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Taking Over an Enterprise Project for a Fellow Project Manager

By Dale Howard, Microsoft Project MVP

Scenario

Connie Campaign is a fellow project manager who will be going on PTO for three weeks, beginning next week. During the time she is on PTO, you will take over and manage her Collateral for Credit Card Reader R200 project. You cannot currently see her project in either Microsoft Project Professional or in the Project Center page in Project Web App.

Solution

In order for you to take over and temporarily manage an enterprise project for Connie Campaign while she is on vacation, these two actions must be performed:

1. Before she leaves on vacation, Connie Campaign must designate you as the Owner of the enterprise project. This action will allow you to see, open, edit, save, and publish the enterprise project.

2. You must open the enterprise project in Microsoft Project Professional and designate yourself as the Status Manager for tasks scheduled to occur in while she is on PTO. This will allow you to approve tasks updates from team members assigned to those tasks in the enterprise project.

After Connie Campaign returns from vacation, you will need to designate her as the Owner of the enterprise project and the Status Manager of all tasks in the project.

Setting the Owner of the Project

The default permissions in Project Online only allow a project manager to see, open, and edit their own projects. The default permissions do not allow a project manager to even see anyone else’s projects. These permissions are based on who is the Owner of the project. If you are the Owner of the project, you can see, open, and edit the project. If you are not the Owner of the project, you cannot see the project, either in Microsoft Project Professional or in the Project Center page in Project Web App.

Before Connie Campaign leaves on vacation, she must designate you as the Owner of her project by completing the following steps:

  1. Log into Project Web App and then navigate to the Project Center page.
  2. In the data grid of the Project Center page, click the name of the Collateral for Credit Card Reader R200 project.

Figure 1: Project Center page

3. In the “drill down” section at the top of the Quick Launch menu, click a link where the resulting page will display the Owner field. In the following figure, the correct link would be Business Case, but the link may different in your own Project Online system.

Figure 1: Project drill down section
in the Quick Launch menu

4. At the top of the resulting project details page, click the Project tab to expand the Project ribbon.

5. In the Project section of the Project ribbon, click the Edit button to check out the enterprise project for editing.

Figure 3: Click the Edit button

6. Click the Browse button for the Owner field.

Figure 4: Click the Browse button for the Owner field

7. In the Pick Resource dialog, select the name of the temporary owner of the project, and then click the OK button.

Figure 5: Pick Resource dialog

8. In the Project section of the Project ribbon, click the Save button to save and publish the changes. When the Save job is completed, click the Close button to close the checked out project.

Figure 6: Save and Close buttons

9. In the Close dialog, leave the Check it in option selected and then click the OK button.

Figure 7: Check in the project

After Connie Campaign has completed the preceding process to designate you as the Owner of the project, you will now be able to see, open, edit, save, and publish the Collateral for Credit Card Reader R200 project.

Setting Yourself as the Status Manager

The next set of steps must be completed by you so that you can view and approve pending task updates from team members in the Collateral for Credit Card Reader R200 project. These steps cannot be performed by Connie Campaign, the original project Owner. To designate yourself as the Status Manager for the tasks you will be managing in this project, complete the following steps:

  1. Launch Microsoft Project Professional and connect to Project Online.
  2. Open and check out the Collateral for Credit Card Reader R200 project for editing.
  3. Apply the Gantt Chart view.
  4. Right-click on the Duration column header and select the Insert Column item on the shortcut menu.

Figure 8: Select the Insert Column item

5. In the list of available task columns, select the Status Manager column.

Figure 9: Select the Status Manager column

6. Widen the Status Manager column, as needed.

7. Locate any tasks that you will manage during the time period Connie Campaign is away on vacation, plus any tasks scheduled after her vacation but which might start earlier than planned.

8. In the Status Manager column for every task you will manage temporarily, click the Status Date pick list and select your own name.

Figure 10: Select the Status Manager value

9. Save and publish the enterprise project.

10. Close and check in the enterprise project.

Once the Publish job has completed, you will now receive pending task updates from team members assigned to the tasks for which you designated yourself as the Status Manager. You will need to approve these pending updates on the Approval Center page in Project Web App.

Resetting the Original Owner

When Connie Campaign returns from her vacation, you and she will need to reverse the steps shown previously in this blog post article. Starting from the Project Center page in Project Web App, you will need to designate her as the Owner of the project. Once completed, Connie will need to open the project in Microsoft Project Professional and specify herself as the Status Manager for the tasks where you previously specified yourself as the Status Manager. She will then need to save and publish the project to make the changes take effect for the enterprise project.

About Dale Howard, Director of Education, Sensei Project Solutions

Dale Howard is a seasoned training professional who is approaching 30 years of technical training experience. He has taught students how to effectively use every version of Microsoft Project beginning with version 4.0 for Windows 95, and every version of the Microsoft EPM tool beginning with Project Central in the year 2000. Dale possesses the coveted Project MVP title and is one of only 64 Project MVPs in the entire world. He is the co-author of 20 books on Microsoft Project and Project Server. Dale is known for high-energy, highly interactive style of presenting and teaching. He was voted the “Best Presenter” by conference participants at the Project Conference in 2012.

 

 

 

 

 

 

 

About Sensei Project Solutions

Sensei Project Solutions, a Finalist for the 2017 Microsoft Project and Portfolio Management (PPM) Partner of the Year, focuses on bringing Instant Productivity to your team. Our mission is to help individuals and organizations be more productive so that they can achieve their greatest potential. As a Gold certified Microsoft Partner and Registered Education Provider (R.E.P.) with the Project Management Institute (PMI®), Sensei offers a complete set of services and products for a successful Microsoft PPM deployment. Our guiding principles for Proactive PPM follow best practices and industry standards aligned with the Project Management Institute (PMI) and Gartner, enabling organizations to manage resource demand, obtain business intelligence that facilitates better decision making, increase business effectiveness by easily connecting people, and become self-sufficient with PPM processes and solutions. In short, Sensei helps organizations achieve Instant Productivity.

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