Working on Tasks in Microsoft Project Web Access

Working on tasks inProject
Web App:
A guide for team members

My Project Web App administrator is: [name]
[contact info line 1]
My Project Web App address is: [URL]

2Working on tasks in Project Web App

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Table of Contents3

Table of Contents
Table of Contents

3

Introduction
7
Hold on, what’s Project Web App? ................................... 7
Is this guide for Project Online or Project Server? ........... 8
I need help!...................................................................... 8
1

10

Get your bearings
10
Quick Launch ................................................................ 11
Ribbon ........................................................................... 11
Main display area .......................................................... 12
Just want to see a list of projects? ................................. 12
2

14

Turning in timesheets
14
Why are timesheets important? ..................................... 14
Okay, I’m convinced. Now how does it work? ................ 15
Let’s fill out your timesheet! ........................................... 16
Ready to enter your hours? ........................................................................... 17
Don’t see the task you worked on? ............................................................... 17
What about hours that aren’t part of a project? ............................................. 18
How do I get a task off of my timesheet? ...................................................... 19
Need to enter hours for a different timesheet period? .................................. 19


And…SUBMIT! .............................................................. 20
Peek at what’s going on behind the scenes ................... 21
3

24

More than just hours: Updating task progress
24
Time vs. task progress: What’s the difference? ............. 24
Let’s look at an example… ............................................................................ 25
Okay, but remind me, why are we doing this? .............................................. 26

Where do I enter my task progress? .............................. 27
How do I know which way my organization is set up? .................................. 28

My organization is using separate views ....................... 28
Report the percent of work you’ve completed ............................................... 28
Update how much work you have left to do .................................................. 32

My organization is using one view ................................. 34
Report the percent of work you’ve completed ............................................... 34
Update how much work you have left to do .................................................. 37

Add comments about your work .................................... 40
In the Tasks view… ....................................................................................... 40
In the Timesheet view… ................................................................................ 41

Capture issues and risks ............................................... 43
Add an issue .................................................................................................. 43
Add a risk ....................................................................................................... 45

I need to look at a project document…where is it? ........ 48
Hand off work to someone else ..................................... 50
4

53

Vacation, sick leave, and other non-project hours
53
Ahead of time ................................................................ 53
Let your project manager know ..................................................................... 54
Assign someone to enter your time and task progress ................................. 54

Table of Contents5

While you’re out ............................................................. 55
After you’re back............................................................ 56
5

57

Uh oh, I didn’t mean to submit that!
57
Take back a timesheet that you sent for approval .......... 57
Delete a timesheet and start over .................................. 58
6

60

Rejected! Now what?
60
How do I know if my updates were rejected? ................. 60
Why were my updates rejected?.................................... 61
What do I do now?......................................................... 61
Okay, but how? ............................................................................................. 62
When in doubt, add comments… .................................................................. 62

Appendix
63
In Project Web App, how do I… ..................................... 64

Introduction7

Introduction
If you have been assigned a task in a project, this guide can help you learn how
to stay plugged into the project and keep your project manager up to date on
how your task is progressing, usingProject Web App.
Send us your feedback (projdocs@microsoft.com). Please let us know what
you think about the quality of this content. If this guide does not meet your
needs, let us know how we can improve it. If this guide was helpful to you, let
us know how it helped. We love feedback!

Hold on, what’sProject Web App?
Project Web Appis a project management application that you access in a web
browser. It is connected to a database, behind the scenes, that stores
information about the projects going on in your organization, including:

The tasks that are part of each project.

All of the people who are available to work on those tasks.

The materials needed to complete tasks for each project.

The costs associated with the people, materials, projects, and
tasks in your organization.


Is this guide for Project Online or Project Server?
Project Web Appis a part of Project Server 2013 (on premises), or Project
Online (in the cloud). From a team member perspective, it really doesn’t matter
whether you’re using Project Web App as part of Project Server 2013 or Project
Online. The functionality is mostly identical, and the steps in this guide apply
regardless of which option your organization has chosen.
For more information about Project Online and Project Server 2013, go to:
http://office.com/project

