Archive completed or Closed projects in Project Server 2003 and 2007

About this article:

a. To restrict the resources to modify the Actual work 

b. To restrict the Project Managers to modify the Project Plan

c. To move the completed projects away from PM and Team members, but the Project plan should be listed in OLAP cube.

d. This is specific to Project Server 2003, but you can use it for Project Server 2007 also.

Archive completed projects in the production Project Server database.

Reference: https://support.microsoft.com/kb/920327

Methodology Overview:

This methodology allows an organization to archive completed projects in the production Project Server database, while only allowing members of the Executives, Portfolio Managers, and Administrators groups to view the completed projects using either Microsoft Project Professional or Project Web Access. To use this methodology properly, there are number of required steps that the Project Server administrators and project managers must perform initially.

1. Create an Enterprise Custom Field:

       The Project Server administrator should create a Project Level Enterprise custom field called "Project Status" and make it as Required Field. The Project Status code should contain a single level code mask with the following values in the Lookup Table: The field name and the values can be depends upon the business requirement.

· Planned       · Production     · On Hold   · Cancelled  · Completed

2. Create a Custom Category:

In Project Web Access, the Project Server administrator should create a custom Category called My Completed Projects. Initially, this Category will not contain any projects. The Project Server administrator should include the Project Managers group in this new Category.

In the Permissions section of the Add Category page, the Project Server administrator should select each Group individually and set the following permissions in the Permissions grid for each Group:

· Open Project - Deny

· Save Project - Deny

The above Permissions settings in the My Completed Projects category will prevent all members of the Project Managers from seeing the completed project in Microsoft Project Professional.

3. Set the value for Project Status custom field to Each Project:

After the Project Server administrator creates the Project Status field and the My Completed Projects category, each project manager in the organization must complete the following steps:

1. Open a project in Microsoft Project Professional.

2. Click Project - Project Information.

3. Select a value in the Project Status custom field to indicate the current status of the project.

4. Save & Publish the Project Plan.

6. Repeat the same process for every project that he/she manages.

The above set of steps will “push” the latest information for each project to Project Web Access.

4.Modify Project Center and Portfolio Analyzer Views:

The Project Server administrator should create a new custom Project Center view that includes the Project Status field and should add this new view to only the My Organization category. This gives access to the new View to only those in the Executives, Portfolio Managers, and Administrators groups. The Project Server administrator should also modify all of the default Project Center views in Project Web Access to exclude completed projects by adding the following Filter to each view:

        Project Status Not equal to Completed

Warning: Do not exclude the completed projects from every Project Center view; otherwise, no one will be able to see these projects, including members of the Administrators group.

The Project Server administrator should also modify Portfolio Analyzer views by adding the Project Status dimension to the Filter fields drop area, which allows users of the Portfolio Analyzer to exclude data for completed projects, if they wish to do so. In addition, the Project Server administrator may want to create one or more custom Portfolio Analyzers views to show Cost and Work for completed projects only.

5. Archive Completed Projects:

When a project team completes a project, the project manager should immediately do the following:

1. Open the completed project in Microsoft Project Professional

2. Click Project - Project Information, set the Project Status field value to Completed, and then click OK

3. Click Tools - Build Team from Enterprise

4. Set the Booking value for each project team member to Proposed and then click OK

5. Click Save & Publish the completed project

Note: Step #4 above is vital to the archiving process, as it will remove the task assignments from each team member’s timesheet in Project Web Access for the completed project.

After the project manager has completed the above steps for the completed project, the Project Server administrator should complete the following steps:

1. Log into Project Web Access with administrator permissions

2. Click Admin - Manage security

3. Select the My Completed Projects category and click the Modify Category button

4. In the Projects section, move the newly-completed project to the Projects in this category list on the right

5. Click the Save Changes button

After performing the steps in each of the preceding sections, only those in the Executives, Portfolio Managers, and Administrators groups in Project Server will be able to access the completed project in Project Server.