Deleting Proposed Bookings

[Amy Lawrance]

I am trying to use one project plan to propose bookings for future
work. All resources are "Proposed" rather than "Committed" and an
estimtated task duration entered. When a project is ready to start a
new project plan is created and the proposed booking in this plan is
deleted. This is causing the following problem:

The task is marked as deleted but as it is not in the resource's
timesheet for them to hide, the task remains in the system forever.
Therefore in the resource view they are still allocated to the task
and in most cases double booked. This is causing problems for
resource allocation and planning as people seem booked when they are
in fact free and I can't find a way for these allocations to be
removed.

I was wondering if anyone knew how to remove them or if I have to
change my process all together.

 

[anzbkr]

Have you tried using generic resources?

 

[Amy Lawrance]

Generic Resources unfortunately defeats the purpose of this plan as we
are trying to book actual resources for upcoming work and determine
utilisation rates etc. Generic Resources would not allow us this
level of detail.

 

[Laura]

Anyone have a solution for this one? We are having the
same delimma.

Thx!

Laura

 

[Greg Horodeck]

I'm confused.

Why are you creating a new project schedule rather than update the estimates
and switch the resources from Proposed to Committed?

Greg

 

[Amy Lawrance]

Because we have one person responsible for resource allocations and
they use one plan to manage this. When a project commences one of the
project managers create a new plan to manage the project.

 

[Gary L. Chefetz \(MVP\)]

Amy:

Using one plan for this the way you describe is unwittingly committing
database abuse. The problem is that when you simply delete tasks the way
you're doing, and this holds true for any plan, it leaves behind the work
assignments. You need to address the assignments by closing them out by
removing all remaining work and republishing them before you delete the
tasks. You're accumulating a lot of unnecessary history records, of course,
because Project Server gives you tools for erasing these at the resource or
project level, not by subset of a project. The assumption is as long as the
plan is alive, the history for it is valid too! You need to rethink your
strategy and use the tool as intended, as Greg suggested.

--

Gary L. Chefetz, MVP
"We wrote the book on Project Server
http://www.msprojectexperts.com

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