT #PMO #Office365 #Office2016 #PS2016 Part 1

October 15, 2015 at 7:02 pm | Posted in Administration, Configuration, Functionality, Information, Installation | 5 Comments
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Following on from the announcement that the Resource Management feature in Project Online was being rolled out (link below), my test Project Online tenant now has this feature.

https://pwmather.wordpress.com/2015/09/24/projectonline-resource-managements-feature-rolling-out-ppm-pmot-pmo-office365-office2016/

In part 1 of this short series of posts i will provide some links for articles that explain this feature then I will look at enabling this feature on my environment and show you what happens once this feature is enabled. The later posts will look at using this new feature.

Firstly some links for this new feature:

https://blogs.office.com/2015/06/19/resource-engagements-coming-soon-to-project-2016/

http://blogs.technet.com/b/projectsupport/archive/2015/09/23/project-online-resource-management-and-capacity-planning.aspx – lots of useful links in the article

Once this feature is available to your tenant you will see the status banner like below displayed in the Resource Center page and the PWA Setting page:

image

On the Additional Server Settings page you will see a check box for Activate on the “New Resource Management Features Available” setting:

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Part of this post will be to see how this changes existing resource plan data, so before I tick that setting I will just detail some of the test data I have so we can see the impact of this change.

I have a test project called “PM test project” – all these years of blogging and my imagination for dummy projects (and tasks) has not improved!

I only have one task on this project that the “Admin Admin” resource is assigned to, the admin admin resource is the only resource on the project team:

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In the resource plan for this project I have two other resources with work:

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The ProjectData APIs have the following data – quick example put together for this project in Excel:

Assignment and Assignment Timephased data:

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The rest of the Assignment Timephased data:

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I will now Activate the Resource Management features. Checking the check box gives this pop up:

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Click OK then click Save on the Additional Server Settings page – only do this when your organisation is ready to use the new features. Fully test this on a test PWA instance first before production.

Whilst this processes, this setting in Additional Server settings will update to show the status of the resource plan data:

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Once that has completed successfully the “New Resource Management Features Available” section will disappear, we can then see what has happened to that resource plan data.

Once the process is completed, the resource plan work will be deleted as can be seen in the example report from above after refreshing the data:

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That resource plan work has been created as engagement requests, see the new example report below:

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The rest of the Engagement Timephased data:

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As you can see the data from the resource plan has been copied to the engagements data. The proposed resource plan work is only a proposed engagement. The engagements feature has the following endpoints for the ProjectData API:

  • /Engagements
  • /EngagementsTimephasedDataSet
  • /EngagementsComments

We will look at these in more detail in a later post when we look at Engagement reporting.

A quick look in the “PM test project” in Project Professional 2016 and we can see these engagements, change the view to the Resource Plan then click the Refresh button on the Engagements tab to update the engagements:

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The engagements can also be seen in the Resource Center, select the resources then click the Resource Requests button on the ribbon:

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This will load the Resource Requests grid for the selected resources:

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As well the resource plan data migrating to the resource requests / engagement some other changes happen. The old Resource Plan buttons are replaced with the new Resource Plan buttons, these just open up the project in Project Pro 2016 with the Resource Plan view:

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A new resource attribute will appear on the edit resource page, this is called “Resource requires approval for all project assignments”:

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With this set the resource will require an approved engagement request for project assignments.

Also a new category permission is available, this is “Manage Resource Engagements”:

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This controls access to the resource engagements.

There is also a new Capacity planning feature accessed from the resource center, select resources and click the Capacity Planning button:

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This loads a new page with some reports / views:

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As the Resource Plans have been removed, the resource utilisation setting has moved to Project 2016 on the Project Information dialog box. This is where you can specify how the resource utilisation is calculated, either from the Project Plan, Resource Engagements or Project Plan until and specify a date.

Finally the Portfolio Strategy Analysis functionality has been updated to use the new engagements, the setting “Resource capacity impact for projects outside the analysis” has been changed to have the following options: “Only committed assignments and engagements affect capacity (recommended)” or “Committed and proposed assignments and engagements affect capacity”. The option on the setting “Project start and finish dates” has been updated to “Use Project Resource Utilization Settings”.

That’s it for the upgrade / activation part. Next up we will look at creating new resource requests and the process around that.

