Project Web App (PWA) is a part of Project Online (and Project Server – although not the focus of this post) and our intention is to use it for:

  • Overall project tracking and reporting
  • Timesheeting

We may decide to use more features of this down the track.  PWA is attractive as it is flexible, extensible and is covers more complex scenarios that are more aligned to the work we do.  In addition, PWA is free as part of our Action Pack (for the first 5 users) and additional users can be added with a Team Member O365 licence.

There is another alternative – using the Dynamics 365 Project Service.  I’ve opted for PWA as it seems more straightforward.  Both integrate with MS Project.

To get started, spin up a PWA site from the SharePoint Admin Centre

  • Click + Create, then Other Options
  • From choose a Template, select Project Web App site.   Enter the other fields and then click Finish.
  • The PWA site will be created in a few minutes.  Next step is to set it up.

To setup a PWA site

Enter your new PWA site – click on it under Active sites in the SharePoint Admin Centre is one way to get there.

Click on the cog (top right) and then select PWA settings.

Set the following:

  • Fiscal periods. Define Fiscal Period Start Date – set to 7/1/2021 (for example), Set Fiscal Year Creation Model – leave this as default, Define Period Naming Convention – set to M1FY22 (for example).  Then click Create and save.
  • Time reporting periods.  Number of periods to be created – 52, Starts on – 7/5/2021 (first Monday in July and aligns with Quickbooks Payroll), Length of standard period – 7, Define Batch Naming Convention – W1FY22 (for example).  Click Create bulk to create time sheet periods.  Then click Save.
  • Timesheet Settings and Defaults. Default Timesheet Creation Mode – set to Current Projects.  Time sheet auditing – enabled, Single Entry Mode – enabled.  All others remain as defaults. Click Save.
  • Administrative time. Uncheck all time types. Click Save. Our policy is to only charge time to projects.
  • Timesheet managers.  Select at least one user of the system as a timesheet manager. If none are set
  • Under Additional Server settings. Set Currency settings to AUD, Full-time Equivalent Calculation to Hours per day (being 8). Notification Email Settings are enabled. Click Save.

Also, change the date format to Aus.  Do this by again selecting the cog (top right) and then Site Settings. Select Regional settings (under Site Administration). Set Locale to English(Australia). Then click OK.

On the left blade, select Edit links.  Select all Quick link items and then Save and close.  This will mean all features are easily available to you.

Next step is to add projects for people to book time to.

To establish resources

  • Click Resources in the left hand blade
  • Click RESOURCES in the top ribbon and then New.
  • Click Associate resource with a user account, and then enter the user’s account name in the User logon account field.  Also set Timesheet Manager and Default Assignment Owner to an appropriate user (ie their manager).

There is also a way to import users from a M365 group.

To create a project

  • Select Projects in the left hand blade
  • Click on the link to add the first project, or in the top ribbon, click PROJECTS and then New – Enterprise Project.
  • Enter details as you require
  • Enter the schedule.  Click Save and then Publish once done.

Finalising setup

I found that my account (I have global admin and performed the above setup) seemed to be created twice.  To solve this, I deleted my account as an Enterprise Resource and readded it – along the lines of this procedure (https://docs.microsoft.com/en-us/office/troubleshoot/project/error-when-add-edit-resource)

More help on resolving PWA issues can be found here (https://docs.microsoft.com/en-us/office/troubleshoot/office-client-welcome) and click on Projects in the left hand blade.

To turn on delegate permissions, you’ll first need to turn on Project Permission Mode (not set by default).  Go here to find more https://docs.microsoft.com/en-us/projectonline/change-permission-management-in-project-online.  Then, the Security section should be visible in PWA Settings.  In this section, click on Manage delegates.  Specify the person to act as delegate and the person and time period that they will act on their behalf.  Make sure also that the Delegate is part of the Admin group and the person having permissions delegated is part of at least the Team Members group.  Then to switch to that user, go to PWA Settings and under Personal Settings, click Act as a Delegate.  Select the person you want to act on their behalf and click Start Delegate Session.

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