[How to] Modify the risk list form

Making changes to the “Risks” list in a Project Site (connected to Project Online/Server), requires knowledge of the rules.

Primary rule: Do not delete or modify any of the default Risk list fields, but feel free to change the lookup values for e.g. Status and Category.

Next, you typically would like to then hide the fields that will not be used.

Risk 1

To get started, navigate to the List Settings of the Risk list

Risk 2

Click on “Advanced Settings” (which will later activate the “content types” settings area as seen below)

Risk 3

Click yes to “allow management of content types”

Risk 4

Now go back and click on content types. You are now able to select all the fields that are found default in the Risks list

Risk 5

After having selected a particular field, you can now control if the field should be required, optional or simply hidden

Risk 6

…and you are done:-)


Following this little guide will ensure that your reporting feeds for the “Risks” list will still work as expected.

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[Add-In for Project Pro] Schedule Analyzer

Project Managers have to learn and manage the many rules, and Best Practices, found in the Microsoft Project client. Knowing if things are planned and managed according to Industry Standards, or Best Practices, can be tough to keep up with.

What if there could be an automatic audit of how well you are doing? What if a tool could give you suggestions and actually fix your planning issues. This would for many be a dream come true, and the PPM partner “Project Sensei” now made it possible!

The “Sensei Schedule Analyzer” is the new add-in for the Microsoft Project client, that gives you a completely new guide, which can help you become a better planner, and even follow standards from PMI – Project Management Institute.

I tried it, I still use it, it works!

Try it out yourself – direct link to the add-in description

Sensei Analyzer

[Add-In for Project Online] People Picker

Users of Project Server or Project Online typically have a need for working with a bunch of “Custom Fields”. Many of these tend to be around adding the right master data information to the projects. In this case, a field that allows you to select one or more resources from the resource pool, is often requested. Unfortunately, this is not available out of the box except for the field “Project Owner”. This means you have to set up the resources in a “Lookup” table and manually maintain the information over time.

A simple alternative, that saves time and drives end user satisfaction, is the “People Picker” add-in, which is available from the SharePoint Store. Adding this to your Project Detail Pages allows users to select resources from the resource pool, where this is needed. Often I see the need for adding the project owner, project manager, stakeholders, sponsors, steering group members, steering group chairman etc. All of this would be possible using the “People Picker ” add-in.

The add-in can be found in the SharePoint store – direct link: https://store.office.com/people-picker-WA104379587.aspx

People Picker

[New Feature] Project Online number generator

It has been mentioned on the Office365 roadmap, that Microsoft was planning on the release of a default “number generator” for Project Online customers. This functionality has been a standard request for almost all Project Online/Server customers as it ensures you can easily connect to e.g. the numbers used in the ERP system or elsewhere. The new feature is now enabled and ready for Project Online customers to use.

The approach to use it is simple.

Navigate to your PWA Server Settings and go to the Enterprise Project Types


Notice the area “Project Id”

This is where you configure how the number string should be generated. It can obviously be set differently for each of your EPTs “Enterprise Project Types”.


Add the new field to your Project Detail Page

Notice that the field is actually editable. In order for this field to be in read-only mode, use the workflow to control that behaviour.


Project Online Power BI Content Pack released

As you might have seen on the O365 roadmap, the Project team has been working on an “Out of the box” PowerBI report and Dashboard for Project Online.

Today, the “content” pack has been released, and can now be added to your Project Online and Office365 tenant.

Follow these steps to quickly get up and running.

Log on to PowerBI.com or find the PowerBI icon in the O365 “Waffle”. Then choose “Get Data”

1. get data

Select the “Get” button under “Services”

2. choose service

Find Microsoft Project Online

3. project

Click “Connect”

4. connect

Add your Project Online tenant

5. add URL

Choose oAuth2 as your logon method and then provide your credentials or select a service account that should refresh the report and dashboard

6. method

Data will now be imported and takes some minutes depending on the amount of data in your PPM solution

7. importing data

Once done, you are ready to start playing with you new Dashboard and interactive report. The same information can also be found on you IOS/Android mobile device. Simply download the PowerBI app from an app store and you are connected.

8. data ready


From PowerBI dashboard to PowerPoint slides

With the launch of the new PowerBI (www.powerbi.com), there is no excuse to not provide that cool responsive dashboard across all devices. But how does that affect the typically heavy use of PowerPoint presentation for management meetings? This is where the Micosoft Add-Ins (previously apps) come in handy. In less than 1 minute you can start to see your PowerBI Charts come to live in your PowerPoint pages with automatic refresh enabled.

The following mini guide will show you just how easy it is to get started.

1-Get hold of the PowerBI add-in (free) called PowerBI Tiles


2-Allow the add-in to view your BI content


3-Create a new PowerPoint presentation and insert the PowerBI Tiles add-in


4-Choose which dashboard that holds the chart you want


5-Scroll through the charts from the dashboard using the arrows


6-Size the chart and add more if needed to the page. Notice the charts are responsive when resized


7-After you have saved your presentation, and reopen it before a meeting, you will notice an automatic refresh of your inserted charts on all slides. You might get prompted for credentials depending on your security setup with O365/PowerBI




Get your PWA timesheet into Outlook

Project Online and Project Server 2013 offers one of the best solutions for timesheeting when it comes to tracking time spend in projects. However, I often get the question if it is possible to track the time directly from within Outlook. In general, Project Online/Server 2013 supports an Exchange integration to the task lists, but not to track your time spend time phased.

Having a timesheet from within Outlook would allow people, like me, to remember what they did at each day of the week or month. For that reason, I want to share a little work-around that allowed me to timesheet from within my Outlook 2016 client.

