Creating and Assigning Project Roles—Exercises

Basic Data Setup

Defining Default Project Roles

Purpose: The purpose of this exercise is to show you how to set up project roles in your company. Some of these project roles can later be defaulted or manually added to your projects in this company.

Windows:
Project Basic/Default Project Role

  1. Open the Project Basic window.
  2. Select the Default Project Role tab and New (F5).
  3. Create the following project roles in your company:
Project Role ID Description Type of Role default to Project
PM Project manager Project manager Yes
SPM Sub Project Manager Sub Project Manager No
AR Activity Responsible Activity Responsible No
PCC Project Cost Controller Other Yes
PPM Project Purchasing Manager Other No

General exercise for Defining Default Project Roles 

Main Exercises

Purpose: The purpose of these exercises is to show you how to enable project roles and project role assignments to a project. The exercises will also show you how project role assignments are updated if project roles are added or deleted to the project and how you can view project role assignments.

Entering Project Roles per Project

Purpose: The purpose of this exercise is to update the project with the project roles that should be allowed to be use in your specific project. Later you can assign persons to these roles in your project.

Prerequisites: Your project has been created after you have defined the default project roles in the basic data set up. This project should have at least two sub projects (SP1 and SP2) and two activities to each sub project (A11 and A12 respective A21 and A22).

Windows:
Project/Project Roles

  1. Open the Projects window.
  2. Query for your project.
  3. Select the Project Roles tab and New (F5).
  4. Add the project role PPM (Project Purchasing Manager)
  5. Save the record. You should now have the following project roles connected to your project:
Project Role ID Description Type of Role Comment
PM Project manager Project manager This was defaulted when the project was created.
PCC Project Cost Controller Other This was defaulted when the project was created.
PPM Project Purchasing Manager Other  

Note: This tab contains the project roles that are allowed to be used in your specific project. You can delete or add project roles in this tab. If you add a new role this role must first have been defined for the company in the Project Basic/Default Project Role window.

Generating Project Role Assignments and Assigning Persons

Purpose: The purpose of this exercise is to show how you automatically by using an option can generate project roles and assign persons to these roles in the project (if applicable).

Prerequisites: Your project has been created and project roles have been added to this project.

Windows:
Project
Project/General
Project Navigator
Project Navigator/Sub Project
Project Navigator/Activity
Project/Roles Assignment

  1. Open the Projects window and query for your project.
  2. Select the General tab and update the project manager to MIKE in the Manager field.
  3. Open the Project Navigator window and query for your project.
  4. The structure for the selected project is presented graphically in a box in the left-hand part of the window. Select the first sub project (SP1) and in the Sub Project tab update the sub project manager to MARIO in the Manager field. Add NIGEL as sub project manager for the second sub project (SP2).
  5. Select the first activity (A11) in the first sub project and in the Activity tab update the activity responsible to DAMON in the Responsible ID field. Add EDDIE as activity responsible for the second activity (A12) in the first sub project. The two activities in the second sub project can be updated in a similar way with activity responsible JACKIE for activity A21 and JAQUES for A22.
  6. Open the Project window and query for your project.
  7. Select the Project Role Assignment tab and the right mouse button option Generate Role Assignments.
  8. View the generated Role Assignments. You should now have the following role assignments created by the system:
Project Role ID Description Sub Project ID Activity ID Person ID Name Assigned by System Project Access
PM Project manager     MIKE Michael Schumacher Yes Yes
PCC Project Cost Controller         No Yes
PPM Project Purchasing Manager         No Yes

The project role assigned by the system, in this case the PM, is automatically assigned by the system to the top of the project and with the person MIKE (which you entered as a project manager).

The two project roles of type other i.e. PCC and PPM are also assigned to the top of the project by default. You can however, delete, copy or insert these types of project roles at any level in the project structure. You must assign persons to these roles manually.

  1. Assign RALF as project cost controller and ALAIN as project purchasing manager.

Adding New Project Roles

Purpose: The purpose of this exercise is to show how you can add new project roles for sub project manager and activity responsible and generate role assignments for these project roles.

Prerequisites: Your project is created and project roles are added to this project. The project role for sub project manager (SPM) and activity responsible (AR) are added in the Project Basic/Default Project Role window.

