In my role, I oversee folks who manage project schedules (quasi PMs). They work directly with their clients and make project schedule updates from them as well as their project team. Because they are “quasi” and because we have some custom set-up, we have given them access to make these routine updates (trust me, much better than it was where they sent my predecessor excel spreadsheets of all their client and team changes and then that person made the updates UGH!!), but when it comes to major adds or removals, they still need to let me know so that I can make sure all works correctly. I know, not the best scenario and I am looking into training options. But until then…
How can I get email alerts/notifications on the updates that they do so that I don’t have to rely on them telling me? I am the status manager on all project schedules, but that seems in-related to alerts. I’ve been digging into RBS and group settings, and it seems to be a the right path, but because I don’t fully understand it, I thought I’d ask for some direction to make sure I’m on the right path.
Any suggestions would be helpful. Thank you, Kerry
After reading your post, as a PPM consultant, I understand your situation which such circumstances I quite often have met at my clients as well (ad solved them!).
Anyway, I first have some questions and remarks for you, for which I hope you can provide me with an answer:
1. Are you sure that you are “the status manager on all project schedules”? The Status Manager is not on a project level, but rather on task level for tasks that are not further detailed (the lowest / deepest tasks in the WBS). The user who creates the task automatically is the status manager (normally). You are mentioning a custom set-up. Has this something to do with the Status Manager, e.g. is the field being updated automatically while saving the project, by a macro or so?
2. Are you also using project sites? If so, maybe the task list (if synced with the project plan, could be of use for your purpose, by adding an e-mail alert on updates in this list.
Please notice that the e-mail alerts feature on task updates is triggered…
– to resources when the schedule (resource assignments) has been changed and published by the use who has publish-project permission;
– to status manager(s) of task(s), on which updates have been submitted by resources.
So if you are just the Project Owner and maybe Status Manager of some tasks, but other “quasi PMs” also apply updates by creating new tasks or edit the status manager of existing tasks, you won’t get e-mail alerts anymore.
Neither are e-mail alerts sent out to you, as a project owner or status manager, when someone changes the schedule in the project.
If I understand you correctly, you want to receive e-mail alerts when someone applies updates on projects, for instance adding new tasks or changing the schedule, but you are not the assigned resource. Am I right?
Hope this helps, looking forward to your reply.
Ah. You are right (and I didn’t make the connection until now; hence my Ah!). I am initially the status manager on all project tasks, but once the “quasi” PM goes in and makes a change, they become the status manager. When I get updates from them that changes were made, that is one thing that I update so that I continue to get other notifications.
Your statement below is spot on with what I am looking to do:
“If I understand you correctly, you want to receive e-mail alerts when someone applies updates on projects, for instance adding new tasks or changing the schedule, but you are not the assigned resource. Am I right?”
My path has been to look at the resource manager group and try to configure something there, but since this is new for me, I wanted to make sure 1) is this possible, and 2) is this the right path. It can get rather exhausting Google searching this stuff :(.