MS Project JONG question about multiple users

**SchralphMacchio** · 10-31-2007, 11:03 AM

We don't have a Project server or anything like that.

Basically, all I want to use Project for is to keep track of our billable hours on this one particular project.

Anyone know what happens if we put the file on a network folder and multiple people from different computers are opening the file and updating stuff on it?

**MrZach** · 10-31-2007, 11:06 AM

Most likely you're going to end up with various revisions of the same file unless you get the uber professional version which allows simultaneous editing.

FWIW you may get a kick out of this, too

**SchralphMacchio** · 10-31-2007, 11:16 AM

^
Thanks Jesus.

I totally saw that thread last week ...

Eh, I'm not the biggest fan of GANTT charts too because often they're not set up around assignable tasks, but are more improperly set up around deliverables. The other problem is how blind they can be to the nature of how your human resources are arranged - i.e. some people can't work 100% time on a project and others can't work 1% every day for a year.

Whatever, not only am I a Project JONG, but also a project management JONG.

/thread drift

Anyway, it looks like I'll just have to have the two other guys keep track of their hours through me, which will be a major pita.

**RShea** · 10-31-2007, 11:25 AM

Some places do not use Project for the actual billing hours, but more for the Project charting and management. Do you have a dedicated MS Project Server or just a standard Windows Server running?

Options include- Simple Excel Spreadsheets, Sharepoint Team Services on the server (free download that works well with Project for collaboration- but more for the documents unless you get some templates for the time tracking) and 3rd party time sheet packages, (Journyx Time Tracking, Fanurio, and many others out there)

**DBdude** · 10-31-2007, 11:26 AM

why not keep track of hours in excel and inbed the excel spreadsheet in a project doc of some sort. don't know if this will work, just an idea.

**SchralphMacchio** · 10-31-2007, 11:31 AM

Originally Posted by RShea

Some places do not use Project for the actual billing hours, but more for the Project charting and management. Do you have a dedicated MS Project Server or just a standard Windows Server running?

Neither. We're talking about a four-employee startup here =) We each have Project on our own computers as part of our MS Office packages but no backend servers/services.

Originally Posted by DBdude

why not keep track of hours in excel and inbed the excel spreadsheet in a project doc of some sort. don't know if this will work, just an idea.

Probably the simplest way to go. The boss suggested to keep the project file that was created earlier as a good way to tie our billable hours to our contract deliverables, but without any legitimate (and way overkill) IT solutions I think I'll just make a spreadsheet for now based on the line items that are currently in the GANTT.

Any other ideas? Thanks mags.

EDIT - I will look into those 3rd party options that RShea mentioned ...

**RShea** · 10-31-2007, 11:40 AM

Originally Posted by SchralphMacchio

Neither. We're talking about a four-employee startup here =) We each have Project on our own computers as part of our MS Office packages but no backend servers/services.

Probably the simplest way to go. The boss suggested to keep the project file that was created earlier as a good way to tie our billable hours to our contract deliverables, but without any legitimate (and way overkill) IT solutions I think I'll just make a spreadsheet for now based on the line items that are currently in the GANTT.

Any other ideas? Thanks mags.

EDIT - I will look into those 3rd party options that RShea mentioned ...

If all you have now are peer to peer (each has a workstation and no central server, each has various items they may share out for others) then you will not be able to do much with Sharepoint, but it is a great package for colaboration (esp for the money- free download and install it). It requires an MS Server.

Here is more on it:
http://www.microsoft.com/technet/pro....mspx?mfr=true

And there are templates like this available (including one for timecard):
http://technet.microsoft.com/en-us/w.../bb407287.aspx

That being said- you probably need something that will allow you to do it without getting into a server- even a good system to start as stated. Excel templates or scripts out there for time tracking or some of the ones that integrate into billing and accounting software if you are consulting types.

**irul&ublo** · 10-31-2007, 11:56 AM

Tech Talk Bitch!!!!!

**myles long** · 10-31-2007, 01:03 PM

you can also create a shared resource pool schedule and keep that ona shared drivie and link it back to your individual schedules. The only thing you will need is Project Professional as opposed to Project Standard. Here is a link on technet of how to do it:

http://office.microsoft.com/en-us/pr...036411033.aspx

Capturing the data in a single schedule with multiple users updating the same schedule can create a mess with inconsistencies in data and version control.

**flatNshallow** · 10-31-2007, 01:08 PM

Assuming you have a shared drive that all can access...

If you each have dedicated directories and static file names (ie you don't change them when you update), each of you can keep theri own "Project" and you can create a master project by inserting the sub projects. Provided the resources are dfined the same in the master and all sub projects this approach should work for you.

Note: File locations and names must remain static or your link in the master will be broken...

**myles long** · 10-31-2007, 01:19 PM

The only caveat to this solution is that the Master Project is a copy that can have a direct read/write or read only link to the sub projects, thus resource allocations can and will be double counted in some inistances. The shared resource pool was the answer to avoiding that situation with a master schedule.

Originally Posted by flatNshallow

Assuming you have a shared drive that all can access...

If you each have dedicated directories and static file names (ie you don't change them when you update), each of you can keep theri own "Project" and you can create a master project by inserting the sub projects. Provided the resources are dfined the same in the master and all sub projects this approach should work for you.

Note: File locations and names must remain static or your link in the master will be broken...

**SchralphMacchio** · 10-31-2007, 01:25 PM

Originally Posted by myles long

The only caveat to this solution is that the Master Project is a copy that can have a direct read/write or read only link to the sub projects, thus resource allocations can and will be double counted in some inistances. The shared resource pool was the answer to avoiding that situation with a master schedule.

i can has projects everywhere like such as?

Okay, now this thread really belongs in tech talk ...

my bad

anyway thanks for the advice ... time to RTFM ...