I need help!
If this guide doesn’t answer your questions, you can try a few different things:
Ask your peers! The people you work with are often the best source of
information about working in Project Web App. They’re familiar with how
your organization has customized things, and what processes are in
place. If you need help, don’t be shy! Your coworkers may be just as
confused as you are, and working together may make things easier.
Search on Office.com. Articles on Office.com are designed to help you
learn how to use Project Web App, but may not cover specific details
about how your organization has set things up. Try searching for “Find
information about Project Server 2013” or “Find information about Project
Online.”
Ask on the Project forums! The Project discussion forums on TechNet
tend to be very active, with subject matter experts and Microsoft MVPs
responding to posts, as well as some folks from Microsoft Support and
Engineering. This makes them a great resource for finding others who
may have worked through similar issues, or who have encountered the
same situation. Take a look at:
http://social.technet.microsoft.com/Forums/projectserver

Introduction9

And if none of that works, ask your
administrator! When you simply can’t
find the answer you’re looking for, try
asking your Project Web App
administrator.

My Project Web App administrator is:
[name]

Get your bearings10

1
Get your bearings
Ready to dive in and start usingProject Web App? This chapter will help you
figure out what you’re looking at when you log in, so you know which pieces do
what.
The Project Web App window is made up of three main areas: the Quick
Launch, the ribbon, and the main display area.
Ribbon

Quick Launch

Main display area

Get your bearings11

Quick Launch
The Quick Launch lists the main views and pages that you are able to access.
You can click these links to navigate to different areas ofProject Web App.

Some pages in Project Web App do not include the Quick Launch. For example,
when you fill out a form, you must complete and save the form, or cancel out of
it, in order to see the Quick Launch.

Ribbon
The ribbon is the toolbar that you use to perform actions on what's currently in
the main display area.
There may be multiple tabs
on the ribbon, to change
between different sets of
actions.

Each tab contains groups of
related buttons that you can
use to interact with the page
content.


Main display area
The main display area contains information about your projects and tasks. This
is the main focus of each page, and is where you will enter and review data.

This shows a timesheet in the
main display area. Other
pages will also display here.

That’s it!You’ve got the basics of how to get around withinProject Web App.

Just want to see a list of projects?
Most of the time, you’ll probably be entering time and task progress for tasks
that you’re assigned to. Occasionally, though, you might want to look at a list of
all the projects you’re working on. The Project Center shows a list of of your
projects.
1. Click Projects on
the Quick Launch.

Get your bearings13

2. Click the name of
a project in the list
to view that
project’s tasks and
schedule.

3. Click through the
links below the
project name on
the Quick Launch
to view information
about the project.

4. Scroll through the
list of tasks, and
view them on the
Gantt chart on the
right, to see the
work planned for
this project.

�

List of tasks

Gantt chart

TIPSlide the splitter in the middle over to see more
of either side of the view.

Also, what’s a Gantt chart? A Gantt chart is a fancy timeline. It shows time
going across the top, with bars for each row. Progress is shown within each
bar, and arrows show how one task or project relates to another.


2
Turning in timesheets
Timesheets are the core of what you, as a team member, will do inProject Web
App. This chapter covers why timesheets are important, how timesheets work
overall inProject Web App, and how you can get yours filled out and turned in.

Why are timesheets important?
Nobody loves filling out timesheets. If you’re working on a lot of different tasks
at the same time, it can be hard to figure out how much of your day was spent
on each task. It’s also sometimes tough to commit to having worked a set
number of hours. Maybe you feel like you should be working more hours, or
maybe you feel like you’re working too much. In either case, you might not feel
inclined to draw attention to your work hours.
When it comes to managing projects, the focus
really isn’t on your work ethic, although of course
that’s still important. The focus is about making sure
the right things get done on time and within budget.
It’s about making sure there are enough people to
get the work done without burning anyone out, or
costing the organization more money than planned.

The focus is about
making sure the right
things get done on time
and within budget.

Project managers use timesheet data to help them figure out how many people
need to be assigned to similar tasks in future projects. Your HR department
might use this data to make sure they have appropriate headcount allocated to
certain roles. And yes, timesheets can translate to dollars in your pocket if

Turning in timesheets15

you’re paid hourly. But it’s important to remember that’s not all your timesheet
data is…there are bigger-picture benefits for your organization, that result in
better planning and efficiency going forward.
And you’ll see the benefit of that better planning and efficiency too, because you
won’t end up having to put in a ton of overtime trying to get your work done on
time. Your project manager will have a realistic expectation of how long things
take to get done, or how many people are actually needed on a given task, and
you might end up getting your weekend back. 

