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Change Status Manager on Project Server 2010 RRS feed

  • Question

  • Dear all,

    I have a question regarding chnaging Status Manager on Project Server 2010.

    Scenario is the following:

    1. A user from PMO creates the Project from his account on EPM 2010 (Web) > save > publish it on Project Server Projects

    2. User Web App he/she changes Project Owner

    Status Manager remains the same as PMO User Name, even though the Project Owner changes.

    Which is the most preferable way for changing? Can this be done by Web Accss? How?

    Regards,

    Konstantinos


    Manager | IT
    Wednesday, January 26, 2011 2:05 PM

Answers

  • Konstantinos --

    The new project manager has to manually select his/her own name in the Status Manager column for every task in the project.  Changing the Project Owner is only one of the two steps that must be completed in order for the PMO to "hand off" the project to the actual project manager.  After selecting his/her own name in the Status Manager column for every task in the project, the PM must also publish the project.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Wednesday, January 26, 2011 2:26 PM
    Moderator

All replies

  • Konstantinos --

    The new project manager has to manually select his/her own name in the Status Manager column for every task in the project.  Changing the Project Owner is only one of the two steps that must be completed in order for the PMO to "hand off" the project to the actual project manager.  After selecting his/her own name in the Status Manager column for every task in the project, the PM must also publish the project.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Wednesday, January 26, 2011 2:26 PM
    Moderator
  • Hello Dale.

    Thank you for your reply. Can this be done only from Project Professional or can be done also from Project Web Access?

    Regards,


    Manager | IT
    Thursday, January 27, 2011 12:56 PM
  • Konstantinos --

    Users can only change the Status Manager value using the Project Professional 2010 client.  They cannot perform this operation in PWA.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Thursday, January 27, 2011 2:21 PM
    Moderator
  • Dear Microsof: How can you utilize templates then if by building the project utilizing a template you are forcing every PM to go in and update the status manager?  There is not an easier way to do this??

    Thanks for your time,

    Maryellen Kliethermes

    IT PMO Supervisor

    Ameren

    Thursday, February 17, 2011 6:36 PM
  • Maryellen --

    I do not work for Microsoft.  I am a volunteer in this forum and I work for msProjectExperts.  To answer your question, however, when a PM creates a new project from an enterprise template, then saves and publishes the project, Project Server 2010 designates that person as the Status Manager for every task in the project.  If another PM needs to take over the project, either temporarily or permanently, then he/she must change the Status Manager to his/her own name for every task in the project, and then publish the project.

    The person named as the Status Manager for any task is the person who receives task updates from team members in PWA, by the way.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Thursday, February 17, 2011 6:48 PM
    Moderator
  • Is anyone aware of a way to change Status Manager in bulk?  The only way I've found to do it is to change each task one by one, which can be rather tiresome for a large project. 

    - L.


    Langhorne
    Thursday, February 17, 2011 10:03 PM
  • Langhorne --

    Good question.  I personally like to use the Fill Handle in the lower right corner of any Status Manager cell.  Enter a value in the first Status Manager cell and then press the Enter key.  Then reselect the first Status Manager cell, click and hold on the Fill Handle, and drag down.  Microsoft Project 2007 will fill the first value into each of the selected Status Manager cells, just like it works in Excel.

    Alternately, you can also enter a Status Manager value on the first task, press Enter, select all of the Status Manager cells from the first cell to the last one (be sure to include the first one where you entered a value), and then use Edit - Fill - Down.  Either of these methods is much faster than changing them one at a time.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Proposed as answer by Langhorne Friday, February 18, 2011 9:55 PM
    Thursday, February 17, 2011 11:41 PM
    Moderator
  • Hi Langhorne,

    if you prefer shortcuts, you can also use keys to do what Dale described as "Alternately":

    • you can also enter a Status Manager value on the first task, press Enter,
    • select all of the Status Manager cells from the first cell to the last one = <CTRL> + <Shift> + <Arrow down>
    •  and then use Edit - Fill - Down = <STRG> + D

    Regards
    Barbara

    Friday, February 18, 2011 7:02 AM
    Moderator
  •  I am using PWA and Project Professional 2010. I can follow the instructions provided using Project Professional to amend the Status Manager. The problem that we're going to have is that some of our basic project managers will only have access to PWA, not the client. While PWA does not have all of the rich features, it does allow for a PM to build-out and manage a basic project plan. The issue is that, without that person opening the client and assigning him-or-herself as the Status Manager, how can we change this field?

