Customized Email Collaboration

[BenL712]

Let me preface this by saying I know this is not the correct way to use the
full power of Project. However, I'm working in an organization that is
nowhere close to using any sort of project/time tracking, and I would like to
start getting people used to this.

I really like the way Project/Outlook handles email collaboration, with
tasks sent out and the ability to request updates. Does anyone know of a way
I can customize this feature so that instead of requesting hours
complete/remaining, I could have each task owner report percent complete /
estimated completion date?

I'm also assuming that I would have to have all the tasks set up as fixed
duration so that Project would handle the resource assignments and updates
correctly.

If anyone could point me in the right direction for this, I'd greatly
appreciate it. Thanks!

 

[JulieS]

Hi BenL712,

You can customize the fields for the email in Tools > Customize >
Published fields. You could add the % Complete to the email as well as
Remaining Duration which will project the new end date of the task.

That being said, % Complete is a *duration* measurement, and, in my
opinion, is best left to the calculations performed by Project based
upon Actual Duration and Remaining Duration.

My experience is that resources can most accurately tell you how much
work they have accomplished and how much more work they have to
complete, which is why I prefer to ask for Actual Work and Remaining
Work.

I assume you are currently gathering Actual Work and Remaining Work. As
you have noted, when resources report more Remaining Work than was
originally scheduled on a Fixed Unit task the duration increases to
accommodate the additional remaining work. With a Fixed Duration task
type, any additional Remaining Work is kept within the original task
duration but the Assignment Units increase.

I hope this helps. Let us know how you get along.

Julie

 

[BenL712]

Thanks for the response. Unfortunately in my case, resources are not able to
tell me how much work is left or has been accomplished. I only get %
complete and remaining duration, so I'm trying to play to their strength (or
weakness, depending on your point of view).

I attempted your suggestion with a sample task sent to myself, but I was not
able to edit to % complete and remaining duration fields. The only fields I
could edit were start date, remaining work, and comments. Is there something
else I need to do to make these fields editable?

Thanks again!

 

[BenL712]

I should add that the "let resource change field" check box was diabled for
these fields. I was able to add other fields, check this box, and republish
.... and those worked okay.

 

[JulieS]

Hi BenL712,

You're welcome and thanks for the feedback.

Sorry for the delay in replying. I believe (and it has been awhile
since I worked with the email collaboration features so my memory may be
failing) the reason why some fields (% complete, Remaining Duration)
cannot be changed and others (Remaining Work, Actual Start) can, is due
to the difference between Task fields and Assignment fields. You may
have noticed that when you add a field to the email message through
Tools > Customize > Published fields that % Complete is a task field
where Remaining Work is an assignment field.

Because you may have multiple resources assigned to a task, allowing a
task field change is not allowed. For example: if you have two
resources assigned to tasks, when resource 1 enters his/her Actual Start
date, they are entering the start date for his/her *assignment* to that
task You may not always have resources starting their assignments on
the same day due to differences in resource calendars. The same is true
for the Actual Finish fields. By default, they are showing as
Assignment fields.

As far as enabling a resource to change Task fields, I'm afraid I know
of no answer. Sorry.

I hope this helps somewhat. Do let us know how you get along.

Julie