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PS 2013: How to transit project from one project manager to another RRS feed

  • Question

  • Hi,

    Recently we wanted to transit project from one PM to another (let say from PM Old to PM New). The initial PM was the one who has created the project and all tasks in project plan. What we did:

     - in PWA we have changed the ownership of the project, so new Owner of the project was PM New

     - in Project Professional, we have changed Status Manager of all subtasks to PM New

    Unfortunately, that project still occur on PM Old list in his Project Center. Why is that?

     - PM Old is in Project Manager group with below settings:

    •      -- The User is the Project Owner or the User is the Status Manager on assignments within that Project

        -- The User is on that project's Project Team

         -- The Project Owner is a descendant of the User via RBS

     - but he is not the Owner of the project (as it is PM New)

     - but he is not on the project's Project Team

     - but he is not ascendant of the PM New (they are on the same level)

    The only suspect is that PM Old is a Status Manager of Project Summary Task (PST) (task no. 0 on gant chart view). Rest of tasks has status manager set to PM New. Problem is that you cannot change Status Manager of PST.

    My questions:

     - why PM Old is displayed as Status Manager of PST

     - why he stills see this project in his Project center

     - how to set up that project to remove it from his Project center

    Thanks in advance for your help

    Best regards,


    Tuesday, September 24, 2013 3:37 PM

Answers

  • Hi Mariusz --

    Perhaps something is corrupt in the project schedule, then. To attempt removing any corruption, try the following:

    • Add the 'Save for Sharing' button to your Microsoft Project Quick Access Toolbar ('File' > 'Options' > 'Quick Access Toolbar' > 'All Commands' > 'Save for Sharing' > 'Add>>' > 'OK').
    • Open the problematic project schedule from Project Server for editing.
    • Click the newly added 'Save for Sharing' button on your Quick Access Toolbar and save the project to a location on your computer's hard drive; do not change the project name... simply select a location and click the 'Save' button.
    • Close the project ('File' > 'Close').
    • Open the saved version of the project from your computer's hard drive ('File' > 'Open' > locate and select the project file on your hard drive > 'Open').
    • Save the project back to Project Server ('File' > 'Save As' > 'Save').
    • Close the project ('File' > 'Close').

    Please let us know if that helps.

    Good luck!

    -- tz

    Thanks to my friend Dale Howard for sharing this cool trick with the community!


    Tony Zink | Vice President, EPMA | http://www.epmainc.com | Blog: http://www.epmablog.com | Training: http://www.epmainstitute.com

    Thursday, September 26, 2013 2:25 PM

All replies

  • Hi Heledore --

    First, I will make a couple of assumptions; please confirm that these assumptions are correct:

    • The new PM opened the project with Project Professional and set themselves as the 'Status Manager' on ALL tasks in the project (can be confirmed by adding the 'Status Manager' field into any task view in the project and expanding ALL sub-tasks).
    • The new PM saved and published the project schedule.

    If the project is still visible to the original PM, then perhaps we need to look deeper into your Project Sever security model. The 'Project Manager' security group may be associated with multiple security categories, which ultimately determine which projects and resources are visible to the various people who use Project Server.

    If the 'Project Manager' group is associated with two security categories (you can check this by viewing the configuration of the security group... PWA > Server Settings > Manage Groups > Project Manager group > Selected Categories), then one category may only give a PM access to their own projects, but another category may give them access to other projects in the portfolio that they do not own.

    Please check into this and let us know how many categories are selected on the 'Add or Edit Group' page for the 'Project Manager' group.

    Another possibility is that the individual has been granted direct access to a security category... which is usually not a good practice unless you have a very special reason for doing so... and you really know what you are doing!

    Yet another possibility is that someone manually granted the individual or the 'Project Manager' group access to the project using the 'Project Permissions' feature... but let's save that possibility for last.

    Good luck!

    -- tz


    Tony Zink | Vice President, EPMA | http://www.epmainc.com | Blog: http://www.epmablog.com | Training: http://www.epmainstitute.com

    Tuesday, September 24, 2013 4:12 PM
  • Hi Tony,

    Thanks for the answer.

