Project Status - Archiving/Closing a Project

[Roscoe158]

I am wondering how to "close" a MS Project on a server so that it isn't
viewable from the "Open from Microsoft Office Project Server" view any
longer. I am also curious and somewhat concerned what implications this has
on resources that have put time against tasks and if this data is lost in
closing/archiving currently active projects. Does this information get
"lost" for instance when a year-end report is ran to view a summary of all
hours worked by a resource for an entire year. Any information would be
greatly appreciated...any information about and beyond, tips/tricks, things
to avoid, etc...

 

[Dale Howard [MVP]]

Roscoe158 --

Refer to the following FAQ for a methodology to archive completed projects
in the production Project Server database:

http://www.projectserverexperts.com/Shared Documents/ArchiveCompletedProjects.htm

Hope this helps.

 

[Roscoe158]

Thanks Dale!

I will look at this further to see if I get the explanation I am looking
for. I have also sent correspondence to the corporate admin. of MS Project
Server to see what items they have already taken for this as well as heavily
read the threads on here about EditTools and other such things. In other
words, I did my homework to an extent before asking my question...which
others often do not do as you are probably fully aware.

Thanks again.

 

[Dale Howard [MVP]]

Roscoe158 --

You are more than welcome, my friend!

The FAQ details the steps required to archive completed projects in the
production Project Server database. If you wish to archive completed
projects in a separate Project Server instance, you would need to use the
EditSite tool to create the additional instance. Hope this helps.

 

[Roscoe158]

Hi Dale,

This does help. One last question. How does archiving affect end-of-year
reporting if I continue to keep archived/closed projects on the Enterprise
Server? I suspect that in this case there is no affect and reports will run
accurate numbers/figures.

That begs the question however, if archives are kept on a seperate MS
Project Server...I would suspect that this will affect end-of-year reporting?
perhaps it does not since the data has already been submitted by the
end-user and is stored in a data repository of some kind? I don't work on
the back-end of the Enterprise Server so I'm not sure of my company's
configuration and we are doing a Pilot project in that IT is going to use MS
Project and PWA for a year and then we are going to figure out if we want to
roll it out to the entire corporation.

Thanks again! You've been a big help thus far.

-Roscoe158

 

[Dale Howard [MVP]]

Roscoe158 --

It will not affect end of year reporting. Hope this helps.

 

[Annette]

Does this remove the individual tasks from the resources timesheet in EPM?

-----thanks, Annette

 

[Dale Howard [MVP]]

Annette --

Yes.

Does this remove the individual tasks from the resources timesheet in EPM?

-----thanks, Annette

 

[Annette]

No- what I'm looking for is an automatic link between project and project web
server on how to close the project so that the tasks no longer show up on the
timesheet view for the resources

 

[Dale Howard [MVP]]

Annette --

The only automatic link is to change the Booking type to Proposed for team
members on the closed project. You must then publish New and Changed
Assignents and then the tasks from the completed project will disappear.
The referenced FAQ gives you a complete methodology for hiding completed
projects in the production Project Server database. Hope this helps.

 

[Annette]

I'm working my way through these directions, but have a question - where is
the ability to create a custom Category in Project Web Access?

thanks

 

[Dale Howard [MVP]]

Annette --

In PWA, click Admin - Manage security. Hope this helps.

 

[Annette]

Dale - will this affect reporting of their hours from a historical or project
perspective?

 

[Dale Howard [MVP]]

Annette --

No.

Dale - will this affect reporting of their hours from a historical or
project
perspective?

 

[Annette]

Dale - again, thanks for your help. After following the steps to change
Remaining Work to 0 / work complete to 100%, then changing the resources to
Proposed and collaborating. I still have a project showing in EPM with a
task. What can I look at to see where this issue is. This has happened on
several projects where one or two of the tasks remain so the project still
shows on people's timesheets.

Any advice you have would be great.

thanks
Annette

 

[Dale Howard [MVP]]

Annette --

What makes these projects different from all the others? Have you tried
publishing New and Changed Assignments again to see if that resolves the
issue? Are you seeing errors on your server's application event log? Let
us know and we'll try to help.

 

[Annette]

Dale - I just had someone print out the tasks that still show in their
timesheet and I don't see those in the project itself........this is very
baffling to me - any thoughts on that?

 

[Dale Howard [MVP]]

Annette --

I hate to be a stickler, but you didn't answer any of my questions in my
previous post. Please answer these questions and we'll try to help:

1. What makes these projects different from all the others?

2. Have you tried publishing New and Changed Assignments again to see if
that resolves the issue?

3. Are you seeing errors on your server's application event log?

 

[Annette]

Dale - sorry about that -

1. Nothing that I can see
2. Yes
3. No

 

[Dale Howard [MVP]]

Annette --

I'm stumped. I'll gladly invite the others to share their comments if they
have any. Sorry.