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Status Manager bypassed... nothing in my Approval Center RRS feed

  • Question

  • Hi Everyone, We are using Project Server 2013 and all tasks in the timesheet must be approved by a Status Manager, not the Timesheet Manager. All the setups were done correctly and each and every task has its own Status Manager to approve the time entered. When an user creates his timesheet, enter the time for one of the tasks and submits it for approval, the Status Manager is able to approve or reject the work done. That´s the correct workflow and its working but my problem is when a task is assigned to the resource after the timesheet has been created. Imagine this, the user has been working on a regular basis during the week but in the middle of the week, another task is assigned to him. He goes to the timesheet, add that particular task, enter the time and submits for approval, the time is saved but never shows up to the Status Manager. The approval center stays blank.  The resource timesheet shows up as task auto approved. This is happening all the time and the last CU did not corrected the problem.

    For now, the workaround for this problem is, before sending the timesheet the resource has to save, edit, save and edit again the time he entered in that task at the timesheet.
     
    Yep, you get it right, We are saving and changing the time entered 3 times before sending the timesheet for approval.
     
    Does anyone has the same problem? Does microsft said something about it?

    Please we would appreciate any help in this matter. We have almost 300 users using the timesheet and it´s causing a lot of trouble, either the workaround or the task being auto approved.

    Thursday, May 22, 2014 8:40 PM

All replies

  • Eber,

    I believe, the person who actually creates and publishes the task in the schedule is the status manager of the task, if none has been set explicitly.

    In you scenario, who is actually creating the task in the schedule? And why is the resource "adding" the task to the timesheet? Is it not prepopulated?

    If the resources themselves are creating the tasks from the timesheet, the task goes to the "Owner" of the project schedule for approval, before it appears on the timesheet.

    Please list the exact sequence of steps, so that we can help.


    Prasanna Adavi,PMP,MCTS,MCITP,MCT http://thinkepm.blogspot.com

    Thursday, May 22, 2014 10:30 PM
    Moderator
  • Prasana Adavi, You are right, the person who actually creates the task become the status manager but We change it to meet our needs. In our scneario We have 3 roles. The first one We call it Planner whos responsible to create and delegate the tasks in the schedule. The second one We call it Team Leader whos responsible to approve the time spent on each task but He is not the resource manager. The last one is the Resource Manager whos responsible for the resource and approve of his timesheet. The timesheet is prepopulated with the tasks for taht period. Our period is weekly basis. If any task is assigned to the resource, by the planner, that task doesnt get added automaticly to the timesheet. It has to be added manually. The resource is not creating the task, He is assigned. What he does is adding the task, already created, to his timesheet.
    Friday, May 23, 2014 12:11 PM
  • Eber,

    a) Even when a task is assigned mid-week, if it falls within  a specific timesheet period, it should automatically show up in the timesheet. If this behavior has changed in 2013, I haven't yet tested it.

    b) When the Planner creates and assigns a new task, is he also changing the status manager for that task? If he does not, the Planner becomes the Status Manager for the task.

    c) Are there any automatic rules setup in the "Team Leader" Approval Center, to automatically approve updates?


    Prasanna Adavi,PMP,MCTS,MCITP,MCT http://thinkepm.blogspot.com

    Friday, May 23, 2014 12:39 PM
    Moderator
  • Prasanna Adavi,

        A) We did lot of tests over here and doenst work like that. I think the behaviour has changed but I never used timesheet with another version of PS before.

        B) Yep, the planner changes the status manager all the time but its not relevant in here because even so, if sometimes He forgot to change the status manager, the approval should be sent to the planner and not being approved automaticly.

        C) Nope, beacause the problem happens to any Team Leader and not to a specific one.


    Friday, May 23, 2014 3:21 PM
  • Eber,

    Looking at this thread several things occur to me.

    Are new tasks Manually or Auto-Scheduled? Do you permit Manually Scheduled Tasks to be published to Team Members?

    Are newly assigned tasks being "Published" the updated project schedule needs to be saved and published - I am assuming that they are.

