Defining Project Access—Exercises

Basic Data Setup

Project Team

Purpose: The purpose of this exercise is to show you how to set up project teams.

Windows:
Project Team

1. Create two project teams according to the information in the table below. Name them XX01 and XX02, substituting XX with your initials.
2. Team XX01should not automatically gain access to new projects. To be able to perform all the following exercises, add to this team at least one member who is employed by your project's company, and add at least one member who is not employed by this company. As an alternative to creating your own team, you can use Team 200.
3. Team XX02 should be defined to receive access to new projects automatically. As an alternative to creating your own team, you can use Project Team A1.

General exercise for Defining Project Teams

Required Data

Creating Project and Building Project Structure

Purpose: The purpose of this exercise is to familiarize you with the data that must be in place before you can perform the exercises below.

1. Create one project with project access off. Name it XX100, substituting XX with your initials. Make sure that you are the project manager. Use Company 10 as the project company.
2. Create a second project with project access enabled. Name it XX200, substituting XX with your initials. Make sure that you are the project manager. Use Company 10 as the project company.
3. For each project, build the following subproject structure with at least one activity in each subproject. The quickest way to do this is to copy Project ID P100.

General exercise for Creating Projects
General exercise for Building a Project Plan
General exercise for Building a Project Plan by Copying Existing Projects or Subprojects

Main Exercises

Purpose: The purpose of these exercises is to show you how to enable and define project access. Also, you will learn how project access affects the reading and changing of project information.

Windows:
Projects
Project/Project Access
Project Navigator//Project Access
Project Team/Access Definition
Project Access Results

Enabling Project Access

Note: You need to be the project manager for a project to be able to turn project access on.

1. Open the Projects window.
2. Query for your project, XX100, with project access off.
3. Select the Project Access On check box.
4. Save your changes. A warning message appears informing you that access will be turned on and that you must define project access.
5. Click OK.

Note: In the following steps, you will see how project access has been granted to the managers.

6. Open the Project window.
7. Query for your project, XX100. Alternatively, open the Project Navigator window.
8. Click the Project Access tab and then the Person Access tab. Note that the subproject managers have gained access to their subprojects.
9. If you are working in the Project Navigator window, select the project and different subproject nodes in the Navigator. Note that when you have chosen a subproject node, only that subproject's person access information is shown.
10. Change one of your subproject managers, and verify that the result in the Person Access tab has been changed accordingly.

Note: In the following steps, you will see how project access has been granted to teams that are defined to gain automatic access to new projects.

9. Open two Project windows.
10. Query both of your projects, XX100 and XX200. Alternatively, open two Project Navigator windows.
11. In both windows, click the Project Access tab and then the Access Definition tab.
12. Look at Project XX200 first, which is the project that you created with access enabled. You should see that your team, XX02, (and other teams defined to automatically get access to new projects) has gained access to all subprojects in XX200, indicated by a record with the wildcard % in the subproject ID field.
13. Compare this with project XX100. You should see that no project teams have automatically gained access to this project.

Defining Project Access for Teams

1. Open the Project Navigator window.
2. Query for your project, XX100.
3. Select the Project node in the Navigator.
4. Click the Project Access tab and then the Access Definition tab.
5. Create a new record. Note that the default value for the subproject ID is the wildcard %, indicating that the team will have access to all subprojects.
6. Enter your team, XX01 (or Team 200), or select it from the List of Values.
7. Save your changes.
8. Click the Team Access tab. Note that there is one team access record for each subproject. On this tab, you can see which persons belong to the team.
9. Select the project and different subproject nodes in the Navigator. Note that when you have chosen a subproject node, only that subproject's team access and team member information is shown.
10. Select the Project node in the Navigator again, and click the Access Definition tab.
11. Create a second record. Enter a subproject ID, or select one from the List of Values.
12. Enter the same team as in step 6.
13. In the Access list, click Exclude.
14. Save your changes.
15. Repeat steps 8 and 9. Note that your team no longer has access to the excluded subproject.

Note: Alternatively, you can define team access in Project Details/Project Access/Access Definition or in Project Teams/Access Definition.

Viewing Project Access Results

Note: In the following steps, you will see how to view access results per project.

1. Open the Project Access Results window.
2. Query for the desired project ID.
3. Note that all persons with access to the entered project ID will be displayed, with information about their project access roles. Also note that no employee number is shown for persons who are not employed in the project company. They will not be able to report time or costs on the activities.

Note: In the following steps, you will see how to view access results per subproject.

4. Open the Project Navigator window.
5. Query for your project ID.
6. Select the desired subproject in the Navigator.
7. Click the Project Access tab and then the Access Results tab.
8. Note that all persons with access to the selected subproject are displayed, with information about their project access roles. Also note that no employee numbers are shown for persons who are not employed in the project company.
9. Alternatively, open the Project Access Results window to view the access results per subproject in this window.
10. Query for the desired project ID and subproject ID.
11. Note that all persons with access to the entered project ID and subproject ID are displayed, with information about their project access roles. Also note that no employee number is shown for persons who are not employed in the project company.

Note: To view access results for the entire database, perform the remaining steps below. If the database has a large number of project access records, it may take a long time to populate the window.

12. Open the Project Access Results window.
13. Populate the window. Note that all persons with access to the specified project ID and subproject ID are displayed, with information about their project access roles. Also note that no employee number is shown for persons who are not employed by the project company.