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Working with Teams in Project Online/Project Server 2013

Introducing Teams

The Team feature was introduced way back in Project Server 2007, and has persisted through to Project Online.  The feature consists of the following parts.

  1. A Resource Enterprise Custom Field (ECF), called Team Name.  This is hard coded in Project Online.
  2. A lookup table that is associated with the Team Name ECF.  This isn’t hard coded, and in fact, needs to be created as part of the configuration of Project Online.

Why use Teams?

Teams become interesting, when we want to implement any of the following pieces of functionality:

  1. We want to Project Managers to assign activities to a Generic Resource, rather than a named individual.
  2. We want to easily view the demand and capacity for a team.  The work should include all assigned work for the team (both named individuals and the Generic Resource, and the capacity should only be determined from the sum of the named resources.
  3. We want team members to “self assign” themselves to the activities.

Set-up – Team

1. The 1st thing to do is to decide upon the teams that you have.  Typically this would mirror the business units you have, or the skills that you utilise within the organisation.  My team structure is fairly simple, it’s going to consist of the following roles….

teams1

Note that I’ve only produced a single level list here, but the list could consist of multiple levels. 2. Once you have decided upon the teams, then these are implemented in Project Server/Project Online by way of a Lookup Table and the pre-existing Team Enterprise Custom Field. 3. Set up the Lookup table by selecting Enterprise Custom Fields and Lookup Tables from the PWA Settings.    Notice that there is no Lookup Table associated with the existing Team Name.

 

teams2

 

4. Click on New Lookup Table to create one to associate with the Team Name.  Notice that I’ve called mine “Team Name”, but it can be anything you like.

teams3

Once the lookup table has been created, it needs to be associated with the Team Name Enterprise Custom Field.

5. Click on the Team Name ECF to edit it.  The only thing that needs to be done here is to associate the newly created Lookup Table with the Team Name ECF.  Once this is done, it cannot be undone, modified, or edited.  Ensure that you get this right, it’s a one hit opportunity!  You do get a warning to this effect…

teams4

So, that’s the lookup table associated with the Team Name ECF.

Set-up – Generic Team Assignment Resources

So now that the team structure is set up we can begin to create the Team Resources.  This is very similar to creating standard generic resources, but with two following additions…. 1. The Team Assignment Pool check-box is selected – this is very important – it sets the capacity for this resource to 0 hours per period. 2. The appropriate Team Name is selected –this is optional, but useful, and in my mind performs two functions.

2.1  It easily allows us to group resources by Team Name, which is a useful function in reports, views etc.

2.2  It allows Team Members to Assign themselves to Team Tasks – This assumes that the Team Member is associated with the same team (and a Team Member can only be assigned to a single team).

teams5

 

We can now see the Generic Team Resources in the Resource Centre….  Note the Max Units (which are set to 100% but will have no impact on capacity), the Team Name and the Team Assignment Pool.

 

teams6

If I select these resources and look at the resource availability then I can see the capacity line is set to zero.

teams7

Set-up – Named Resources

Associate each Named Resource with a Team – do not check the Team Assignment pool checkbox.

teams8

We can now see the all the Named and Generic resources in the Resource Centre….

teams9

and we can group them by team name…

 teams10

Using these resources etc….

Now that the setup is completed, let’s recap on how these can be used in a fairly typical scenario.

1. The Project Manager creates tasks, and assigns the Generic Team Resource to the task in the usual way….

teams11

2. Once the project is published, we can see the demand in the resource centre.

teams12

So the neat thing is that I selected all resources that are associated with the Product Manager “team”.  Now I can easily see both the demand for each team member (including the individual members) and the supply (represented by the capacity line). As a the line manager of the Product Manager team, I can now decide whether ben or elaine should fulfil the demand for the Product Manager requirement – the project manager could make the switch by opening the project and changing the assignment.  However, in this case, because we have set up the users as Team Resources, we can ask the users to assign themselves to the “team” tasks.

Add Team Tasks

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1.  Logged in as “ben howard”, the user selects Add Row | Add Team Tasks. 

 

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2. Select the task(s), and click on “Assign to me”, and then select Tasks to return to your tasks view.

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3. Now complete task statusing as per the usual process.

Note that the Status Manager needs to approve the reassignment of the resource to the team task, and until this happens the resource demand will not be visible in the resource centre.  Automatic approvals for reassignment, where the reassignment is from a specific resource, can be setup to run automatically.  Here we can see that I have set up an automatic rule that accepts re-assignments from my Team Resources.

teams16

Enjoy,  Ben.