Okay, I’m convinced. Now how does it work?
Behind the scenes, an administrator sets up
the timesheet periods for your organization
(for example, each week might be a separate
timesheet).

Task B
Task C

Task B
Task C

8

8

4

4

4
4

23

When your project manager
assigns you to a task, that task
shows up on your timesheet
during the period when it is
scheduled in the project plan.

Task A

Task A

1

8

You fill out the actual hours you
spend on each task during the
timesheet period, and then you
submit it.

Every person in Project Web App is assigned a timesheet manager (sometimes
more than one). Your timesheet manager might be the project manager, or it
might be someone else, like a resource manager that is responsible for people
across your entire organization.


Your timesheet manager receives the
timesheet that you turned in, and reviews it.
If everything looks good, your timesheet is
approved. If things look different than
expected, your timesheet manager might
reject it and add some comments about why
it’s being rejected.

Task A

8

8

4
4

Task B

Task A
Task B
Task C

4
4

Task C

8

8

8

4
4

4
4

8

If your timesheet is approved, the time you submitted counts toward the total
amount of work done on the task, and the amount of work remaining on the task
is reduced. This is recorded in the overall project plan, so that the project
manager can accurately account for whether the project is progressing as
planned.

Let’s fill out your timesheet!
First, we need to get to the Timesheet view.
On the Quick Launch, click Timesheet.

The Timesheet view is made up of a table with two sides, and a splitter in the
middle.

The left side lists your
tasks, as well as things
like sick time and vacation.

The right side is where you enter
the actual hours that you spent
per day on each task.


�

TIPSlide the splitter in the middle over to see
more of either side of the view.

Ready to enter your hours?
Find the task that you worked on in the list on the left side, and then follow the
row across to the right side of the view.
Do this▶

Fill in your hours across the top row of the grid, next to
Actual.

The bottom row of the grid shows the Planned hours, from
the when the task was initially scheduled in the project.

Don’t see the task you worked on?
Tasks assigned to you that are scheduled for the dates in the current timesheet
period will be automatically included on your timesheet. Sometimes, however,
you might start work on a task early, for example, and need to add a task to
your timesheet that isn’t automatically included. You can add a task to your
timesheet, and your time will be accounted for in the project.
1. Click the Timesheet
tab on the ribbon.


2. Click Add Row, and then
choose the kind of task you
want to add.

What about hours that aren’t part of a project?
Your timesheet may also include non-project lines, to represent things like
training, travel, or even sick time and vacation. These are referred to as
administrative tasks, and you fill out hours in those rows the same as any other
task. The difference with administrative tasks is that the hours don’t roll up to
any particular project.

When the Project Name column lists
Administrative, hours in that row
won’t roll up to a project.

▶

NOTE There’s more to read about sick leave and vacation time in
Chapter 4:Vacation, sick leave, andother non-project hours.


How do I get a task off of my timesheet?
If your timesheet includes a task that you aren’t currently working on, it’s really
best to just leave it there. It may look a bit cluttered, but removing it can cause
issues for other time periods. However, if a task on your timesheet isn’t really
yours, you can remove it from your timesheet. This submits a request to be
removed from the task altogether, and your project manager can decide
whether this is the right call.
1. Select the check
box for the row.

2. Click the Options
tab on the ribbon.

3. Click Remove
Task.

Need to enter hours for a different timesheet period?
There may be times when you need to enter time for a different period than the
current one. Maybe you forgot to fill out your time for a previous week, or you
might want to put in hours ahead of time because you know you’ll be in training
or on vacation when timesheets are due.


1. Click the
Timesheet tab on
the ribbon.

2. Click Select Period,
and then choose
which period you
want to show.
If you don’t see the
period you want
listed, click Select
Period to set
specific
dates.Older
periods may be
closed for editing.

And…SUBMIT!
After you’ve entered your hours on a timesheet, the next step is to submit it to your
manager for approval.

1. Click the Timesheet
tab on the ribbon.


2. Click Send>Turn in
Final Timesheet.

�

TIPWhen you choose Turn in Final Timesheet, your timesheet is
locked for editing. If you’re not ready to commit to that, click Send
Progress for All Tasks or Send Progress for Selected Tasks.

