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Managing multiple projects in SharePoint

Anonymous
2020-11-16T06:07:03+00:00

Hi,

I have scoped out Planner and Project Online as a project management solution due to separate limitations. I'm using MS Project Desktop and I would like to communicate the tasks assigned via SharePoint to the employees. 

However, I'm still struggling with managing multiple projects with a Sharepoint synchronization. The situation is this: 

  • We have 10 Project managers 
  • We have 40 Projects, therefore 1 Project manager has multiple projects.
  • We have 50 Employees that work on 40 projects. 
  • These projects are not linked to each other. 

Question 1: How do I set up the projects in Sharepoint in a way that the 'Resource pool' of 50 employees is being shared by all projects? What i mean by this is, that a project manager can't use a resource if it is already booked in another project.  (In MS Project Desktop, this would be the Red mark on a resource). Currently I'm only able to do 40 different "Project sites". I need this to be combined somehow.

Case example: Project manager schedules John Smith for 4.12.2020 8-12:00am for Project 283. John is already booked during that time for Project 288. The project manager should be blocked or receive a signal that he cannot book John. 

Question 2: How do i set up the projects so that i can tell each employee all the tasks he/she is assigned to? This needs to be one report, that tells what he/she has been assigned to, no matter what the project is. 

Case example: John works on multiple projects next monday. He needs to have a clear list of what he will be working on:

Project Time Task
283 4.12.2020 8-12:00AM Clean surfaces
288 4.12.2020 12-2PM Make measurements
288 4.12.2020 2-4PM Document findings

Regarding the possible solutions: I wish Sharepoint could solve these. However, PowerBI can be utilized and i have VBA experience. However, VBA should be the last resort.. 

Thank you for the assistance!

Microsoft 365 and Office | Access | For home | Windows

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  1. Anonymous
    2020-11-17T08:30:33+00:00

    Hi BioBC,

    Thanks for posting back.

    I have also tested from my side, I'm afraid Project Web App cannot set specific time with the way as you describe. Sorry for the inconvenience.

    Regarding the question 1, it's not available to set up resource pool in SharePoint. Project Web App is better to handle the situation about a project manager can't use a resource if it is already booked in another project.

    For the question 2, if you create the tasks in SharePoint task list, you may filter the column to show the tasks assigned to a specific user.

    To sum up, Project Web app is more suitable for the scenarios you mentioned, but it also has some limitations which may not fully meet your requirements. Really sorry for the inconvenience. 

    Given this situation, I recommend sharing your valuable feedback to Project UserVoice.

    UserVoice is a specific platform where developers can know which features are important to users. This is the best way to let the developers know your requirements and suggestions, help to improve the product and make it better for you and others.

    Thanks for your understanding.

    Best Regards,

    Tina

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  2. Anonymous
    2020-11-16T10:07:46+00:00

    Hi,

    I scoped Project Web App out because I couldn't find a way to allocate work to a specific time of the day (for example 24.12.2020 8:30-9:30).

    Is this possible somehow?

    Thank you!

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  3. Anonymous
    2020-11-16T10:00:09+00:00

    Hi BioBC,

    Thank you for sharing the experience with us.

    Regarding the scenarios you described, it is recommended to use Project Web App.

    You may add users as resources to the resource pool in Project Web App.

    Users can view the projects that contain assigned tasks on Project We App home page.

    For detailed information, you may check these articles:

    Get Started with Project Web App

    Get started with Project Web App

    Add a resource to Project Web App

    Best Regards,

    Tina

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