Administration: Project Online Administrators

Manage Users

  1. Open the Resource Centre and check that the User does not already exist as a Resource
  2. If the User already exists as a resource
    1. Select Edit Resource
    2. Select “Associate resource with user account”
    3. Find the user in “User logon account”
    4. Add them to the appropriate “Security Groups”
  3. If the User does not exist as a resource follow the same steps but adding a new user.

Security Groups & Categories

The following are the standard, out-of-the box security Groups and Categories in Project Online.

MoJ Specialist Security

Category: Policy Projects

This Category is used to identify Policy Projects. This Category has been added to the Project Manager security Group to Deny access to Policy Projects. Each time a new Policy Project is created they must be entered into this category Server Settings à Manage Categories

Groups: Team Members

MoJ DO NOT USE this Group.  Members of this Group are automatically synchronised to SharePoint security and if they are a Team Member of a Project they will be granted write access to the SharePoint Site.

Groups: MoJ Team Members

Project Team Members should be added to this Group.

Groups: MoJ Policy Project Managers

Add Policy Project Managers only to this Group.  This Group allows access to Policy Projects.

Create Resources

  1. From main menu select Resource Centre
  2. Check the “Generic” checkbox for resources that are generic such as “Business Analyst”
  3. Enter a Standard Rate and Position Role to allow role matching in project schedules.

Inactivating Resources

When a resource has left the company, you do not want to delete them becasue they might still be on a project or have time on a project. So you inactivate them:

  1. Open on the ‘Resource Centre’.
  2. Select the resource you want to inactivate à ‘Edit’.
  3. Change the Account Status ‘Inactive’ and click ‘Save’.

Delete Projects

** DO NOT Delete Projects of type “Template”

  1. Server Settings -> Delete Enterprise Objects
  2. Note the “Type” column.  Consider not deleting projects of type “Template”
  3. Check the Projects to delete -> Delete

Restart Workflows

On occasion you will need to restart Workflows.  Such as moving a Project from “On Hold” back into the standard workflow

  1. Server Settings -> Change or Restart Workflow
  2. Select the Enterprise Project Type then move projects to restart to the right column.
  3. Select Restart current workflow for the selected projects
  4. Select either Skip to current workflow stage (where the project workflow stands now) or Skip to a particular workflow stage to move the workflow to another stage.

Enterprise Custom Fields & Lookups

Server Settings -> Enterprise Custom Fields and Lookup Tables.

This is where you maintain custom fields and their lookups that are displayed on Project Detailed Pages, Resource Detail Pages and within the Project Schedule:

  Project = Project Detail Pages

  Resource = Resource Detail Pages

  Task = Schedule Details

Located at the bottom of the screen are the lookup tables for you Enterprise Custom Fields. 

** Be mindful that changing existing custom field names as this may have an impact on your Power BI reports.

Act as a Delegate

There may be occasions when you need to ‘impersonate’ another user – e.g. to complete and submit a timesheet on behalf of someone that is away.

  • 1. Go to Server Settings à Manage Delegates first, to add in new delegate relationships.
  • 2. From here, click ‘New’ and add in the details and save.
  • 3. Return to Server Settings -> ‘Act as a Delegate
  • 4. You will see delegations you have set up. Choose one and click ‘Start Delegate Session’. Proceed completing required task as that person.
  • 5. Return to ‘Act as a Delegate’ (2) and click ‘Stop Delegate Session’.

Publishing & Refreshing Reports

Pre-requisites for Publishing

Before being able to Publish your reports to the Power BI Service a Office 365 Group needs to be create by your IT Administrator.

Publishing Power BI Reports

Portfolio and Project Status Reports contain functions which are currently not supported in the Power BI Service for refresh.  The data will need to be refreshed in Power BI Desktop and then republished:

  1. Open in Power BI Desktop and select Refresh
  2. Once the data is refreshed select Publish
  3. Select the Workspace to Publish:  Portfolio Reports

Schedule Refresh

Resource Overview Reports can be automatically refreshed in the Power BI Service.  Manage the  refresh schedule by selecting the triple dots next to the dataset and selecting -> Schedule Refresh

Power Automate for List aggregation

Due to a known issue with Power BI Online refreshing data from functions, we currently implement Flows in Power Automate to aggregate all the lists across all the projects sites.

The flows will run several times daily to get the latest list data on each Project site from each list that needs to be reported on.  These aggregated lists can be found in Project Online under site contents called “All Issues”, “All Risks” etc.

You can see the status of how the flows are running (if you or the Service Account are owners of the flow) by:

  1. Navigate to
  2. Click on a Flow
  3. Click one of the “28-day run history” items to see details of failure:

Loading existing schedules

There may be instances where a schedule already exists for a project.

SCENARIO ONE:  The project does not exist in POL

  • Open up the schedule in MS Project.
    It will prompt you to select the tenant – Computer or Ngai Tahu. Select Ngai Tahu.
  • Once the schedule is open – it just needs to be published:
    File <  Save As < Give the schedule a name (for that Ngai Tahu tenant).
    There may be different prompts to work through, depending on the schedule that you are loading.
    If you are unable to save, it is likely because mandatory fields required in POL are not complete. The prompt will give you the
    opportunity to complete these fields in the prompt itself and then be able to save.
  • Next – File < Info < Publish – The saved, published project should now be available to be viewed from the Project Centre within Project Online.

SCENARIO TWO: The project does exist in POL, and you need to replace a schedule.

  • If I followed the same process as above, I would lose and custom field entries that belong to the project. So instead, open the current schedule attached to that project in the MSP Desktop application. That schedule will be opened, but is not the right one, so – File < Open < select the schedule that you want to load in to replace the current one.
  • Use the button ‘Arrange All’ to see both projects together: Looking at the projects next to each other, ensure that all of the columns align. You then need to select and copy all of the data from the newly opened project you wish to transfer and paste / over-write the data in the project that is loaded in POL.
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