Closing a project

M

Michelle

Hi All-

I am working on an implementation that has some strict
requirements around entering time against a completed
project due to financial reporting. The completed
projects need to be kept in the database for historical
project reporting but old project tasks should not be
available for entering time. I see that when I select all
assignments in the task section it gives me previous
projects tasks available to submit time. Is there a way
to archive these projects so old project tasks are not
available for a resource to submit time?

Thanks!
 
D

Dale Howard [MVP]

Michelle --

Yes. Here's how:

1. Open the completed project
2. Click Tools - Build Team from Enterprise
3. Set the Booking value for each team member to Proposed
4. Click OK
5. Click Collaborate - Publish - All Information and click OK

The above procedure will remove all task assignments from this project from
each team member's timesheet in PWA. This is assuming you are using Project
Server 2003. Hope this helps.
 
L

Lars Hammarberg

In addition to Dale's reply:
(assuming projectpro+projectserver)
If the restrictions are date specific - i.e. you're not allowed to edit data
in the timesheets prior to an agreed date - say, closed period in an
accounting package holding project related data - then you should look into
"managed periods".
This is basically a series of dates (periods) which are either open or
closed.
Closed periods means no actuals can be added using the timesheet.
This is administered through PWA/admin (somewhere - probably "customize
pwa" - not sure exactly)
One of the things to bear in mind when using managed periods (read the help
file on this too) is that making changes to actuals in ProjectPro will not
"stick" but revert back to the protected actuals in the timesheet - this is
called "protected actuals".
Updates to this type of protected data require pwa and "Adjust actuals" on
the Resources page and can't be done by the resource but needs projmanager
access.


--

/Lars Hammarberg
www.camako.se
MSProject Premier Partner
 
M

Michelle

Hi Dale-
I tried doing this but it still allowed me to see my tasks
and make updates to them. I am using Project Professional
and Project Server 2003.
Any thoughts?
 
D

Doug

How can I do this in Project Pro 2002?

Doug

Dale Howard said:
Michelle --

Yes. Here's how:

1. Open the completed project
2. Click Tools - Build Team from Enterprise
3. Set the Booking value for each team member to Proposed
4. Click OK
5. Click Collaborate - Publish - All Information and click OK

The above procedure will remove all task assignments from this project from
each team member's timesheet in PWA. This is assuming you are using Project
Server 2003. Hope this helps.
Click to expand...
 
J

Jim

Dale,

Thanks this worked well with one exception. All of the tasks disappeared
from the timesheet except for "deleted" tasks, which kept the project on the
user's timesheet. Checked several users and found the same. Anyway to get
rid of these as well?

Thanks,

Jim
 
D

Dale Howard [MVP]

Michelle --

If you set the booking type in the particular project to Proposed rather
than Committed, I guarantee it will remove the tasks from each user's
timesheet for that project only. Are you absolutely certain you performed
my steps? When you see "it still allowed me to see my tasks...", are you
referring to tasks in that one project in your PWA timesheet? Let us know.
 
D

Dale Howard [MVP]

Jim --

Tell the users to hide them by selecting the deleted tasks and clicking the
Hide button. Hope this helps.
 
4

4scott

You can run the Delete Task SQL to automatically hide the deleted
tasks. Users within this group have posted it. It works for me.

--Scott
 
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