Create a Workflow Phase (DEMO)

1. Go to PWA Settings

2. Click on Workflow Phases

Click on Workflow Phases

3. Click on New Workflow Phase

Click on New Workflow Phase

4. Type “Entrance Criteria”

Type "Entrance Criteria"

5. Click on Save

Click on Save

6. Highlight Entrance Criteria to show you have successfully created a workflow phase

Highlight Entrance Criteria to show you have successfully created a workflow phase

Create a Fiscal Period (DEMO)

1. Go to PWA Settings

2. Click on Fiscal Periods

Click on Fiscal Periods

3. Click on 2026 – Undefined

This step shows a sample by defining the year 2026

Click on 2026 - Undefined

4. Click on “Define”

Click on "Define"

5. Click on Select a date from the calendar.

Click on Select a date from the calendar.

6. Click on Next Month until you see October 2026

Click on Next Month until you see October 2026

7. Select which Fiscal Year Creation model

Select which Fiscal Year Creation model

8. Click on Create and Save

Click on Create and Save

9. Click on Save

Click on Save

Create a New View (DEMO)

1. Go to Manage Views

2. Select a view of your choosing. The sample below shows that we selected Master IMS by PMW

Select a view of your choosing. The sample below shows that we selected Master IMS by PMW

3. Click on Copy View

Click on Copy View

4. Rename your view such “Sample New View”

Rename your view such "Sample New View"

5. Click on Sample New View

Click on Sample New View

6. You have the option to add or remove displayed fields as shown below

You have the option to add or remove displayed fields as shown below

7. You will be able to adjust the width of the field as shown below

You will be able to adjust the width of the field as shown below

8. Select Actual Start from Displayed fields to adjust the width

Select Actual Start from Displayed fields to adjust the width

9. Type “120” in the Field width

10. Click on Gantt Chart (Project Center) from Gantt Chart format:

Click on Gantt Chart (Project Center) from Gantt Chart format:

11. Click on % Complete from Group first by:

Click on % Complete from Group first by:

12. You can add or remove categories as shown below

You can add or remove categories as shown below

13. Click on Save

Click on Save

Managing your Views (DEMO)

1. Go to PWA Settings

2. Click on wheel icon

Click on wheel icon

3. Click on PWA Settings

Click on PWA Settings

4. Click on Manage Views

Click on Manage Views

5. In the Manage Views page, each view is broken up into different goupings

Project:  Details similar to a Gantt Chart or a Schedule.  It will have the following as shown below:

In the Manage Views page, each view is broken up into different goupings

6. Project Center View

Contains the Summary view

Project Center View

7. Resource Assignments

Displays assignments for the team resources

Resource Assignments

8. Resource Center

Resource Center

9. My View

My View

10. Team Work View

Team Work View

11. Team Builder View

Team Builder View

12. Timesheet View

Timesheet View

13. Portfolio Analysis View

Portfolio Analysis View

14. Portfolio Analysis Project Selection

Portfolio Analysis Project Selection

15. Resource Requests

Resource Requests

Keep in mind, end users cannot create their own views, only POL Admins can do that.  

Enterprise Data: Resource Center (DEMO)

As Resource Loading may or may not apply to your IMS, the following steps will show you how to create a Generic Resource.  

Before we proceed, here is an example of the Generic Resources that you can use when Resource Loading both in Project Online and Microsoft Project Desktop Client.

Now, let’s get started in how to create a Generic Resource in Project Online.  


Step 2. Click on Resource Center

Click on Resource Center

Step 3. Click on RESOURCES

Click on RESOURCES

Step 4. Click on “New”

Click on "New"

Step 5. This step depicts the New Resource Page

This step depicts the New Resource Page

Step 6. Click on Work from Type:

Click on Work from Type:

Step 7. Check Generic

Check Generic

Step 8. Type “Acquisition – Contractor”

Type "Acquisition - Contractor"

Step 9. Click on Active from Account Status:

Click on Active from Account Status:

Step 10. Type “$55.68/h”

Type "$55.68/h"

Step 11. Click on Save

Click on Save

Step 12. Click on Acquisition – Contractor to show it is captured successfully

Click on Acquisition - Contractor to show it is captured successfully

Enterprise Data: Calendars (DEMO)

Calendars are very important to having a dynamic Integrated Master Schedule.  It is the best approach to standardize holidays, business days, and clients work and non-work days.  

Always remember that there are three ways to assign Calendars which are Project Level Calendars, Task Level Calendars, and Resource Calendars.  

In Project Online, the calendar is defaulted to the Standard version no matter what license you are subscribed to.   

The following below is an example of the type of calendars that be created and used in your IMS.  

The following steps will show you how to create a variety of calendars.  Keep in mind, POL will redirect you to create calendar in the Microsoft Project Desktop Client. 


