Role based views in Project and Resource Center

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Agenda for Today• Pre-requisite for role based views• Introduction into groups and categories• Default categories• Set up role based views for• Resource Managers• Project Managers

Pre-Requisite for Role Based Views• Two permission modes are available• SharePoint Permission Mode (default)• Project Server Permission Mode

• Role based views can only be set up using Project Server permission Mode• Change permission mode• On Premise: Powershell cmdlet: Set-SPProjectPermissionMode• Project Online: Administrator – SharePoint – select Site

Collection – Project Web App – Settings• Enabled when Server/PWA Settings displays section

“Security”• In addition for this session: Resource Breakdown

Structure (RBS) set up

Introduction into Groups and Categories• Groups: what is a user allowed to do• Categories: what is a user allowed to see – based on

relationship to projects and resources, including views to be used• By connecting groups with categories you define what a

user is allowed to do for what he can see

Default Permissions (Project Online per 25.05.2016)• Team Members may only see projects they are members

of• Project Managers are allowed to edit their own projects

and see projects they are members of• Resource Managers may see and edit (!) all resources,

but no projects

Default Categories (Project Online per 25.05.2016)• My Direct Reports

• Applies only to resources, using Resource Breakdown Structure (RBS): “They are direct descendants of the User via RBS”

• My Organization• All Projects and all resources

• My Projects• All projects, with user as Owner or Status Manager• All resources, being team member of the owned projects

• My Resources• Similar to “My Direct Reports”: Applies only to resources using Resource

Breakdown Structure (RBS): “They are descendants of the User via RBS”• My Tasks

• Projects, user is team member• User as resource

ROLE BASED VIEWS FOR PROJECT MANAGERS

Different Views for Project ManagersGoal for this sample:• Project Managers have one view in Project Center with

projects they ore owner of (SPC My own projects)• Project Managers have one view in Project Center with

projects they are team member (SPC My Projects)• Project Managers have one view in Project Center with

all projects (SPC All Projects) to see activities across company• Project Managers have one view in Resource Center

with resources who are members in any of their own projects (SPC My Project Team Members)• Project Managers have one view in Resource Center

with all resources (SPC All Resources)

DIFFERENT VIEWS FOR PROJECT MANAGERS

Different Views for Project Managers – Summary (1/3)• Create new category “SPC My Own Projects and Project Team

Members” Define relationships• “The User is the Project Owner or the User is the Status Manager on

assignments within that Project” for projects• “They are members of a Project Team on a project owned by the

User” for resources• Provide adequate permissions for group “Project Managers”• Create a Project Center view “SPC My Own Projects” and

assign category “SPC My Own Projects and Project Team Members” • Create a Resource Center view “SPC My Project Team

Members” and assign category “SPC My Own Projects and Project Team Members”

Different Views for Project Managers – Summary (2/3)• Create new category “SPC All Projects and Resources”

Define relationships• “Include all current and future projects” for projects• “Include all current and future resources” for resources

• Provide adequate permissions for group “Project Managers” (e.g. by using Team Member template)• Create a Project Center view “SPC All Projects” and assign

category “SPC All Projects and Resources” • Create a Project view or add category “SPC All Projects and

Resources” to view “Tasks Summary” to give access to schedule• Create a Resource Center view “SPC All Resources” and

assign category “SPC All Projects and Resources”

Different Views for Project Managers – Summary (3/3)• Create new category “SPC My Projects and Me”

Define relationships• “The User is on that project's Project Team” for projects• “The User is the resource”

• Provide adequate permissions for group “Project Managers” (e.g. by using Team Member template)• Create a Project Center view “SPC My Projects” and assign

category “SPC My Projects and Me”• Create a Project view or add category “SPC My Projects and

Me” to view “Tasks Summary” to give access to schedule• Create a Resource Center view “SPC Me” and assign

category “SPC My Projects and Me”

ROLE BASED VIEWS FOR RESOURCE MANAGERS

Different Views for Resource ManagersGoal for this sample:• Resource Managers have one view in Project Center

with projects managed by their team members are owner of (SPC Projects Managed by my Team)• Resource Managers have one view in Project Center

with projects their team member are working on (SPC Projects with my Team)• Resource Managers have one view in Resource Center

with their team members (SPC My Team)

DIFFERENT VIEWS FOR RESOURCE MANAGERS

Different Views for Resource Managers – Summary (1/2)• Create new category “SPC Projects Owned by My Team and Team”

Define relationships• “The Project Owner is a descendant of the User via RBS” for projects• “They are descendants of the User via RBS” for resources• Optional: “The User is the resource”

• Provide adequate permissions for group “Resource Managers”• Create a Project Center view “SPC Projects Managed by My Team”

and assign category “SPC Projects Owned by My Team and Team” • Create a Project view or add category “SPC Projects Owned by My

Team and Team” to view “Tasks Summary” to give access to schedule• Create a Resource Center view “SPC My Team” and assign category

“SPC Projects Owned by My Team and Team”

Different Views for Project Managers – Summary (2/2)• Create new category “SPC Projects of My Team”

Define relationships• “A resource on the project's Project Team is a descendant of

the User via RBS” for projects• Provide adequate permissions for group “Resource

Managers” (e.g. by using Team Member template)• Create a Project Center view “SPC Projects with my

Team” and assign category “SPC Projects of My Team”

TipDo NOT delete any default views, especially in an On Premise environment. If views should not be used, remove them from all categories.

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