MS Project desktop and Sharepoint integration

Question

Hi,

I have a few questions regarding syncing the MS Project with Sharepoint. The goal of the sharing is to communicate the assigned tasks to the employees. 

1. I have assigned tasks for specific times:

Question: Can this specific time (e.g. 7.30 - 8.30) be transferred to SharePoint?

2. I have multiple projects that all use the same set of resources. The resources are set up in a separate Project and all Projects are connected to those resources. Therefore if Project 1 tries to use a resource that is allocated in Project 2, it is highlighted.

Question: Does this functionality work if i upload the resources and projects to Sharepoint?

If someone could help me with either of the questions, i would greatly appreciate it. Thank you!

Answer 1

Hi BioBC,

I apologize for all the trouble it has caused and sorry about your time.

As per your description, SharePoint can only sync with resources that are available to SharePoint.

As per in this official article claimed, “If there are resources assigned in your plan that are not resources in SharePoint, you receive a warning message stating that these resources will not be added to the SharePoint tasks list but that the tasks will sync to the list. “

If you already have a project plan in MS Project and want to make it available in SharePoint, you can sync MS Project with SharePoint

In Project, click File > Save As> Sync with SharePoint> after Verify Site click Save.

For reference: Sync with a SharePoint tasks list

I appreciate your patience and understanding.

Best Regards

Waqas Muhammad

Answer 2

Hi BioBC,

Feel free to post back if you need further assistance. 

Best Regards,

Waqas Muhammad

Answer 3

Hi,

Specific time scheduling (e.g. 8:30-9:30 AM task assignment) has been solved. 

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 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!

Answer 4

Hi BioBC,

Thanks for sharing updates with us. We feel sorry to hear that you meet such an issue. However, we appreciate your understanding. 

You cannot use a shared resource pool when the files are stored in either SharePoint or the OneDrive web client.  The files need to be stored locally, either in a folder on your computer or in a network folder. 

See information in this thread.: Resource pool with SharePoint 

I would like to introduce the Project Web App for you, which is a Web application that you can use to do everything with your team members in Project. And it will sync all the tasks and resources in Project client. For example Use team resources in Project Online .  

I would like to introduce the Project Web App for you, which is a Web application that you can use to do everything with your team members in Project. And it will sync all the tasks and resources in Project client. For example Use team resources in Project Online .  

Regrading to “Howdo i set up the projects so that i can tell each employee all the tasks he/she is assigned to?” here is article you may refer:

Assign people to work on tasks 

Project management goal: Add people and assign them to tasks 

I appreciate your patience and understanding.

Best Regards

Waqas Muhammad