    I also assume that the resources booking type as a member of a team on the project is "Committed" not "Proposed".

    Are newly added tasks being scheduled by means of predecessors and are they scheduled to occur in the current week? 

    If you create a new "Auto Scheduled" task in Microsoft Project one of two things will happen. The Task will be scheduled to start on the Start Date of the Project or the Current Date - this is an option available from the File>Options>Schedule>Scheduling options section in Project Pro. 

    If you create a new task and enter the Start Date to be a date in the current week it will be constrained with a SNET constraint but will be shown scheduled in the current week UNLESS it has a predecessor that drives the scheduling of the task to be later than the current week.

    When a newly assigned resource is assigned to a task I assume they are shown with some scheduled work to complete on the task. This should occur if the task is of a duration greater than 0 days and the resource is assigned at more than 0% units.

    Like Prasanna I would expect newly added tasks to be automatically included in the Timesheet for the time period in which they are scheduled to occur, this is standard behaviour for Timesheets in Project Server 2010 and 2013.

    Your internal process for Planner, Team Leader and Resource Manager should be possible to model with Project Server - from my reading of your situation either the Planner or the Team Leader could be "Status Managers" and able to receive Status Updates from team members - as Prasanna has said whoever creates a NEW task will be that Tasks Status Manager unless they edit the value to be any other permitted Status Manager in the project (as you have probably discovered this task level attribute operates on an accrual basis rather than a defined basis - you cannot add new Status Managers to the drop down list but anyone who has opened the schedule and edited it will be added to the drop down list).

    Resource Managers can be defined to be Timesheet Managers and then be set as the Timesheet Manager for the Resources they manage. 

    I hope these questions help you move closer to resolution.


    Dominic Moss | MAPM Microsoft Certified Technology Specialist | Our Newsletter: PM News Project Server Specialists Project Server PRIME | Twitter: @Twitter | Facebook: @Facebook | Linkedin: Wellingtone

    Thursday, July 3, 2014 4:54 PM
  • Indeed the timesheet should be prepopulated if you configured it as accordingly.

    In the "server settings", "Timesheet Settings and Defaults", in the "Default Timesheet Creation Mode" section, to specify which data should be included in the default timesheet, select "Current task assignments" to pre-populate timesheets with information about the team members' tasks assignments.


    Hope this helps,


    Guillaume Rouyre, MBA, MCP, MCTS |

    Thursday, July 3, 2014 5:05 PM
    Moderator
  • Hi Dominic,

    The tasks are -Scheduled and We do permit Manually Scheduled Tasks to be published to Team Members. The tasks also are being saved and published and We have no proposes reources, only committed.

    "" Like Prasanna I would expect newly added tasks to be automatically included in the Timesheet for the time period in which they are scheduled to occur, this is standard behaviour for Timesheets in Project Server 2010 and 2013. ""

    And indeed they are automatically included in the timesheet. You both right.

    Our problem is what happens after that, the task should go to the TASK MANAGER for approval wich doens't.

    To replicate the problem you must follow these steps:

    As a Resource: Start your current timesheet. Include some hours in the timesheet.
    As a Manager: Create a Schedule. Create a Team and include the Resource. Create a Task that fits the resource's timesheet. Assign the resource to the task. Save and Publish.
    As a Resource: Refresh the timesheet and you will see the new task. Put some hours in it and send it to be approved. The task status should change to "Awaiting Approval". But it doesnt. The Status goes blank.
    As a Manager: Go to approvall center and its blank no tasks are showing.
    As a Resource: Look at the timesheet and you will see all the hours. None is lost but has never been approved by the Task Manager as it should.  

    Wednesday, July 23, 2014 12:30 PM
  • Hi Guillaume,

       The server settings are exactly as you said.

    Tks

    Wednesday, July 23, 2014 12:33 PM
  • Hi Everyone, updating this post.. the issue has been stated as a BUG by Microsoft Engineers and yet has no date to be fix it. 

    As soon we get any update from Miscrosoft Ill post here..

     
    Monday, September 1, 2014 4:46 PM