It’s a workflow kind of month, and I figured I’d post this quick article on how to leverage UMT’s Project Essentials 2012 with Project Server 2010 to generate a no-code archive process.
In this case, the goal is to close the project out, and then create a report that will notify the administrator to archive the project at a later date. Now, exactly what that archive process looks like is kind of up to you, as I find many organizations vary widely on definitions of the archive process and when they decide to trigger it.
First, I see up a couple of stages to move the project between.
Then I create a security group containing the folks who are required to archive a project.
Now we go into Project Essentials and generate a simple workflow. I won’t walk you through step by step, but it’s pretty self explanatory once you open up the wizard.
The only real nuance is that I am adding a manual submittal requirement and an approval step for the Closing step. This will require the PM to submit the project to be archived, and will send a notification to the members of the Custom Archive Approvers group to do so.
I link the workflow back to a project type, and run a project through the process.
When I get to Closing, I require the PM to manually approve it – or perhaps require the PMO to submit it. That kicks off a workflow request that gets logged in the Workflow Task List.
One more step and we’re there. Let’s create a new view of the Workflow Task List and modify it to filter only on those tasks exiting Closing and entering Archived.
I now have a screen which time stamps the date the project was closed, and gives the administrator an overview of which projects need to be archived. As a project typically hangs around for 6-12 months before being archived, the administrator can review this list on a quarterly basis to identify candidates for the archive process.
Even better, add a simple workflow to the Workflow Task List to send an e-mail to the administrator 6 months after the workflow task has been created.