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Project Server Auto Approval Rule RRS feed

  • Question

  • Hi,

    I have been looking into the new 'Rule' functionality for auto-approval and auto-publishing. Is it possible to manually approve time but have any updates auto-publish?

    This has not worked for me so far, but it might be a setting I am missing.

    Thanks for your comments and suggestions in advance.

    Wednesday, November 2, 2011 5:08 PM

Answers

  • devsinghvi --

    Rules only auto-approve task updates.  They do not auto-approve timesheets. Does that help?

    Personally, I have never been a big fan of using Rules to auto-approve task updates.  Your PMs are the "gate keepers" who can prevent "dirty data" from getting into the Microsoft Project plan automatically.  If a PM uses a Rule to auto-approve task updates, there is nothing to prevent "dirty data" from getting into the project.  And once "dirty data" gets into the project, there is no easy way to remove it, as there is no Undo button to undo task updates.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Marked as answer by devsinghvi Wednesday, November 2, 2011 6:27 PM
    Wednesday, November 2, 2011 6:00 PM
  • devsinghvi --

    No, you can only use Rules to auto-approve and then auto-publish task updates.  If your PMs are manually approving task updates (which I heartily recommend), then you need to teach them to do the following immediately after approving the updates:

    1.  Open the project in Microsoft Project 2010 and review the new schedule of the project after applying task updates.
    2.  Reschedule uncompleted work from past time periods into the new current time period.
    3.  Perform variance analysis to determine where the schedule is deviating from the original Baseline schedule.
    4.  Revise the project schedule as needed to bring it back on track.
    5.  Save and PUBLISH the latest schedule changes.

    Obviously step #5 is the most important in addressing your concern, but steps #1-4 are best practices in using the tool well.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Marked as answer by devsinghvi Wednesday, November 2, 2011 7:12 PM
    Wednesday, November 2, 2011 6:53 PM

All replies

  • I have accomplished this in Project Server 2007 using a bit of custom code that executes after approval. 
    Wednesday, November 2, 2011 5:41 PM
  • devsinghvi --

    Rules only auto-approve task updates.  They do not auto-approve timesheets. Does that help?

    Personally, I have never been a big fan of using Rules to auto-approve task updates.  Your PMs are the "gate keepers" who can prevent "dirty data" from getting into the Microsoft Project plan automatically.  If a PM uses a Rule to auto-approve task updates, there is nothing to prevent "dirty data" from getting into the project.  And once "dirty data" gets into the project, there is no easy way to remove it, as there is no Undo button to undo task updates.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Marked as answer by devsinghvi Wednesday, November 2, 2011 6:27 PM
    Wednesday, November 2, 2011 6:00 PM
  • Hi Dale,

    Just reading over your response again and I wanted to ascertain whether Auto-Publishing is possible after having done a manual time-approval.

    Is it possible to create a rule where I can auto publish manually approved time?

    Thanks.

    Wednesday, November 2, 2011 6:43 PM
  • devsinghvi --

    No, you can only use Rules to auto-approve and then auto-publish task updates.  If your PMs are manually approving task updates (which I heartily recommend), then you need to teach them to do the following immediately after approving the updates:

    1.  Open the project in Microsoft Project 2010 and review the new schedule of the project after applying task updates.
    2.  Reschedule uncompleted work from past time periods into the new current time period.
    3.  Perform variance analysis to determine where the schedule is deviating from the original Baseline schedule.
    4.  Revise the project schedule as needed to bring it back on track.
    5.  Save and PUBLISH the latest schedule changes.

    Obviously step #5 is the most important in addressing your concern, but steps #1-4 are best practices in using the tool well.  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Marked as answer by devsinghvi Wednesday, November 2, 2011 7:12 PM
    Wednesday, November 2, 2011 6:53 PM