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Using the Project Server Delegation Feature

With the release of Microsoft Project Server 2010, users were introduced to the Delegate feature. This feature allows one user to act as another and provides them with all of the same privileges and permissions in Project Web App (PWA). For example, a Project Manager is going on vacation for the next two weeks. His work can’t just sit and wait so he needs to set up a delegate session in order for someone else to complete tasks in PWA on his behalf.

The delegates feature is turned on globally by default for the administrators group. However, if you want to allow your team members to setup delegate sessions for themselves, there are a few settings that need to be adjusted from the defaults in the Security Settings. This article will cover how to give team members access to Manage Delegates, how to set up a Delegate Session, starting and stopping the Delegate Session, and deleting the Delegate Session.

Steps to setting up you PWA environment to allow team members to Manage Delegates:

In order for Users with the ‘Team Members’ permission to setup and initiate a delegation session, the default ‘Team Members’ group must be given 3 global permissions: ‘Can be Delegate’, ‘Manage my Delegates’, and ‘Manage Resource Delegates’

There is also one ‘Category Permission’ that needs to be allowed, ‘Manage Resource Delegates’.

Note: You must be an administrator to change security permissions.

 

Steps to set up a Delegation Session:

Click the ‘Personal Settings’ link in the Quick Launch menu then click the ‘Manage Delegates’ link under the ‘Personal Settings’ heading.

Delegation feature 1

To set up a new delegation click the ‘New’ button.

Delegation feature 2

In the ‘Set Delegation Period’ section of the page, select the date range from which you would like the delegate your work. The date range is set to 7 days by default.

Delegation feature 3

In the ‘Set Delegate’ section of the page, select the person you would like to act as your delegate. I prefer to click the ‘Browse’ button as it pulls up a list of all users which makes it easier to select the right one. NOTE: If you are a Project Manager, then you will not be able to select a name in the ‘Working on Behalf Of’ section, this is typically only available for administrators.

Delegation feature 4

Click the ‘Save’ button and your delegation session is set up.

Delegation feature 5

After your Delegate session is set up you can now start the session by going back to ‘Personal Settings’ and click ‘Act as a Delegate’. From there you will select the delegate session you would like to begin and click ‘Start Delegate Session’.

Delegation feature 6

In order to end your delegate session you will then click ‘Stop Delegate Session’.

Delegation feature 7

 

 

Steps to set up a Delegation Session as an Administrator:

As an administrator you are able to set up a delegate session for any user to act on behalf of another.

Click the ‘Server Settings’ link in the Quick Launch menu then click the ‘Manage Delegates’ link under the ‘Security’ heading.

Delegation feature 8

You will then have a list of any existing delegations, from here you can filter through or delete.

Delegation feature 9

To set up a new delegation click the ‘New’ button.

Delegation feature 10

In the ‘Set Delegation Period’ section of the page, select the date range from which you would like the delegate your work. The date range is set to 7 days by default.

Delegation feature 11

In the ‘Set Delegate’ section of the page, select the person you would like to act as your delegate. I prefer to click the ‘Browse’ button as it pulls up a list of all users which makes it easier to select the right one.

Delegation feature 12

In the ‘Working on Behalf Of’ section of the page, select the person who needs someone to work on their behalf. Once again you can type the user’s name or click the ‘Browse’ button.

Click the ‘Save’ button and your delegation session is set up.

Delegation feature 13

 

 

Removing a Delegation to a Co-Worker:

In PWA click the ‘Personal Settings’ link (in the Quick Launch menu).

From the ‘Personal Settings’ page, click the ‘Manage Delegates’ link.

Delegation feature 14

From the ‘Manage Delegates’ page, locate the delegation to be removed and select the row in the table.

Delegation feature 15

Click the ‘Delete’ button in the ‘Delegate’ section of the ‘Delegations’ ribbon.

Delegation feature 16

Your delegate session is now deleted.

You should now have the needed skills to use this feature effectively.

 

 

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4 Comments
  1. Hi Jessica,
    Thanks for your article on delegation in Project Server. What are the implications for timesheets and reporting progress on tasks when a delegate is acting on behalf of someone else? How does a task that’s assigned to one resource show on the timesheet for their delegate?

    Reply
  2. Thank you for reading my blog.

    When you have an active delegation session, you are essentially logged in as that person, so you see the same items that that person would be able to see. Although just to be clear, delegation session only works in certain sections of PWA, for example, delegation does not work in the BI center or if you go to project sites.

    When you have a delegation session active and you click on Timesheets, you will only see the timesheet for the resource you are delegating for. You will not see tasks that are assigned to you. If you want to see the tasks that are assigned to you, you will need to end the delegation session.

    Please let me know if you have more question, you can directly email me at jessica.carlisle@epmainc.com

    Reply
  3. Michael Wharton

    Excellent blog Jessica. I would just add that DELEGATION is one of the most important tools that I use for supporting project. Whenever user has an issue, I go in as a delegate and see exactly what the user is seeing. So for example, if a user goes to a PWA page and it presents an error; then I can see it and perhaps trouble shoot it.

    Hope to see you at the conference.

    Cheers!

    Reply
  4. Thank you! We installed PS2013 last summer and eventually discovered that things were not set up correctly for our PM’s to be able to manage delegations on their own. This post uncovered our issue – a couple of check boxes that had been missed.

    Reply

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