Issue with Generic Resources, task completion, and timesheets

P

PMadm

Can someone tell me how to complete a task assigned to a generic resource when generics do not have/use timesheets? Am using Project Server 2003 and MS Proj Pro 2003 environment. Generic resources are defined in resource pool to represent external contracted agents. Want to mark task assigned to the generic resource complete! Have tried LOTS of methods to complete the task: Entering actual hours = work (this is overwritten by protected actuals because these do not actually exist for generic resources), entering % complete = 100% (as soon as syncronize with actuals its reset), entering physical % complete = 100% (does not show task as complete), changing remaining work to 0 (doesnt' stick...). Prefer not to change task to milestone, i.e., 0 work, as that affects start and finish dates unless I force them

It could be this is a FLAW IN LOGIC related to actuals and protected actuals for generic resources... It should not be checking protected actuals for generic resouces!
 
D

Dale Howard [MVP]

PMadam --

Generic resources are generally used as "placeholder" resources and are
meant to be replaced by human resources at some point before work begins on
a project. This is why Generic resources do not have user accounts in
Project Web Access, and thus, cannot enter time in the timesheet.

In a situation such as yours, it seems like your generic resources actually
represent unnamed human resources who need to appear as users in PWA. I
would recommend that you deselect the Generic option for any resources whose
hours need to be entered in the timesheet. To do this, you will need to do
the following:

1. Open the Enteprise Resource Pool
2. Double-click the first generic resource to be converted to a human
resource
3. Deselect the Generic checkbox and click OK
4. Repeat this process for every generic that needs to be converted to a
human resource
5. Save and close the Enterprise Resource Pool
6. Open each project using the former generic resources
7. Click Collaborate - Publish - Republish Assignments, then click OK

Hope this helps.




PMadm said:
Can someone tell me how to complete a task assigned to a generic resource
Click to expand...
when generics do not have/use timesheets? Am using Project Server 2003 and
MS Proj Pro 2003 environment. Generic resources are defined in resource
pool to represent external contracted agents. Want to mark task assigned to
the generic resource complete! Have tried LOTS of methods to complete the
task: Entering actual hours = work (this is overwritten by protected actuals
because these do not actually exist for generic resources), entering %
complete = 100% (as soon as syncronize with actuals its reset), entering
physical % complete = 100% (does not show task as complete), changing
remaining work to 0 (doesnt' stick...). Prefer not to change task to
milestone, i.e., 0 work, as that affects start and finish dates unless I
force them.
It could be this is a FLAW IN LOGIC related to actuals and protected
Click to expand...
actuals for generic resources... It should not be checking protected
actuals for generic resouces!
 
G

Guest

Dale, Thanks for your response. I can change the resources
as suggested. Not that it now does what is desired. I
(and our PMs) DO NOT like having to sign-in as numerous
resources to update multiple timesheets when, in essence,
these resources are placeholders (keeping the plan in
sync). It will be easier to omit these tasks and use lags
instead. The easier path will win out.

The explanation provided for generics ("Generic resources
can also be used in the early stages of developing a
project plan or when you may not care who specifically
works on a project, yet you still want to track work on a
project."/MS Project Help) and specifically the "or"-part
of this is not applicable to project execution as it might
be interpretted. Generic resource roles are (or should
be) two-fold -- placeholders and also external resources
that play roles in projects but without having
timesheets. Can you see a need for a new resource type?
Something to use for vendors, consultants, contract
employees, ...

PMadm
 
D

Dale Howard [MVP]

PMadam --

I understand your struggle. My approach is only one solution, albeit not
perfect, and maybe not that helpful to your organization. Given that
Generic resources function the way they do in spite of what Help says, I
think your only solution in the short term would be to follow my suggestion.

If I were a PM in your organization, I think I would find myself a good
administrative assistant who could laboriously log into Project Server using
each external resource account and enter the actuals for that person. Yes,
I see your point about perhaps needing two types of generic resources. In
addition, there is a need you haven't even addressed yet: the need for
machine or equipment resources, which are Work resources but are not tracked
the way that human resources are tracked. Hope these comments help.
 
S

Scott McClure

If you're going to have an admin plug in the time, why not give them a copy
of Pro and let them use the Task Usage or Resource Usage (with Actual Work
added). This way they don't have to log in to each account. This we do.

Scott
 
D

Dale Howard [MVP]

Scott --

If you reread their original post, your solution will not work. They are
using Project Server 2003 with Managed time periods. When an organization
uses Managed time periods, it is not possible to enter actual progress in
the Microsoft Project plan and then "push" those numbers out to Project Web
Access. That is why they were having so many problems to begin with. Thus,
the admin will have to log into PWA as each generic resource and enter their
actual progress on the timesheet. Thanks for the suggestion, though.
 
G

GeneS

We have run into this same problem and can't find a way to complete tasks in Project Pro. How do set milestones to complete if it can only be done through PWA timesheet
Thanks for any suggestions.
 
D

Dale Howard [MVP]

GeneS --

In your post, I see two specific problems with using managed time periods in
Project Server 2003:

1. How to enter time for tasks performed by generic resources such as
consultants, contractors, etc.
2. How to update milestones to 100% complete in the Microsoft Project plan

First, let's talk about the issue of generic resources and time entry. The
resource type formally designated as Generic is not meant to be used as I
believe you are using it. Generic resources are simply placeholder or
skill-based resources that are meant to be replaced by human resources at
some point prior to the start of work on the project. Furthermore, Generic
resources in the Enterprise Resource Pool do not have a user account set up
for them in PWA, therefore, the Generic resource does not have a timesheet
in PWA in which actual progress can be entered.

In your case, I believe you are actually using unnamed human resources using
a generic name such as MSPE Consultant or something of the like, but have
designated these resources as the formal Generic resource type. Since you
need for the resource to have an account in PWA so that you can access their
timesheet and enter actuals, I would recommend that you deselect the Generic
resource designation for those Generic resources who need a timesheet, which
will then convert the resource to a human (nongeneric) resource. The
accounts should be set to Project Server authentication so that someone such
as an admin or resource manager can enter Actual Work hours in the
resource's timesheet in PWA.

The second issue deals with updating milestones in the Microsoft Project
plan. In this regard, Microsoft has issued a hofix for this issue as
referenced in KB832887. You can download the hotfix at:

http://support.microsoft.com/default.aspx?scid=kb;en-us;832887&Product=OffPrServ2003

Hope these answers help.




GeneS said:
We have run into this same problem and can't find a way to complete tasks
Click to expand...
in Project Pro. How do set milestones to complete if it can only be done
through PWA timesheet?
 
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