collaboration

Microsoft Project 2013 and SharePoint – Collaboration Couldn’t Be Easier!

November 20, 2013 by

Microsoft Project 2013 allows you to easily plan, schedule, and deliver successful projects. And if you take an iterative approach to your project management, tracking and replanning will be an integral part of your job as a Project Manager.

By using the sync between SharePoint and Project 2013, you can make collaborative project management a whole lot easier!

 

Watch: Boost your Project Reporting with MS Project and SharePoint

 

Let’s see how easy the sync between SharePoint 2013 and Project 2013 is to use, and how it really improves collaboration among your project team. (* Note that the sync from SharePoint 2013 requires Microsoft Project Professional 2013.)

 

Step 1: Open with Microsoft Project 2013

The actual collaboration begins by clicking the “Open with Project” option on the ribbon in SharePoint. It will open up Project 2013 on your desktop and allow you to interact with the tasks list in SharePoint through the desktop client.

 

Step 2: Manipulate in Microsoft Project 2013

Once Project 2013 client is open, you can easily manipulate and change things the way you are familiar with in Project – such as predecessors, Start/Finish, titles, moving tasks around – all within the Project 2013 client.

 

Microsoft Project 2013 and SharePoint

Step 3: Save in Microsoft Project

When you click on Save, not only does it save a copy of that Microsoft Project file in your SharePoint site, it will initiate the sync as well to keep the SharePoint tasks list “in sync” with what is happening in the Project file.

Microsoft Project 2013 and SharePoint

 

Automatically saves in SharePoint

Any changes that are made in Project 2013 will be represented in the SharePoint tasks list or vice versa.

An added benefit is that if the sync detects some sort of conflict (a Team Member has made changes to the list in SharePoint and the Project Manager has updated the Project file), it will give you line-by-line conflict resolution which you can reconcile any way you want.

 

Microsoft Project 2013 and SharePoint

 

Tasks List in SharePoint Updated

Once you have Saved and Synced in Project, you will see that the Tasks List in SharePoint is updated along with percentage complete and any other changes you made in in the Project.

Microsoft Project 2013 and SharePoint

 

All the calculations are done within the Project Desktop client.  SharePoint itself does not have calculation capability, but once you do the sync, those calculated figures will be represented in the SharePoint site. So percentage complete, start date/finish date, etc. will all be updated through the sync process.

One other thing that I want to point out is that the MPP file is neatly tucked away in an area in SharePoint called Site Assets, where users likely won’t stumble across it… so the Project Manager has control and the Team Member can’t mistakenly change things.

 

Microsoft Project 2013 and SharePoint

 

Summary

In summary, a project by its very nature can and will change.  As a Project Manager, tracking and re-planning is absolutely necessary.  But as you can see, the Project 2013 to SharePoint 2013 synchronization enables you to easily manage the project schedule in Microsoft Project, and seamlessly communicate and collaborate on that plan with your team in SharePoint.

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