Windows:
Project/Project Roles
Project/Roles Assignment

  1. Open the Projects window and query for your project.
  2. Select the Project Roles tab and add the project roles SPM and AR and save the records.
  3. Select the Project Role Assignments tab and the right mouse button Generate Role Assignments.
  4. View the generated role assignments. You should now have the following role assignments created by the system:
Project Role ID Description Sub Project ID Activity ID Person ID Name Assigned by System Project Access
PM Project manager     MIKE Michael Schumacher Yes Yes
PCC Project Cost Controller     RALF Ralf Schumacher No Yes
PPM Project Purchasing Manager     ALAIN Alain Prost No Yes
SPM Sub Project Manager SP1   MARIO Mario Andretti Yes Yes
SPM Sub Project Manager SP2   NIGEL Nigel Mansell Yes Yes
AR Activity Responsible SP1 A11 DAMON Damon Hill Yes Yes
AR Activity Responsible SP1 A12 EDDIE Eddie Irvine Yes Yes
AR Activity Responsible SP2 A21 JACKIE Jackie Stewart Yes Yes
AR Activity Responsible SP2 A22 JAQUES Jacques Villeneuve Yes Yes

Both the project roles SPM and AR are roles that are assigned by the system. These roles cannot be updated, inserted or deleted manually but only by using the right mouse button option Generate Role Assignments.

Deleting Project Roles and Project Role Assignments

Purpose: The purpose of this exercise is to show how you can delete project roles and the corresponding role assignments.

Prerequisites: Your project has been created and project roles and project role assignments have been added to this project.

Windows:
Project
Project/Project Roles
Project/Roles Assignment

  1. Open the Projects window and query for your project.
  2. Select the Project Roles tab and delete the project roles PPM and AR.
  3. When you save the changes the message “Deleting non-system assigned project roles will cause to delete the role assignments they are currently used in” is displayed. Answer OK on this message (this will delete the role assignments connected to the role PPM).
  4. Select the Project Role Assignments tab and the right mouse button option Generate Role Assignments (this will delete all role assignments connected to the deleted project role AR).
  5. View the generated project role assignments. You should now have the following project role assignments created by the system:
Project Role ID Description Sub Project ID Activity ID Person ID Name Assigned by System Project Access
PM Project manager     MIKE Michael Schumacher Yes Yes
PCC Project Cost Controller     RALF Ralf Schumacher No Yes
SPM Sub Project Manager SP1   MARIO Mario Andretti Yes Yes
SPM Sub Project Manager SP2   NIGEL Nigel Mansell Yes Yes

Project role assignments to project roles assigned by the system can only be deleted by first deleting the project role in the Project Roles tab and then run the right mouse button option Generate Role Assignments in the Project Role Assignments tab.

Project role assignments to manually assigned project roles (roles of type Other) can be deleted either by deleting the project role in the Project Roles tab (this will delete the corresponding role assignments if you answer ok on the message “Deleting non-system assigned project roles will cause to delete the role assignments they are currently used in”) or by manually deleting the project role assignment record for the project role in the Project Role Assignments tab. It is not necessary to run the right mouse button option Generate Role Assignments to delete these types of roles and their assignments.

Viewing Project Role Assignments

Purpose: The purpose of this exercise is to show how you view the project role assignment in your project. It also shows you e.g. how you can display which persons that have been assigned to a specific project role and in which projects.

Prerequisites: Your project has been created and project roles and project role assignments have been added to this project. 

Windows:
Project Management/Plan and Execute/Project/Project Role Assignments
Project Management/Plan and Execute/Project Navigator/Project Role
Assignments Project Management/Analysis/Project Role Assignments

  1. Open the Project window and query for your project.
  2. Select the Project Role Assignments tab and view the project role assignments.
  3. Open the Project Navigator window and query for your project.
  4. The structure for the selected project is presented graphically in a box in the left-hand part of the window. Select the project.
  5. Select the Project Role Assignments tab. This will now display all project roles and project role assignments connected to the top of the project i.e. the project itself.
  6. Select the first sub project. Now all project roles and project role assignments connected to this sub project will be displayed.
  7. Select the first activity to the first sub project. Now all project roles and project role assignments connected to this activity will be displayed. (As we in the previous exercise Deleting Project Roles and Project Role Assignments deleted the project role AR we will however not see any project roles assigned to this level.
  8. Open the Project Role Assignments window and query for the project role PCC (Project Cost Controller) to check which persons have been working with the project role PCC and in which projects.