Peek at what’s going on behind the scenes
After submitting your timesheet, it should theoretically go to your manager for
approval. Sometimes, however, things go a little sideways and something might
get stuck in the system. It’s a complicated system…these things happen.
You can check on the things you’ve submitted using the My Queued Jobs page.


1. Click Settings>PWA Settings.

2. Click My Queued Jobs.


3. Use the Jobs>View list to
narrow down what’s displayed
in the grid.

In the grid, you can see all of your actions inProject Web App, including the
state of each action, and whether it is complete.

If something doesn’t seem to be acting the way you expect, take a look in your
queued jobs to see if something is stuck. If you see anything that looks
problematic, it might be worth chatting with your project manager or
administrator.


3
More than just hours: Updating
task progress
While it’s important to turn in the hours you work on your tasks, it’s equally important to
communicate with your project manager about how things are going in a more general
way.
This chapter covers what the differences are between reporting time and updating task
progress, why it’s important to keep your project manager up to date, and how to
submit your task progress in Project Web App. We’ll also cover how you can capture
issues and risks, and where you can store documents.

Time vs. task progress: What’s the difference?
Before we talk about how to report on task progress in Project Web App, it’s
important to make sure we’re clear on the differences between time and task
progress.

More than just hours: Updating task progress25



◔

Time is the actual number of hours you spend working on a specific
task. This is what you fill out on your timesheet (covered in Chapter
2: Turning in timesheets), to capture the number of hours you spent
on different things during your work week.
Task progress is an umbrella term for things like the percent of work
that is complete for a task (percent complete), and how much work is
left to do before the task is finished (remaining work).

Submitting task progress is a way to capture a broader description of how you
think things are going with your tasks.

Let’s look at an example…

Task A:40 hours

You spent 8 hours on the
task on Monday, 4 hours
on Tuesday, and 8 hours
on Wednesday, for a
total of 20 hours.

In this example, you are assigned to a
task that is scheduled to take 40
hours.

Mon
Actual
Planned

Tues

Weds

Thurs

Fri

Total

8
8

4
8

8
8

0
8

0
8

20
40

This is the time that you would enter on a timesheet.


Now, let’s look at the work you did from a task progress perspective.

Even though 20 of 40
hours have been spent
on the task, you may not
feel that you are 50%
complete.
You may think you are
farther along, say 75%
complete, or a bit behind,
maybe 25% complete.

20 of 40 hours looks like
▶
this
But really,you may be
ahead of schedule, like
this ▶
Or behind schedule, like
▶
this

◑
◕
◔

When you communicate your estimated percent complete, this is your task
progress. Communicating your estimated number of hours left on the task
(remaining work) is also considered your task progress.
Continuing with our example, after completing 20 of the 40 scheduled hours,
you may feel like you have more than 20 hours of work left to do before the task
is finished. By submittingyour estimated remaining work to your project
manager, you are communicating task progress.

Okay, but remind me, why are we doing this?
Remember, just like with timesheets, reporting on task progress, frankly, isn’t
about you. It’s about the project itself, and making sure things get done on time
and within budget.



If the task you’re working on is taking longer than expected, for whatever
reason, your project manager may be able to rearrange things down the
road so that the overall project isn’t derailed.

Even when you do your job to the best of your abilities, things don’t always work
as planned. Every good project manager knows this, so don’t stress it if your
task progress doesn’t line up with the schedule. Just be honest, share how
things are going, and you’ll be doing your part to keep the project on track.


Where do I enter my task progress?
This is kind of a tricky question. There are two ways to set up Project Web App
for entering task progress.
Separate views for time and task progress. If
your organization has set up Project Web
App this way, team members enter and
submit time in the Timesheet view, and task
progress in the Tasks view.

Time

One combined view for time and task
progress. If your organization has set up
Project Web App this way, team members
can capture both time and task progress in
the Timesheet view. Task progress is
represented by your hours, in this case,
rather than percent complete, in addition to
remaining work.

Time

Task
progress

Task
progress

Hours in the
Timesheet view
Percent complete
in the Tasks view
+
Remaining work in
the Tasks view
Hours in the
Timesheet view
Hours in the
Timesheet view
+
Remaining work in
the Timesheet
view

The “combined view” method (which your administrator might know as “single
entry mode”) eliminates having to record things in two places, but you lose the
ability to report percent complete in a more general sense (“I’m about 25% done
with this task”). So, there are pros and cons. Ultimately, as a team member,
you’re just going with whatever your organization has chosen, but sometimes
it’s helpful to know the behind-the-scenes details.


