Is there some method of allowing a specific resource to see his own task/project allocation without having to export info or email info from the Master Project file? RRS feed

  • Question

  • I'm currently developing a Project platform for multiple projects at a research center, with many resources utilized across the many projects.

    My team(resources) asked me a question yesterday. They wanted to know if there was anyway they could see their allocation % across the multiple projects, without having to ask me. 

    I know our company uses SharePoint, and can get Project Server 2010. We'd like there to be a transparency of resource allocation %'s, but many of our project are under Non-Disclosure, Distro D-A confidential agreements and not all the resources have signed these agreements. Thus a completely open platform for anyone to see is out of question.

     Can Project do this, or do I need to set up SharePoint or Server?



    • Edited by mdbosworth Wednesday, September 5, 2012 2:35 PM
    Wednesday, September 5, 2012 2:12 PM

All replies

  • Matt --
    If you use Project Server, your scenario would be possible, at least in theory.  If team members were granted the proper permissions, they would be able to navigate to the Resource Center page in Project Web App, select their own name, and navigate from there to the Resource Availability page.  On this page, the resources could select the time period in which they interested and then see their Capacity (availability to work in any project; normally 40 hours per week) compared with all of the projects they are assigned to by time period.  Team members would probably want to look at their availability by weeks, for example, to the most meaningful information.  Keep in mind that team members would not see their project allocation as a percentage; instead, they would see the total work hours by time period.  Thus, if they are working 30 hours per week for a four-week time period, they could easily see that they are allocated 75% on projects, and have 25% remaining availability.
    Another way this could be handled in Project Server would be for the Project Server administrator to create a custom Business Intelligence Center view for team members, and then grant them the proper permissions to access this view.  Personally, I think it would be simpler to grant them access to the Resource Center and Resource Availability pages.
    In either case, yes, the scenario you want IS possible, but only if your organization purchases, installs, and begins using Project Server.  Keep in mind, however, that your scenario alone is not sufficient justification for moving to a Project Server environment.  Hope this helps.

    Dale A. Howard [MVP]
    VP of Educational Services
    "We write the books on Project Server"

    Wednesday, September 5, 2012 3:58 PM
  • Thank you for your input. I do agree that my scenario is not justification to purchase multiple licenses for Project Server. 

    Maybe this is the wrong forum to continue questions: Is there the ability to do as I proposed with just Project 2010?

    I'll take my question to the Project and Sharepoint forums as well.

    Thanks again

    Wednesday, September 5, 2012 5:02 PM
  • mdbosworth --
    You are more than welcome for the help, my friend.  No, what you want to do is only possible for team members if you are using Project Server 2010.  It is not possible with the Microsoft Project 2010 desktop software only, or used in conjunction with SharePoint.  Hope this helps.

    Dale A. Howard [MVP]
    VP of Educational Services
    "We write the books on Project Server"

    Wednesday, September 5, 2012 5:50 PM