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You can create an initial task list in SharePoint and invite team members and other
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stakeholders to add tasks, durations, and other details in SharePoint. You can then synchronize the list with Project and do more scheduling work in Project. Then re-synchronize back to SharePoint so the team can see the results.
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You can create an initial task list in Project and then synchronize it with SharePoint.
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You can then invite team members and other stakeholders to adjust task details as needed. Then re-synchronize back to Project for additional schedule fine-tuning. In both cases, you use the scheduling engine in Project and the collaborative, multi-user capabilities of SharePoint the best combination of the strengths of both products.
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Sharing Project Information with Other Programs
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In this section, you ll see how one project manager combines Project and SharePoint for collaboration on task lists.
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Important This section does not use practice files or include hands-on activities for you to perform. We do not assume that you have access to both Project Professional and SharePoint as we illustrate them here. Instead, we present an illustrated narrative of how these products can be used together. If you do have access to both Project Professional and SharePoint, feel free to experiment with the kinds of activities illustrated here.
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Hany Morcos is a project manager at Lucerne Publishing. Hany uses Project Professional to manage editorial and design work on the various books Lucerne has in its publishing pipeline. Recently, Lucerne has deployed SharePoint, and Hany wants to use the task list synchronizing features to involve her colleagues more directly in schedule development. Hany has recently been given a basic task list from a colleague and wants to share it within her organization. She d like her team to adjust the basic task list so it can be used for a new project they may take on. To begin, Hany will synchronize the task list from Project to SharePoint.
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1. Hany opens the task list in Project.
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2. Hany links the tasks to organize the tasks generally the way she wants them.
This is what she d like to synchronize with SharePoint and invite her team members to work with.
3. On the File tab, Hany clicks Save and Send, and then clicks Sync with Tasks List. 4. Hany enters the Uniform Resource Locator (URL) of the SharePoint site to which she
wants to publish the task list, and then validates it.
Guided Tour: Synchronizing Task Lists Between Project and SharePoint (Project Professional only) 393
Once Project validates the URL, Hany is ready to create the task list. She can either use an existing task list, or create a new one.
5. Hany enters a new name for the task list, and then clicks Sync.
Project creates the SharePoint task list and then returns to the Gantt Chart view.
6. Next, Hany views the new task list in SharePoint.
With the task list now synchronized to SharePoint, Hany can invite her team members to review and modify the task list.
7. Hany s team members make changes to the task list, including adding new tasks
and changing a due date.
17
Sharing Project Information with Other Programs
8. Back in Project, Hany repeats the same synchronization process to refresh her view
in Project of the tasks as they now appear in SharePoint.
The latest task list appears in Project. These remain manually scheduled tasks.
9. Hany fine-tunes the task list by entering some duration values, linking tasks, and
other actions that produce a working schedule.
10. Finally, Hany again synchronizes the plan to SharePoint so that her team can see
the latest details, and they continue to fine-tune the plan.
Key Points
After additional rounds of fine-tuning the plan and synchronizing between Project and SharePoint, Hany converts that task list in Project to be scheduled automatically and makes other adjustments, like setting lead times, that are not supported by SharePoint.
From this point on, Hany will manage this plan in Project. This section has illustrated just one scenario of Project and SharePoint integration via task list synchronization. Depending on the collaborative practices and tools of your organization, you may find that Project and SharePoint together make a powerful combination.
Key Points
You can both copy from and paste into Project, just as you can with other Windows
applications. However, when pasting data into a table in Project, take care to ensure that the data you want ends up in the correct fields.
When opening other data formats in Project, Project uses import maps to help
organize the imported data into the right structure for a Project table.
Project supports saving data to common structured data formats, such as XML. Visual reports help you export Project data to nicely formatted Excel charts and
Visio diagrams.
Project Professional users can synchronize task lists with SharePoint.
at a Glance
Share resources from a central resource pool across several project plans, page 398. See assignment details in a resource pool, page 404.
Create a consolidated project plan for a bird's-eye view across multiple projects, page 420.
Link tasks across different project plans, page 423.
18 Consolidating
Projects and Resources
In this chapter, you will learn how to: Create a resource pool to share resources across multiple projects. Look at resource allocation across multiple projects. Change resource assignments in a sharer plan, and see the effects in a resource pool. Change a resource s working time in a resource pool, and see the effects in a sharer plan. Make a specific date nonworking time in a resource pool, and see the effects in the sharer plan. Create a project plan, and make it a sharer plan for a resource pool. Update a resource pool manually from a sharer plan. Insert project plans to create a consolidated project. Link tasks between two project plans.
Practice Files Before you can complete the exercises in this chapter, you need to copy the book s practice files to your computer. A complete list of practice files is provided in Using the Practice Files at the beginning of this book. For each exercise that has a practice file, simply browse to where you saved the book s practice file folder. Important If you are running Project Professional, you may need to make a one-time setting change. This helps ensure that the practice files you work with in this chapter do not affect your Project Server data. For more information, see Appendix C, Using the Practice Files if Connected to Project Server.
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