Anaheim, CA | February 2-5, 2014

Prasanna AdaviSr. EPM Consultant, EPMA

Automate your project archival process with Project Server 2013/Project Online

PC317

Who am I?

Prasanna AdaviPMP, MCTS, MCITP, MCT

Sr. EPM Consultant EPMA Inc.

http://www.prasannaadavi.com

@prasannaadavi

prasanna.adavi@epmainc.com

http://www.msprojectpodcast.com

Premier PPM Consulting, Training and Support

Houston, TX

http://www.epmainc.com http://www.epmablog.comEPM

A

The ProblemArchiving projects is an ‘after thought’Generally, highly manual processDepends on somebody to ‘remember’ to ArchiveCould be prone to ‘variables’

Projects are not just schedules anymoreWhat do you do with the ‘artifacts’?

Properly organizing the archived contentMake them available to all usersAny applicable Retention Policies

The Solution

Automate your process!using SharePoint Designer 2013 Workflows

Wow! Wait a minute..

Did you say Workflows?

Before you walk out…Will this require me to be a ‘developer’?NO! We will be using ‘logic’ and ‘text’

Will this work with Project Online?Yes! There is no custom code involved.

Will I need to buy add-on products?No, we will use SharePoint Designer 2013, which is a free download from Microsoft.

How much ‘automation’?Depends on business needs, current process, infrastructure etc.,

Let us define our requirements

The Process View

Project Manager closes the

project

Wait period for Reporting purposes

Administrator gets a

task/reminder

Administrator starts the workflow

Project Closure Wait Period Admin Activities Archival

Schedules archived

Project artifacts sent to

repository

Step by Step

Setup the Central Repository and the send-to connection

Setup Project Site for retention policy

Setup project site Workflow and save as template

Set up workflow on PWA for project closure/archival

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Demo

Q &A

Related Sessions• PC321: Designing Project lifecycles and workflows in

Project Online and Project Server 2013• PC327: Workflow deep dive in Project Online and

Project Server 2013

Relevant LinksQuerying OData feeds for Project Server 2013 reporting data http://msdn.microsoft.com/en-us/library/office/jj16

3048.aspx

How to: Complete basic operations using SharePoint 2013 REST endpoints http://msdn.microsoft.com/en-us/library/office/jj164022.aspx

Configure the Content Organizer to route documents http://office.microsoft.com/en-us/sharepoint-server-help/configure-the-content-organizer-to-route-documents-HA102772938.aspx

Customizing Project Site Template in Project Server 2013 http://www.prasannaadavi.com/2013/05/customizing-project-site-template-in.html

Using workflow for demand management in Project Server 2013 http://technet.microsoft.com/en-us/library/dn458861.aspx

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