How do I know which way my organization is set up?
You could ask your Project Web App
administrator about whether your organization
is using single entry mode, but an easier way
to figure it out on your own is to look at the
Quick Launch.
If your organization is tracking time and task
progress separately, you’ll most likely see
both the Tasks and Timesheet views listed on
the Quick Launch.
If you’re still not sure, ask your coworkers!
They’ve probably already been submitting
time and task progress, so they should know
where you should be entering your hours.

Got both? You’re
probably tracking
things separately.

My organization is using separate views
Report the percent of work you’ve completed
1. Click Tasks on the
Quick Launch.


2. Fill out your hours on
the right side of the
grid.
The % Work Complete
column, on the left
side of the grid, will be
automatically updated
with the percent
complete.
task that you want to
update, click
Tasks>Add Row.

If you’re completely
done with a task,
select the check box
for the task, and then
click Tasks>Mark
Complete. Percent
complete is updated to
100%.

Actual Work
Actual Work
+ Remaining
Work

= % Work
Complete


3. Send your updates to
the project managers
for your tasks.
If you’re ready to send
all of your updates,
click Tasks>Send
Status>All Tasks.

If you only want to
submit some of your
updates, select the
check box for each
task, and then click
Tasks>Send
Status>Selected
Tasks.

But the percentage doesn’t look accurate…what do I do?
Remember how percent complete is calculated?

20 hours completed

= 50% complete
40 hours scheduled
You know how much you worked, and you have an idea about what
percentage of the total work that represents, so what you’ll need to adjust is


the number of hours that are scheduled for the task.
For example, let’s say you’ve worked 20 hours, but you really only feel about
25% complete on the task. That means that you really think the task will take
80 hours, not 40, because 20 hours is 25% of 80 hours. Here’s what the math
looks like:

20 hours completed

= 25% complete
80 hours scheduled
To adjust the hours scheduled, you can either change the hours in the Work
column, to reflect the 80 total hours, or you can change the hours in the
Remaining Work column, to reflect the additional work left to do.
In this example, you’re saying that you think the whole thing will take 80
hours, and you’ve already completed 20 of those hours. That means you have
60 hours of remaining work. When you enter 60 in the Remaining Work
column, the % Work Complete column is updated to reflect the percentage
that you feel is more accurate.
Keep reading. The next section talks about how to submit your remaining
work to the project manager.


Update how much work you have left to do
Quick Launch.

2. Update your tasks.
In the grid, fill out the
Remaining Work
column.

update, click
Tasks>Add Row.


If you’re completely
done with a task,
select the check box
for the task, and then
click Tasks>Mark
Complete. Remaining
work is set to 0 hours.
for your tasks.
click Tasks>Send
Status>All Tasks.

If you only want to
submit some of your
updates, select the
check box for each
Tasks>Send
Status>Selected
Tasks.


�

Not ready to submit? If you aren’t ready to send
your remaining work to the project manager,
click Tasks>Save to save your updates and
submit them later.

My organization is using oneview
Report the percent of work you’ve completed
When your organization uses one view to track time and task progress, the
hours that you fill out on your timesheet are used to calculate percent complete.
1. Click Timesheet on the
Quick Launch.

2. Use the right side of
the view to enter the
hours you worked on
the task.


for your tasks.
click Timesheet>Send
>Send Progress for All
Tasks.

If you only want to
submit some of your
updates, select the
check box for each
Timesheet>Send
>Send Progress for
Selected Tasks.


4. After you’ve sent your
updates, the task will
be updated on your
timesheet, with the
new percent complete
in the % Work
Complete column.

But the percentage doesn’t look accurate…what do I do?
Remember how percent complete is calculated?

20 hours completed

= 50% complete
40 hours scheduled
You know how much you worked, and you have an idea about what
percentage of the total work that represents, so what you’ll need to adjust is
the number of hours that are scheduled for the task.
For example, let’s say you’ve worked 20 hours, but you really only feel about
25% complete on the task. That means that you really think the task will take
80 hours, not 40, because 20 hours is 25% of 80 hours. Here’s what the math
looks like:

20 hours completed

= 25% complete
80 hours scheduled
However, you’re a team member, not the project manager, so you can’t just
go in and change the project plan to get your numbers to work out. You need
to communicate this part of your task progress to your project manager. You
do this by submitting the remaining work on the task.


