INFORMATION TECHNOLOGY

Project Online FAQ

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Project Online Frequently Asked Questions and Answers

1.   When should I create a project?
2.   How do I create a project?
3.   How Do I enter time into the time sheet?
4.   How do I request resources from another department?
5.   How do I filter the project list to only display projects from my department or that are relevant to me?
6.   How do I assign a task to an external resource or vendor such as McKesson or Dana?
7.   How to Publish and check-in projects?   
8.   How would a manager access specific administrative time sheet lines that are relevant to their team?
9.   How do I run a report?
10. How do I create a report?
11. Many of my employees do not have 100% availability for project work, is there a way I can limit their availability?
12. How do I indent and outdent tasks to create subtasks?


  1.   When should I create a project?

Projects entered in the system should be unique, temporary endeavors that have a defined scope that is conducted within a specific timeline. Projects should accomplish a specific goal, usually to solve a business problem.

Projects entered into the system should have the following guidelines:

    1. Work requiring more than 40 hours (five working days) of IT resource time
    2. Cost > $5000 (not including IT staff resource time)
    3. Identification of project impact:

Strategic alignment (below is the link to the updated priorities)
http://www.utoledo.edu/strategicplan/strategic-priorities.html

    • Mission critical
    • Business critical

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2.   How do I create a project?

Follow our detailed Project Creation Guide found here.

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3.   How do I enter time into the time sheet?

Follow this guide created by Microsoft to understand the time sheet and its functionalities.

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4.   How do I request resources from another department?

Managers seeking to use other resources from different departments should contact the resource’s department manager to ensure that resource is available to for the project.  

5.   How do I filter the project list to only projects from my department or that are relevant to me?

The custom filter feature allows one to filter which projects they can see.  If a manager only wants to see what their department is working on they can create a custom filter rather easily to do so.  To start make sure you click on the project ribbon and find the filter bar in the middle. 

Select custom filter and this screen will pop up. 

Fill out the menu by choosing ‘Field Name’ (such as ‘Project Dept’), ‘Test’ (for Test, always select ‘equals’, it usually will not work otherwise), ‘Value’ (such as ITL-PROJ).  You could even more specific and add a second line with different criteria; it’s up to the user. 

Once you hit OK only the projects that fit your criteria will be displayed, allowing you to see only what you want to see! 

Click Here for more details.

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6.   How do I assign a task to an external resource or vendor such as McKesson or Dana?

In order to assign an external resource a task, you must contact the Project Management Office to have the resource added to the resource pool. Once the external resource has been added to the resource pool, you may then add the external resource to the task. This will allow the project lead to manually update a task that will be completed by an external resource.

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7.    How to publish and check-in projects

1.  Open the project for editing.

Note:  Only enterprise projects, which are managed in Project Web App, can be published. SharePoint task list projects are automatically available to those who have access to the project site.

2.  On the Schedule page for the project, click the Task tab, and then, in the Project group, click Publish. The project is saved and then published.

Once you have finished publishing the project, if you have no other changes, you can click Close in the Project group on the Project tab or the Task tab. This will prompt you to either check the project in, or keep it checked out.

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8.    How would a manager access administrative time sheet lines that are relevant to their team?

Contact the Project Management Office and we can get you squared away with exactly the administrative lines you are looking for.

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9.   How do a run a report?

On the quick links bar on the left side there is a ‘Reports’ link.  Follow it to the reports folder and click on the pre-made report you would like to see.  Make sure to refresh the data once opened to get the most up-to-date information.  Click here for more information.

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10.  How do I create a report?

The reporting capabilities of Microsoft PWA are very powerful but can be difficult to master.  Once learned you will be able to produce beautiful reports with specific and relevant data.  Get started using this video.

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11. Many of my employees do not have 100% availability for project work, is there a way I can limit their availability? 

Yes there is.  In order to do you need to contact the administrator and let them know what percentage of availability the individual(s) should have for project work.

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12. How do I indent and outdent tasks to create subtasks?

Indenting and outdenting is a relatively easy process that is illustrated in a help document in the PWA site here.

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Last Updated: 8/29/19