My organization is just starting to transition to project management with MS Project and PWA 2010. My question relates to lists on Project Sites in PWA.
We are currently building our Project Site template with the built in lists (documents, Issues, Risks, etc) as well as some custom lists (contacts, activity logs, etc). As our group has over 100 active projects at any given time, we would like to be able to look at a consolidated list of, for example, all issues/risks/activities/etc across all projects. The only thing we’ve found built in is the view to show My Issues and Risks. We’d like to have this type of aggregate report to show ALL Issues and Risks (and other custom lists) across ALL projects.
The workaround we’ve found so far was to create a list at the PWA level and, using web parts on the Project site, filtering for only that individual project. This method creates a good bit of work when creating each project site as each web part would need to be edited to filter on the project name. (Currently we have 7 separate custom list web parts in addition to the built-in Issues, Risks, Deliverables and Documents.)
I was wondering if there was a way to add the custom lists to the project site template, and have a consolidated list on the PWA level for each one to show all items across all project sites. Has anyone ever come across a way to do this? Is there something we’ve missed that PWA already has built-in to do this? Or does anyone have any other options to accomplish what we’re trying to do?
Any suggestions will be welcome.
Jennifer, There are a couple of things you can do. For Issues and Risks, these lists are synchronized to the reporting database and can be reported using Excel or SSRS. For other lists that are not out of the box with Project Server, you can use SharePoint content types with site columns. This is all SharePoint functionality. It is certainly an option but will require a bit of SharePoint expertise. Hope that helps…
Larry, thank you for your input. I’d just like to get a little further clarification from you or anyone else.
If we use SharePoint content types with site columns, I should create the individual lists on the Project Site level, then use those custom content types to create consolidated lists at the PWA level? My team and I have have SharePoint expertise, but haven’t created this type of content type list before, so any advice on the process to create these lists would be helpful.
Jennifer, having experience with content types will help a lot as it isn’t something you can just do straight from a forum response. That’s great news. So if you go to the content type hub you should see several list type content types. Content types require site columns so best to design and create them first. Publish, add the list to your site, and save the site as a template. It’s been a while so I don’t have the steps on top of my head. Good luck…