#ProjectServer and #SharePoint 2010 / 2013 / 2016 October 2015 Cumulative Update #PS2010 #SP2010 #PS2013 #SP2013 #MSProject

October 13, 2015 at 7:45 pm | Posted in Administration, Configuration, CU, Fixes, Information | Leave a comment
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The Office 2016 October 2015 updates and cumulative updates are now available, please see the links below:

https://support.microsoft.com/en-gb/kb/3099951

Project 2016 October 2015 update:
<no Project 2016 update this month>

The Office 2013 October 2015 updates and cumulative updates are now available, please see the links below:

https://support.microsoft.com/en-gb/kb/3099951 

Project Server 2013 October 2015 CU Server Roll up package:
https://support.microsoft.com/en-gb/kb/3085489

Project Server 2013 October 2015 update:
https://support.microsoft.com/en-gb/kb/3085586

Project 2013 October 2015 update:
https://support.microsoft.com/en-gb/kb/3085590

Also worth noting, if you haven’t done so already, install Service Pack 1 http://support2.microsoft.com/kb/2880556 first if installing the October 2015 CU.

The Office 2010 October 2015 updates and cumulative updates are now available, please see the links below:

https://support.microsoft.com/en-gb/kb/3099951

Project Server 2010 October 2015 CU Server Roll up package:
https://support.microsoft.com/en-gb/kb/3085598

Project Server 2010 October 2015 update:
<no specific Project Server 2010 update>

Project 2010 October 2015 update:
https://support.microsoft.com/en-gb/kb/3054882

SP2 is a pre-requisite for the Office 2010 October 2015 updates.

As always, fully test these updates on a replica test environment before deploying to production.

Removing HTML tags from #ProjectOnline fields #PowerQuery #PowerBI #Excel

October 9, 2015 at 1:03 pm | Posted in Administration, Customisation, Functionality, Information, Reporting | 5 Comments
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A quick post to highlight a simple way to remove the HTML tags in the Project Online OData reports. If you are unsure about what I mean, see the image below:

image

Notice the <p> tag and &#160 tag in the Changes column above, as well as the list tags. An easy way to clean this up is to use Replace function in Power Query:

image

This can be seen below too:

let
    Source = OData.Feed("<PWAURL>/_api/ProjectData/Projects()?$Filter=ProjectType ne 7"),
    #"Removed Other Columns" = Table.SelectColumns(Source,{"ProjectName", "Changes"}),
    #"Replace HTML <p>" = Table.ReplaceValue(#"Removed Other Columns","<p>","",Replacer.ReplaceText,{"Changes"}),
    #"Replaced HTML </p>" = Table.ReplaceValue(#"Replace HTML <p>","</p>","",Replacer.ReplaceText,{"Changes"}),
    #"Replaced HTML &#160" = Table.ReplaceValue(#"Replaced HTML </p>"," ","",Replacer.ReplaceText,{"Changes"}),
    #"Replaced HTML <ul><li>" = Table.ReplaceValue(#"Replaced HTML &#160","<ul><li>"," ",Replacer.ReplaceText,{"Changes"}),
    #"Replaced HTML </li><li>" = Table.ReplaceValue(#"Replaced HTML <ul><li>","</li><li>",", ",Replacer.ReplaceText,{"Changes"}),
    #"Replaced HTML </li></ul>" = Table.ReplaceValue(#"Replaced HTML </li><li>","</li></ul>"," ",Replacer.ReplaceText,{"Changes"})
in
    #"Replaced HTML </li></ul>"

Then your report will look like this in Excel:

image

This also works for Power BI too, without the replace function:

image

Using the replace function:

image

I have only included a few of the HTML tags / mark-up that you will find but as you can see, it will be easy enough to do the rest.

This is a quick and simple way but you could look to do this in bulk for all columns and HTML tags by creating your own function if you needed to.

I am speaking – Project Virtual Conference #ProjectOnline #BI

October 2, 2015 at 12:57 pm | Posted in Information | Leave a comment
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Quick post to reference my session for the Project Virtual Conference on 22nd October 2015:

http://projectvirtualconference.com/sessions/project-online-bi-made-easy/

See some of the great reporting options for Project Online.

For the full schedule see: http://projectvirtualconference.com/schedule/

To register for this great free event (no travel expenses either!): http://projectvirtualconference.com/register/

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