    Based upon all of the research I've seen... Am I correct in my understanding that this field is only editable in Project Professional (not PWA) and will only contain a list of those folks who have published it in already in Project Professional and have assigned themself as the Status Manager on atleast one task? Wow... that seems to blow the case for doing more in PWA... any recommendations?
    Tuesday, March 29, 2011 12:18 PM
  • Yes, for both the queries you have correct understanding, Status manager Can be edited in Project Pro only, Will contain list of those people who have opened the Project in Professional at least once, and assigned them on at least one task

    Hope this helps


    Thanks | Sunil Kr Singh | http://epmxperts.wordpress.com
    Tuesday, March 29, 2011 1:38 PM
    Moderator
  • First, thank-you for the good information.  I also ran into this problem when coverting from another product.  When migrating existing projects over to PWA, I copied the tasks into their project schedule.  Unfortunatley, I became the status manager for all.

    Most of my users do not have Pro lienses either.  However, I did find that if the assigned project manager added a new task to the project in the PWA interface, I could then open the project in Pro and change the status manager on all the other tasks.

    Tuesday, December 6, 2011 8:58 PM
  • Hello,

    In my experience there are 2 strong limitations on how MSPS 2010 support typical scenarios:

    1. Impossible to assign a task to a TEAM and have every team member seeing the task and report hours against it. This would be very useful to keep planning at a higher level but at the same time track time spent from every resource.

    2. Impossible to have more than one Status Manager for one task. This is very often the case when a more than a team leader is present in a project, sharing resources. (RBS does not allow mapping MATRIX organizations)

    What do you think? There is any functional idea or technical reason behind these limitations?

    Many thanks in advance for any opinion.

    Matteo

    Thursday, February 2, 2012 10:22 AM
  • Matteo --
     
    Only a member of the Project Server development team can give you a definitive answer to your questions.  The best the rest of us can do is to offer our opinions.
     
    Regarding your point #1, I agree with your assessment of how Team resources SHOULD work, but that is not how they actually work.  Regarding your point #2, I have no opinion one way or another.  Again, this is simply how the system works, so you have to adjust your work processes to accommodate it.
     
    Remember that I do not work for Microsoft, so I cannot even speculate why they implemented the features the way they did.  Hope this helps.
     

    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Friday, February 3, 2012 3:40 AM
    Moderator
  • This is all very disappointing.  I don't think it's unreasonable to have a PMO create and publish a project plan that is turned over to a PM to manage.  I do not understand the business reason for preventing a user from assigning a different status manager. 

    In any case, has anyone tried to do this programmatically?  Can I write a VBA procedure that sets the status manager to a user that in not allowed using the interface (IE set it to a user that is not currently listed as a status manager)?

    If not, can someone suggest a method to meet the scenerion below:

    1.  We are not using timesheets (we already have a time entry system), but we would like our user to update the status of tasks based on percent complete.

    2.  We would like the status update notfication/approval to go to their timesheet manager.  If it could go to the project manager/status manager, that would be a bonus but not required.

    Using the status manager is not an option because maintaining the value is impossible to manage.

    Any ideas?

    Thanks in advance.

    Monday, March 5, 2012 7:15 PM
  • Matteo,

    You should be able to achieve your first requirement if you allow top level time reporting, I don't have Project Server running in front of me at the moment so cannot provide absolute guidance on where this option is however if you go Server Settings>Time and Task Management you will locate it somewhere in that element of the solution.

    To achieve your high level time reporting requirement you can add resources to the project team and then publish the project, as members of the team in a published project they should be associated with the project and as such have the facility to add a high level task from the project into their timesheet - sadly this would have to be done for each timesheet period unless you were to assign all team members to an actual task spanning the duration of the project.

    As for having multiple Status Managers on a task there is good reason for this - the Status Manager identifies to whom updates from Task Status in PWA should be sent to, Team Members don't have to worry about who to send updates to which is useful if they work on numerous tasks across a series of concurrent projects. If different people need to be updated you will need to break things down to the point where there is a one to one relationship, ideally this would also apply for resources assigned to tasks. Having many people involved can lead to loss of accountability and responsibility.

    As for RBS and Matrix management the intent behind RBS is not quite as rigid as an Organisational Breakdown structure would dictate. I have designed Project Server to operate what I called Matrix Management - whereby PM's request resources but have no managerial authority over people, requests are routed to relevant Resource Managers who do have the authority to allocate resources who can then edit schedules in PWA to replace Generic Resources with any of the people that they manage - by leveraging RBS and also security permissions it was possible for different Resource Managers to assign their resources to the same project whilst at the same time preventing them from editing parts of the project where they had no interest.