  1. Right click on your Outlook inbox and “Create a new folder”


2. Name it “My Timesheet”


3. Add the link to your Project Online/Project Server 2013 timesheet page (copy/paste)


4. If you are working on premise, you should now have direct acces. If working with Project Online, you might need to login with your O365 credentials depending on the internal security setup


These 4 steps worked for me. Let me know if it didn’t work for you.

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[New Feature Released] Resource Engagements

With the release of Microsoft Project Professional 2016, and an update in Project Online, new features for resource management are finally live. You will need to run your PPM solution in Project Online, and you would also need an updated client, such as Project Professional 2016 or Project Pro for Office365. Using the client, Project Managers are now able to request specific resources over a defined period of time. All requests are then received by the respective resource managers allowing these to accept,change or deny the request. New visuals in Resource Center will also allow for easier overview and drill down into the resource capacity.

Learn more about this new feature from the released documentation:

· Overview: Resource engagements

· Request a resource’s time

· Accept or reject an engagement request

· Evaluate resource capacity

· Add a resource to Project Web App

· Activate resource engagements in Project Online

· FAQ: Resource engagements are replacing the old resource plans


Overview: Resource engagements

Some resources have limited availability, and may have their time scheduled by a resource manager. With Project, resource managers and project managers can negotiate an agreement, called a resource engagement, to make sure that resources are being used appropriately and effectively throughout your organization. Important   Resource engagements are only available if you’re using Project Professional 2016 or Project Pro for Office 365, connected to Project Online or Project Server 2016 Preview. Project Standard 2016 does not include resource engagements.

Step 1: Resource manager decides who needs approval

When a resource manager sets up the enterprise resource pool in Project Online or Project Server 2016 Preview, he or she can identify some resources as requiring approval to be assigned to projects.

Identifying resources that require approval

Step 2: Project manager requests a resource

When a project manager decides to use a resource that requires approval on a project, he or she submits an engagement request in Project Professional 2016 or Project Pro for Office 365, with the date range for when the resource is needed, and either a certain percentage of that resource’s time during that date range, or a set number of hours during that date range.

Project manager requesting a resource

Step 3: Resource manager reviews the request

After the project manager submits the request, the resource manager reviews it in Project Online or Project Server 2016 Preview.

Resource manager reviewing a request

To help determine whether the engagement request can be approved, resource managers can evaluate resource capacity to make sure your organization’s resources are being used effectively. If something about the request doesn’t work, the resource manager can adjust the dates, change the percentage or hours, or even swap out the resource altogether for another resource with better availability.

If the resource manager makes changes to the request, the project manager can review them and resubmit the request with additional changes, if necessary.

If the resource manager rejects the request, the project manager can make changes and resubmit the request to negotiate with the resource manager and reach an agreement that works.

Step 4: Resource can begin work!

Once the resource manager and project manager come to an agreement about the engagement, and the resource manager approves the request, the project manager is free to assign the resource to tasks in the project.

Note   Resource engagements support communication about approval requirements, but are not designed to actually prevent a project manager from assigning a resource without approval.

If an assignment doesn’t meet the date, percentage, or hours requirements of the engagement agreement, Project will let the project manager know by displaying an indicator next to the task. This signals to the project manager that either the assignment or the engagement needs to be adjusted.


Innovation Hub for SharePoint

Ihub 1

If you are dealing with Project Portfolio Management, you are dealing with ideas or so called initiatives. The owner of these ideas are typically a senior business stakeholder, but how about enabling innovation, and the ability to submit ideas, for the masses?

This proposition is exactly what Microsoft is offering with the Innovation Hub, or “IHUB” in short. Its a solution for SharePoint on-prem or O365, that also integrates to Project Online or Project Server 2013. Using the solution, your organization can quickly get started with a streamlined approach to submitting and rating alle new ideas. In order to not end up in complete chaos, it even has a built in feature called “challenges”, which is basically the place where you would set up your current top business challenges. From this point, you would add a description to the challenge, a deadline and then open up for ideas to be submitted. You can control which people should be allowed to rate the ideas, and the “Challenge” owner can then move the idea through a governed process.

Ihub 2

Ihub 3

The main page can obviously be customized in terms of layout and design to fit your corporate identity. Below is an example of how the “IHUB” looks like after you have deployed the core solution.

ihub 4

ihub 5


To get started, you need to get hold of the core SharePoint Solution packages depending on your current solution being on-premise or online (cloud). Having installed it a couple of times before, I would strongly recommend you to team up with a Microsoft Project Partner that has the experience e.g. Projectum (www.projectum.dk). Secondly, as with all IT solutions, the succes is not based on the technical implementation. Its is the actual change management that follows and and having an organization that truly embraces to learn from all employees. If this is not in place, no solution would be able to generate the business benefits.

Please contact me if you have any questions or concerns – I would be happy to share them.



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PRINCE2 Agile, a first overview

Great article on Prince2 and Agile thinking

Henny Portman's Blog

During the last Gartner PPM Summit, 8 and 9 June 2015, in London, it was confirmed again. “One size does not fit all” is true in the world of projects too. Are reliability and cost the most important or are we going for brand awareness, sales and customer experience? Do we have to deal with long-term or short-term contracts? Is the focus on IT only or enterprise-wide? Are we talking about frequent or a limited number of deliveries within short or long lead times? Many debates we see in the media, PRINCE2 versus Agile, Scrum only but what about governance or the business case? The answer from Axelos is PRINCE2 Agile that combines the best from both worlds to carry out a project properly.


PRINCE2 Agile includes both the existing PRINCE2 as the agile way of thinking. The agile way of thinking must be seen as agile behaviour, concepts…

View original post 2,193 more words


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