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Prevent PM to make changes in Project during workflow approval RRS feed

  • Question

  • Hi,

    Problem

    The platform is Project Server 2010 but a solution for Project Server 2013 is also considerable. The requirement for Workflow is as following

    1- Stage 1: PM creates the project, fills in the information and submits for approval

    2- Stage 1: Approver(s) approve it and Project moves to stage 2

    3- Stage 2: PM continue her work.

    Now the requirement is that PM should not able to make changes to Project sfter she submits and before project gets approved. As per my testing (on both Project Server 2010 & 2013), PM can still check out the Project and make changes while the workflow is pending on approval.

    Solution:

    I can think of 2 solutions but none of them is clean enough.

    1- Upon submission, Checkout the Project by custom workflow code before approval task and check it in after approval/rejection. That way PM won't be able to check-out the project during approval.

    2- Create interim stage 1b, make all fields read-only in this stage. Upon submission, move Project to Stage 1b, if workflow approves, move project to Stage 2.  if workflow rejects, move project back to stage 1. But this will not prevent PM to change schedule data in Project Professional.

    Need suggestions for a better solution

    Thanks


    Hammad Arif EPM Advice Blog

    Thursday, March 6, 2014 3:32 AM

Answers

  • Hammad,

    How about you change the Project Owner to someone in the administrator group before starting the Approval Process, so that PM wont have access the Project Plan (if you have configured the security accordingly). Once approval is done then administrator can set the owner back to the original PM.

    You can capture the Project Manager name in the custom field during stage one. That will help to identify who is the original project manager while it's in approval stage and also when admin want to change the owner after approval. This is bit manual process, but you can try to automate during workflow or custom code.

    Thank you,

    Kiran K.


    Thursday, March 6, 2014 9:37 AM

All replies

  • Hammad,

    How about you change the Project Owner to someone in the administrator group before starting the Approval Process, so that PM wont have access the Project Plan (if you have configured the security accordingly). Once approval is done then administrator can set the owner back to the original PM.

    You can capture the Project Manager name in the custom field during stage one. That will help to identify who is the original project manager while it's in approval stage and also when admin want to change the owner after approval. This is bit manual process, but you can try to automate during workflow or custom code.

    Thank you,

    Kiran K.


    Thursday, March 6, 2014 9:37 AM
  • Thank for your suggestion Kiran. I will use this approach (manually changing the Owner during approval) if we decide for no-code solution.

    In case of code based solution, the effort for this or keeping project checked out during approval are roughly the same. 

    Hammad Arif EPM Advice Blog

    Thursday, March 6, 2014 11:17 AM