Step 1. Go to PWA Settings

Step 2. Click on Enterprise Calendars

Click on Enterprise Calendars

Step 3. Click on New Calendar

Click on New Calendar

Step 4. A pop up box will be appear for you to open the Microsoft Project Desktop Client. That is where you will be creating a calendar of your choosing.

Understanding the RBS (DEMO)

As a Scheduler, you are always concerned about protecting the data within your IMS.  In Project Online, the field that does that for us is the RBS.  The RBS will give you the capability lock users out of the IMS or Resources. 

The following steps will show you how to create an RBS to add Resources based upon the RBS.


Step 1. Go to PWA Settings

Step 2. Click on Enterprise Custom Fields and Lookup Tables

Click on Enterprise Custom Fields and Lookup Tables

Step 3. Click on RBS

Click on RBS

Step 4. Click on Characters

Click on Characters

Step 5. Click on the box under the Value box

Click on the box under the Value box

Step 6. Type in “US”

Type in "US"

Step 7. Type in NIWC PAC

Type in NIWC PAC

Step 8. Type in NIWC LANT

Type in NIWC LANT

Step 9. Now you will need to indent NIWC PAC/LANT under “US”

Now you will need to indent NIWC PAC/LANT under "US"

Step 10. Click on Save

Click on Save

Step 11. Click on All Resources

Click on All Resources

Step 12. Click on Acquisition – Contractor

Click on Acquisition - Contractor

Step 13. Click on Edit

Click on Edit

Step 14. Click on …

Click on ...

Step 15. Click on Show or hide child nodes

Click on Show or hide child nodes

Step 16. Click on NIWC PAC

Click on NIWC PAC

Step 17. Click on Save and Continue

Click on Save and Continue

Keep in mind, you will need to this for every Resource that is listed in your Resource Pool.

Enterprise Data: Custom Fields and Lookup Tables (DEMO)

Step 1. Go to Project Center

Step 2. Click on wheel icon shown below

Click on wheel icon shown below

Step 3. Click on PWA Settings

Click on PWA Settings

Step 4. Click on Enterprise Custom Fields and Lookup Tables

Click on Enterprise Custom Fields and Lookup Tables

Step 5. Create a Look up table

Steps 5-11 is an example of how to create a Lookup Table

Create a Look up table

Step 6. Click on block below the word “Value”

Click on block below the word "Value"

Step 7. Type in Department name

Type in Department name

Step 8. Type in second Department name

Type in second Department name

Step 9. Type in third Department name

Type in third Department name

Step 10. Type in fourth Department name

Type in fourth Department name

Step 11. Scroll down the webpage and Click on Save

Scroll down the webpage and Click on Save

Exercise 15 – Creating Reports (Demo)

Exercise 15 – Creating Reports

1. Open the training project Exercise 15.mpp.
Gantt Chart Reports

1. We will create the Gantt Chart reports described in the guide and video to practice using filters and views.
Before creating each report, first, make sure all rows are visible:
• Select All Subtasks under View/<Data>/ Outline.
• Press the F3 key. This removes all filters.
Milestone Schedule – Apply the Milestones filter and hide the Related Summary Rows.
Summary Schedule – Apply the Summary Tasks filter.
Look-Ahead Schedule – Apply the Incomplete Tasks filter and auto filter the Start field for tasks Before the end date of the time window you want to view. Hide the Related Summary Rows.
Baseline vs. Current – Apply the Tracking Gantt view and the Variance table. Re-apply the Gantt Chart view.
Timeline Reports

1. Display the Timeline view using the View/<Split View>/Timeline option.

2. Customize the Timeline by adding all Outline Level 1 rows.

3. Format the bars by changing the bar colors. Make other changes as desired.

4. Create a second Timeline view that displays details of the Project Management Plan
deliverable.

5. Copy one of your timelines and paste it into PowerPoint.

6. If using Microsoft Project 2016 or later, add a second Timeline bar to the current Timeline
view and customize it with the tasks and milestones of your choice.

Dashboard Reports

1. Hide the Timeline view using the View/<Split View>/Timeline option.

2. View the available Dashboard Reports on the Report ribbon.

3. Select Report/<View Reports>/Project Overview.

4. Select Rename Report under Report Tools Design/<Report>/Manage and provide a name for the copy of the report.

5. Modify the following:
• Report Heading – from Project Overview to Project Summary
• % Complete Chart – Hide the milestones that are shown so only summary tasks are visible. Add a Chart Title of ‘Level 1 Progress’ and delete the text explanation under the ‘% Complete’ title.
• Milestones Due Table – Add the Start field and move it to the left of the Finish field.
• Late Tasks Table – Remove the Resource Names column.
• Make any other changes you want☺ and copy the report to PowerPoint!