In this example, you’re saying that you think the whole thing will take 80
hours, and you’ve already completed 20 of those hours. That means you have
60 hours of remaining work.
Keep reading. The next section talks about how to submit your remaining
work to the project manager. Once you do that, the percent complete should
look accurate.

Update how much work you have left to do
Quick Launch.

2. Find the task that you
want to update on the
left side of the view.


3. Use the scroll bar at
the bottom of the grid
to scroll right, to the
Remaining Work
column. Add the hours
you think are still
required to get the
task done.
update, click
Timesheet>Add Row.


for your tasks.
click Timesheet>Send
>Send Progress for All
Tasks.

If you only want to
submit some of your
updates, select the
check box for each
Timesheet>Send
>Send Progress for
Selected Tasks.


Add comments about your work
Another way to communicate task progress is by simply
adding some comments when you send updates to your
project manager. Sometimes you may need to explain why
things are taking longer than planned (“I added 20 hours of
remaining work because…”), or you might want to give a few
more details about the work you did that week (“I spent 6
hours on that task on Tuesday doing…”).

“I added 20
hours of
remaining
work
because…”

You can add comments to your timesheet and task progress when you send
them to your project manager.

In the Tasks view…
1. Click the Tasks tab,
and then select the
Comment on Submit
check box in the
Show/Hide group.
2. Fill out your task
progress and then
click Tasks>Send
Status to choose what
you want to send.
If you’re not sure
which option to
choose, take a look at
the sections earlier in
this chapter.


3. Fill out the comment
box, and then click OK
to send your updates
to your project
manager.

In the Timesheet view…
1. Click the Options tab,
and then select the
Comment on Submit
check box in the
Show/Hide group.


2. Fill out your timesheet
and then click
Timesheet>Send to
choose what you want
to send.
If you’re not sure
which option to
choose, take a look at
the sections earlier in
this chapter.

3. Fill out the Comment
box, and then click OK
to send your timesheet
to your manager.


Capture issues and risks
Projects very rarely go exactly as planned. (Talk about stating the obvious!)

!

Issues may come up along the way that have an impact on the
project schedule. Maybe someone you need to talk to goes out
on leave unexpectedly, or a tool you need to get the work done
breaks.
Risks are things that can impact the schedule, and that you’re
aware of when the project is planned. These may be things like
an upcoming personnel change, or a tight turnaround time on a
particular deliverable.

As a person who is assigned to do the work on a project, you may have the best
perspective on exactly what risks there are, and you certainly know what issues
you run into.
By planning fora project’s risks ahead of time, and recording the issues that
come up as the project progresses, your project manager is better able to
manage the project schedule. Sometimes, the project manager will do this work
without asking team members to add anything. In other cases, project
managers will ask team members to help fill out issues and risks on the project
site.

Add an issue
the Quick Launch.

a project in the list.


3. Click Project Site
on the Quick
Launch.

4. Click Issues on the
Quick Launch.

5. Click New Item.


6. Fill out the form,
including as many
details as you can
about the issue.

7. When you’re done,
click Edit>Save.

Add a risk
the Quick Launch.



on the Quick
Launch.

4. Click Risks on the
Quick Launch.

5. Click New Item.

6. Fill out the form,
including as many
details as you can
about the risk.


The Probability,
Impact(which is a
general score, in
comparison with
other risks), and
Cost of the risk
help your project
manager
understand the
risk, at a glance.
The Description
should cover why
the risk is a
possibility, and
what will happen if
it occurs.

The Mitigation Plan
is what you need to
do to try to avoid
the risk occurring.


The Contingency
Plan is what you’re
going to do if the
risk actually does
occur.

The Trigger
Description and
Trigger are the
things that happen
that will indicate
when the risk is
occurring, and
when you need to
put the
contingency plan
into action.

7. When you’re done,
click Edit>Save.

I need to look at a project document…where is it?
Projectssometimes come equipped with a lot of documents, from proposals and
planning documents, to research and presentations. Each project in Project


Web App has an associated project site, with a spot for storing and working with
documents.
the Quick Launch.


on the Quick
Launch.