    Hope this helps

    Dominic


    Dominic Moss MAPM Microsoft Certified Technology Specialist Wellingtone Ltd - Your Project Management Partner - Certified Microsoft Partner Specialising in EPM/PPM - Corporate Members of the Association for Project Management [APM] - Members of the Recruitment & Employment Confederation [REC] www.wellingtone.co.uk http://www.wellingtone.co.uk/blog Subscribe to The Wellingtone Project Management Newsletter Join the thousands of project management professionals who receive practical, straight forward advice, templates, tips and expert articles every month.

    Friday, May 25, 2012 11:18 AM
  • Matteo,

    To answer your first question, you may want to explore the Team Assignment Pool feature in Project Server 2010 . Team Details are optional and are used to define team membership and the team resource that represents a team. Before you set these options use "Server Settings"/"Enterprise Custom Fields and Lookup Tables" to create a lookup table that contains your team names, and edit the "Team Name" resource custom field to use this lookup table.

    Team Name is used to indicate team membership - each resource in a team will have the same value for Team Name. The Team Assignment Pool check box is selected for the team resource, used when assigning tasks to the team. Often a generic resource will be used with the assignment owner field set as the team manager. Note that the resources must be member of the project (resource sheet) and member of the team (Team Assignment Pool).

    Regards

    Thursday, June 14, 2012 7:42 AM
  • A further option for replacing Status Managers is to use the Replace option:

    CTRL+F and then chose the Replace button -

    In the "Find What" section enter the name of the Status Manager to be replaced EXACTLY as it shows in the Status Manager field.

    In the "Replace with" section enter the name of the preferred Status Manager - it will be anyone with PM rights who has opened and edited the project plan in Project Professional NOT anyone who is a member of the PM group in PWA. You can test for the value by clicking in any cell where the Status Manager name appears. Again it needs to be EXACTLY the same.

    In the "Look in Field" section select the "Status Manager" field when the "Selected" button is selected.

    The Test is "Contains" and the Search option is "Down" - leave these settings unchanged.

    Click the "Replace All" button - you will get a message saying that "n" replacements have been made, now close the "Replace" dialog box and save the project.

    You will now have changed the Status Manager for all tasks in the project schedule.

    Phew - it is a lot easier to perform this action than it is to explain how to do it!!


    Dominic Moss MAPM Microsoft Certified Technology Specialist Wellingtone Ltd - Your Project Management Partner - Certified Microsoft Partner Specialising in EPM/PPM - Corporate Members of the Association for Project Management [APM] - Members of the Recruitment & Employment Confederation [REC] www.wellingtone.co.uk http://www.wellingtone.co.uk/blog Subscribe to The Wellingtone Project Management Newsletter Join the thousands of project management professionals who receive practical, straight forward advice, templates, tips and expert articles every month.


    • Edited by Dominic Moss Friday, November 30, 2012 11:32 AM added comment
    Friday, November 30, 2012 11:31 AM
  • And since (it looks like) nobody's mentioned it....I played around with writing a quick VBA utility to check the Project Owner and then automatically change the Status Manager field.  It's a bit more work than it sounds as it needs to query the Reporting DB to get the required data, but it does work.

    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    Friday, November 30, 2012 12:29 PM
    Moderator
  • Andrew,

    Would you be willing to share that VBA? I'm trying to use Project Pro/SP 2013 on O365 for PMO work, but this Status Manager thing is preventing me from being able to change this column. I can't believe a ridiculous constraint with very flimsy business case would be found in something touted for use in PMO management. My god!

    Thanks for any assistance you can provide.

    Greg Ellis

    Sunday, December 2, 2012 11:17 PM
  • For O365, you'd need OData to pull the field in.  I may have a go at it if I have some free cycles, but in theory, this should point in generally the right direction...

    http://blogs.msdn.com/b/marcelolr/archive/2010/02/16/consuming-odata-with-office-vba-part-i.aspx


    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    Monday, December 3, 2012 12:27 AM
    Moderator
  • 1 X made to order blog post on VBA to capture Project Owner changes from O365...

    http://azlav.umtblog.com/2012/12/08/flagging-project-owner-changes-with-odata-and-vba/


    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    Saturday, December 8, 2012 4:17 PM
    Moderator
  • Hi,

    Same Problem I was facing.now resolve,nice post.


    Hasan Jamal Siddiqui(MCTS,MCPD,ITIL@V3),Sharepoint and EPM Consultant,TCS

    Monday, August 19, 2013 6:22 AM