Creating Workflows in Project OnlineBEN HOWARD

APPLEPARK LTD

SPONSORS

Lead consultant for Applepark Ltd – 14 years of Project and Project Server experience

Microsoft MVP for Project - awarded 7 times

Introducing Ben Howard

Occasional grower of a moustache during Movember, occasional beard grower, occasional blogger at http://www.applepark.co.uk/ben-howard-blog/

Author of Plain & Simple – Microsoft Project 2013, produced by MSPress

Online training An Introduction to Microsoft Project and Project Server InstallationExport Project Tasks to Outlook Addin

Agenda - Creating Workflows in Project Online• Workflow uses• Tools• Project Online Components• Creating a workflow - demo

Workflow uses• Simple things…• Send an email notification• Send an email requesting approval

• Allow selective display & edit of project data (Enterprise Custom Fields)

• Advanced• Commit Portfolios• Implement full demand management• Automated reporting• …..

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Workflow tools• SharePoint Designer 2013• Simple, no code option

• 3rd Party Tools• Nintex• K2

• Visual Studio• Developer skills required

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However, it’s not about the toolset• It’s about Project Governance; it’s the about the

business • Therefore don’t implement workflow just for the sake of

it• The workflow process;• Is it mapped out?• Do you short-cut it?• Does it work 100% of the time?

• Different workflows for different project types• Small/Medium/Large projects• New product/Variance product etc

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• It’s not an all or nothing implementation• Workflows can be implemented on some EPTs and not

others

• Different types of projects will require different governance models (from minimal governance to highly structured)

(Enterprise) Project Types

Project Online ComponentsEnterprise Project Types

Phases

Stages

Project Detail Pages

Web Parts

Custom Fields

• What do the workflows do?

• Signed off by the businessPlan & Design

• Set up the PO components

Configure PO• Link

SPD2013 into PO

• Save to Visio Build in

SharePoint Designer

• Link the workflow into a test EPT

Publish and test

Creating a Workflow

Demo workflow

1. Implement a Phase/Stage process

2. Select the Project Approver at New Proposal Stage

3. The Project Approver Approves or Rejects the request to move from one phase to another – this request is sent via email

4. Gather “Test Criteria” at the Design stage

Our “demo” Business Requirements

Enterprise Project Types

Phases

Stages

Project Detail Pages

Web Parts

Custom Fields

• Project Online• SharePoint Designer 2013• Visio (documentation)

Let’s build a workflow!

Summary• It’s about Project Governance; it’s the about the

business • It’s not all or nothing – mix and match• Toolset• Develop, test, document, train, deploy

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thank youquestions?

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