    I can confirm all your assumptions, but:

    • new PM opened the project in Project Professional and set himself as the 'Status Manager' on ALL subtasks (as you cannot change it on summary tasks). Unfortunately, as I described previously, 'Project Summary Tasks' has also 'Status Manager' set as old PN, and you cannot change that. 
    • yes, new PM saved and published the project

    Regarding the security model, we use almost untouched default model only with few customizations. There are two 'Categories' associated with 'Project Managers' group:

    • My Organisations (default settings)
    • My Projects (settings as described in previous post)

    No direct or manually granted accesses to particular projects.

    I have done some tests (I am in Administrators groups) and I have taken ownership of some test projects created by other PMs. I have done as previously:

    • changed Owner in Project Details page in PWA to myself
    • in Project Professional I have changed Status Manager of all task to myself, then saved and published project. Unluckily ' Status Manager' of Project Summary Task remained the same - old PM is still associated with it. In Project Center old PM still can see that project.

    Thanks in advance for any help.

    Cheers,

    Wednesday, September 25, 2013 9:05 AM
  • Hi Mariusz --

    It looks like the 'My Organization' category association is causing your Project Managers to view all of the projects in the portfolio... regardless of who is the Owner or Status Manager. When you associate a security group (i.e. 'Project Managers') with more than one security category, you are granting that group access to more than one set of data in the system:

    • Project Managers
    •     My Projects: grants access to view and edit projects that you own
    •     My Organization: grants access to view all of the projects in the portfolio

    If you do not want the Project Managers to have the ability to view all of the projects in the portfolio, but rather to access only their own projects, then you will need to dissociate / disconnect the 'My Organization' security category from the 'Project Managers' security group.

    Many people assume that the default Project Server security model will meet all of their needs the way it is originally configured, and they don't realize that you can -- and perhaps SHOULD -- modify the security model to meet their needs. Project Server is not a one-size-fits-all tool; it can be modified to meet your needs.

    Good luck!

    -- tz


    Tony Zink | Vice President, EPMA | http://www.epmainc.com | Blog: http://www.epmablog.com | Training: http://www.epmainstitute.com

    Wednesday, September 25, 2013 2:03 PM
  • I wish it is so simple, but even I remove My Organisation category from Projects Managers group, his list in Project Center remains the same (and I can assure you that it is not the whole portfolio of the projects in our company).

    Thanks anyway for your help. 

    Thursday, September 26, 2013 1:02 PM
  • Hi Mariusz --

    Perhaps something is corrupt in the project schedule, then. To attempt removing any corruption, try the following:

    • Add the 'Save for Sharing' button to your Microsoft Project Quick Access Toolbar ('File' > 'Options' > 'Quick Access Toolbar' > 'All Commands' > 'Save for Sharing' > 'Add>>' > 'OK').
    • Open the problematic project schedule from Project Server for editing.
    • Click the newly added 'Save for Sharing' button on your Quick Access Toolbar and save the project to a location on your computer's hard drive; do not change the project name... simply select a location and click the 'Save' button.
    • Close the project ('File' > 'Close').
    • Open the saved version of the project from your computer's hard drive ('File' > 'Open' > locate and select the project file on your hard drive > 'Open').
    • Save the project back to Project Server ('File' > 'Save As' > 'Save').
    • Close the project ('File' > 'Close').

    Please let us know if that helps.

    Good luck!

    -- tz

    Thanks to my friend Dale Howard for sharing this cool trick with the community!


    Tony Zink | Vice President, EPMA | http://www.epmainc.com | Blog: http://www.epmablog.com | Training: http://www.epmainstitute.com

    Thursday, September 26, 2013 2:25 PM
  • Thanks,

    It works!

    Only problem was that, I have to re-publish these projects, so the updates propagate to all participants. But then I become a status manager of all tasks. Now new PM have to update the project as well, but the good news is that old project manager do not see these projects anymore.

    Cheers,

    Monday, September 30, 2013 7:52 AM