SYNC TO ACTUALS

M

MARY DAHL

When I open or close a project, I am prompted "Do you want to sync up with
Actuals from Timehseets in Web Access, what does this mean? If you answer
yes, will it pull all the current timehseets to the project? I always answer
No as when I have answered Yes, it blows my dates out of whack. I just want
to make sure by answering No, that I'm not pulling data that needs to load
into the project, I feel there should be no hours to sync up anyway. PLEASE
HELP, this has been an on going question within our org. Thanks.
 
J

Jonathan Sofer

I am assuming you are on Project Server 2003 but please specify.

If you are receiving this message, it means that your project administrator
has configured the system to "Managed Time Periods" with locked down
actuals. What this means is that all actuals in your project schedule must
come from resources submitting their task updates (sometimes called
timesheets). They submit their actuals via Project Web Access or PWA.

There is no getting around this and it is an organization setting and cannot
be turned off just for a particular project.

What this means is that any time you attempt to make changes to the actuals
on your schedule (by progressing your own tasks for example), you will be
out of synch with the actuals in the timesheets. Also, if you have never
gone to PWA>Updates to accept the timesheet updates, you will be out of
synch. Usually updates should be accepted from resources on a weekly basis.
I would suggest contacting your administrator to find out more about how
your organization expects you to process timesheets.
 
M

MARY DAHL

Thank you Jonathan, yes, we're on 2003 and I am the Administrator but am
always asked about this, we do approve our timesheets every Mon. so you're
saying if ppl have time since that approval process if you say yes sync with
actuals it will pull those hours, so really you always want to say no to sync
to actuals, right?
 
J

Jonathan Sofer

Good point. Synch to actuals will only synch time that has gone through the
approval process. Any pending time will not synch until you accept those
updates via PWA>Update and re-publish the project schedule.
 
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