4. Click Documents
on the Quick
Launch.


the document in
the list, to open it.

Hand off work to someone else
There are a lot of reasons why you’d need to reassign one of your tasks to
someone else. Here are some examples:
Maybe you’re being pulled onto another, higher-priority project, and you
need someone else to take on part of your existing workload.
Maybe another person on the team has more experience than you do
with a certain aspect of the project, and your project manager has asked
you to transition your work to that person.
Or…maybe you’re just really good at delegating.
Regardless, reassigning a task is easy.


Quick Launch.

2. Click
Tasks>Reassign.

3. Find the task that
you want to
reassign in the
Select New
Resources grid,
and choose a new
team member in
the Reassign To
column.


4. Set a Start Date for
when the transition
should happen,
and add
Comments if you’d
like.

5. Click Submit to
send the
reassignment to
the project
manager.

Vacation, sick leave, andother non-project hours53

4
Vacation, sick leave, andother
non-project hours
Hard work frequently results in one of two things: a welldeserved vacation, or a miserable, knock-you-off-your-feet
headcold.
Okay, maybe there isn’t a direct correlation, but in the course of
working on a project, you will surely have some time that you’ve
spent doing things other than working on your tasks. Sometimes
it’s vacation, sometimes it’s sick leave, and sometimes it’s workrelated (but not project-related) things like training or business
travel.



This chapter covers what you need to do ahead of time, while you’re out, and
after you’re back from time spent outside of your assigned tasks.

Ahead of time
There are a couple of things that you can do ahead of time, when you know
you’re not going to be working on your tasks for a certain day or set of days.
You can let your project manager know, for planning purposes, and you may be
able to assign someone to enter time and task progress for you while you’re out.


Let your project manager know
If you know ahead of time that you’re going to be out of the office, or not able to
work on your tasks for some other reason, you can do your project manager a
huge favor by sharing that information as soon as you know you’re going to be
out.



Your project manager can enter your planned timeaway into a
calendar that reflects your working hours. Project Web App uses
that calendar to determine the project schedule, and your task
work will be automatically pushed out until you get back.

Assign someone to enter your time and task progress
Depending on how your organization uses Project Web App, you may be able to
identify someone who can enter and submit time and task progress on your
behalf while you’re out. This person is know as a “delegate.”
Before you leave for vacation (or whatever else has you away from your project
for a short period), set up a new delegation in Project Web App, so that
someone else can log in for you while you’re out.
1. Click Settings> PWA
Settings.

2. Under Personal
Settings, click Manage
Delegates.

3. Click
Delegations>New.

Vacation, sick leave, andother non-project hours55

4. Use the From and To
dates to set the time
period when you’ll be
away.

5. Enter the name of the
person that you want
to enter things for you
while you’re out.
6. Click Save.

After you get the delegation saved, don’t forget to chat with the person you just
assigned to let them know that they’re set up.

While you’re out
Time spent away from your project tasks can make for a
refreshing change of pace…especially if that time is spent
poolside with a tasty beverage. But even if your time away is
spent in a training session, or under a blanket on the couch
with a box of tissues, you’ll probably find that when you return
to your task work, you have a new perspective.

�

Really, the only thing you need to worry about while you’re out is making sure
that your time and task progress gets submitted on time. In some cases, you
can submit your information ahead of time, but not always. Some organizations
require that you submit things only on specific days or dates. That’s where your
delegate comes in.
If you assigned a delegate to enter time and task progress for you, that person
can log in by clicking Settings>PWA Settings, and then clicking Act as a
Delegate under Personal Settings.


After you’re back
Welcome back to your tasks! Now that you’re back, you need to account for
your time away on your timesheet. Time spent on non-project work, including
vacation and sick time, is called administrative time in Project Web App.
Quick Launch.

2. Fill out the Actual row, on
the right side of the grid, for
vacation, sick time, or
another category of
administrative time.
If the administrative task
you need isn’t listed on your
timesheet, click
Timesheet>AddRow>Add
Non-Project Line.

3. Continue filling out the rest of your timesheet, and submit it whenever
you’re ready. For more information on this, see Chapter 2: Turning in
timesheets.