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20 Comments
  1. Very Helpful.

    Reply
  2. Hi Ben, i might forgot something, but when i go to tasks and click on “Add team tasks” the list is empty. Any idea welcome. Many thanks.

    Reply
  3. Found it 🙂 user might have permission for self assign task, that is only available in Project security mode

    Reply
  4. Hi Ben,

    We have recently installed MS Project Server 2013 as part of our PMO setup initiative. Though we understand most of the features, but we need some guidance on the sequence we should be following in order to understand it better. The problem we are facing atm is when we start adding a project or a new task we get switched to resource assignment, from there we get switched to teams etc. So we need a methodical approach. Can you help advise?

    Reply
  5. Hello there,
    Can anybody know is there any possibility for creating Project Server 2013 Workflows using Ultimus, if yes, can you please forward a document or reference site.

    Regards,

    Hyder Zaidi

    Reply
  6. Hi, Ben:

    Great post, thank you. I have a question regarding the Project Server permission for team members to self assign tasks:

    Does this permission work only with team tasks, or does it open up the ability for the team member to assign themselves to any task on a project?

    Reply
  7. Ben Howard

    Hi Tanya, the permission is called “Self Assign Team Tasks” and so it only works with Team Assignments.

    Reply
  8. Great work!
    Helped me a lot

    Reply
  9. I have a problem with the resource center now. When I select an individual resource and the team resource I can only see the individual resource. This individual resource is part of the same team so I should be able to see both. What can be the reason for this problem?

    Reply
  10. I forgot to add one thing. When I choose Resource assignment I can see the assignment for both the team and the individual resource. But not in the graph view.

    Reply
  11. I have a question not related to this but can I view all the tasks which are available in the project i mean all assignments in PWA.

    Reply
  12. Ben,

    Is it possible to allow multiple team members to assign a team task to themselves? We have teams that perform compliance audits and would like to use the team function vs assigning each resource to every task in every project that requires the compliance audit tasks. However, once the first team member assigns the task to themselves, the remaining team members can’t see the team task any longer.

    Any suggestions?

    Thanks!
    Jay

    Reply
  13. Hi Jay, not it’s not possible. You must assign each user to the task.

    Reply
  14. How do you determine the max units available of a team assignment pool? If I have 5 people in the team, shouldn’t it be more than 100% as the team is available more hours than an individual.

    Reply
  15. Hi Jeanne,
    It doesn’t matter what the units are for the resource which is tagged as the Team Assignment Pool, as their capacity will always be zero. The total capacity of the pool is the sum of the resource’s capacity for those resources which are part of the same team.

    Reply
  16. We have tried to setup this feature within Project Online and when I try to view the Demand resource in the Capacity Planning page I get a technical error. If I also select a named resource from the Resource Center, it will open the Capacity Planning page but the Demand resource is not included.

    Reply
  17. I am getting the same error page in Project Online. Would love to know how to fix it.

    Reply
  18. Hello, This is a great step-by-step process, so thank you! I have a question on the section “We can now see the Generic Team Resources in the Resource Centre…. ”

    I have set up a Generic Teams in PWA. Some teams I can see Details for in Resource Capacity and other teams I can’t. I believe I have followed the same set up process for all teams? I did talk with Project Folks at Microsoft (via opening a ticket) and they said there was a sync issue. After they ran it, I had success, but then it went away :(. Do you know of any bug fix that there is that can help me? I have an image that may help. I will also post to the Microsoft project forum.

    Gosh, I hope this makes sense?!?!

    Reply
  19. Hi,

    It´s very interesting your post.

    Now I´m wondering if I can create Teams of Teams example:

    Sales Worldwide will be the master Team that includes the following teams:

    Sales Europe with 10 FTE
    Sales Americas with 11 FTE
    …..

    or in your example Product Manager All Products that includes the following teams:

    Product Manager cellphones with 5 FTE
    Product Manager chips with 6 FTE

    Thanks

    Reply
  20. Hello,

    Some of my resources are getting an error that “one or more specified tasks could not be re-assigned…” while other tasks in the same project they can assign to themselves. My first hypothesis is that the tasks that are getting the error are milestones. Can users not assign milestones to themselves from the team assignment pool? Is there another issue that could be causing this?

    Thanks in advance!

    Reply

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