Uh oh, I didn’t mean to submit that!57

5
Uh oh, I didn’t mean to submit
that!
Maybe you were working from home and your four-year-old accidentally
submitted your timesheet, or your cat walked across your keyboard and entered
some extra hours for you. Or, more likely, you forgot to add some task work to
your timesheet before sending it to your project manager. Whatever the reason,
sometimes, you just didn’t mean to submit things yet.
This chapter covers how to recall a timesheet you’ve already submitted, and
how to delete a timesheet altogether.

▶

NOTEYou can only recall or delete timesheets that are not yet
approved. If they’re approved, you’ll need to chat with your project
manager about your changes.

Take back a timesheet that you sent for approval
If you realize, after you’ve sent your timesheet for approval, that you need to
make changes, you can recall your timesheet if it hasn’t been approved yet.
1. Click Settings
Settings.

> PWA


2. Under Time and Task
Management, click Manage
Timesheets.

3. Click the row for the timesheet
you want to recall.

4. Click Timesheets>Recall.

5. Click OK to confirm the recall.

Delete a timesheet and start over
Sometimes it’s easier just to start a timesheet over from scratch. You can delete the
existing timesheet, as long as you haven’t sent it for approval yet.

1. Click Settings
Settings.

> PWA

Uh oh, I didn’t mean to submit that!59

2. Under Time and Task
Management, click Manage
Timesheets.

3. Click the row for the timesheet
you want to delete.

4. Click Timesheets>Delete.

5. Click OK to confirm the
deletion.


6
Rejected! Now what?
If your timesheet or task progress doesn’t match what your
manager was expecting, you may find out it’s been rejected. This
never feels great, but it’s probably not personal, and hopefully
your project manager has included some comments outlining why
your updates were rejected.



This chapter covers how to figure out if your updates are rejected, how to find
out why they were rejected, and what you should do to get your time and task
progress resubmitted.

How do I know if my updates were rejected?
When your time or task progress is rejected, this status shows up in the Process
Status column on the Timesheet or Tasks view.

Rejected! Now what?61

In the Timesheet view…

In the Tasks view…

Why were my updates rejected?
Hopefully, your project manager will chat with you about why they’re rejecting
your updates. If not, he or she may have added a comment before sending it
back to you. If you see an update that has been rejected, it’s best to look closely
at the task and see if a comment has been added, before hunting down your
project manager to ask questions.
1. Click the name of the
rejected task in the
list on the Timesheet
or Tasks view.

2. Comments are listed
under Recent Task
Changes.

What do I do now?
Once you’ve reviewed comments, and chatted with your project manager if
needed, the next step is to make appropriate changes to your timesheet and
task progress, and then resubmit it.


When you see that
your updates have
been rejected…
…you figure out what
you need to do to fix
them…
…then you resubmit
your updates…

Task A

8

8

4
4

Task B

4

Task C

Task A

8

8

8

6

Task B

Task A
Task B
Task C

6
2

8

8

8

2

Task C

…and your project
manager can approve
them if they make
sense.

6
2

Task C

8

8

2
6

Task B

Task A

4

8

2
6

6
2

8

Okay, but how?
This process doesn’t require anything different or fancy…you just do things the
same way you submitted things initially:
If you need help resubmitting your timesheet,see Chapter 2: Turning in
timesheets.
If you need help resubmitting your task progress,see Chapter 3: More
than just hours: Updating task progress.

When in doubt, add comments…
Adding comments when you resubmit your updates can help your manager
understand what changes you made, and how they address the issues that
came up initially.Chapter 3: More than just hours: Updating task progress
covers how to add comments in the Timesheet and Tasks views.

In Project Web App, how do I…
See a list of my projects?

Click Projects on the Quick Launch.

Add a task to my timesheet?

Click Timesheet>Add Row.

Enter vacation or sick time?

Fill out the Administrative lines on your
timesheet.

Switch to a different timesheet?

Click Timesheet>Select Period.

Add a task in the Tasks view?

Click Tasks>Add Row.

Add comments about my work in
the Timesheet view?

Choose Options>Comment on Submit.

Add comments about my work in
the Tasks view?

Choose Tasks>Comment on Submit.

Hand off work to someone else?

Click Tasks>Reassign.

Find out why my updates were
rejected?

Click the task name on the Timesheet or
Tasks view, and look under Recent Task
Changes.

My Project Web Appadministrator [name]
is: [contact info line 1]

My Project Web App address is: [URL]

Working on Tasks in Microsoft Project Web Access

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