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Project Service Automation capabilities in Dynamics 365 help you create project quotes and contracts, and create and manage projects for your clients after you’ve won the contract. They also provides analytics to help you ensure projects are feasible and profitable. You can set up projects on a time and materials or fixed-price basis.

Project management tools help you to:

  • Effectively estimate work

  • Forecast resource requirements when projects are in the pipeline

  • Enable team members to collaborate on projects and maintain current and accurate project status at all times

  • Proactively identify and resolve potential threats to the success of each and every engagement.

This guide provides information you need to create and manage projects:

Prerequisites

If you haven't already, you’ll need to complete the following items before you can start creating projects:

  • Create a work hours template. Set up a project calendar that defines the number of working hours to accommodate per day in the schedule and any business closures.

  • Create a price list. Set cost and sales prices for resource roles in your organization, as well as for other categories like expenses and products.

  • Add resource roles. Define roles to help determine resource requirements and project costs.

Provide work estimates for a project during the sales process (Project Service Automation)

During the sales process, you can work out sales estimates from the ground up with quote lines. Project Service Automation capabilities in Dynamics 365 provide a more scientific and deterministic way of coming up with sales estimates by breaking down work items and associating relevant attributes that contribute toward the estimates for the project in the work breakdown structure.

Once you win the sale, you can use the associated work breakdown structure in your project plan, refining it as necessary for successful completion of your project.

When creating a project-based quote line, you can create a new project from the quote line. You can then use project templates, which are either pre-configured standard project plans and financial estimates common to your organization, or a copy of a project plan and estimates from a past project. When you create a project, choosing a project template provides a basis to refine the project plan, estimates, and role requirements. By creating your project from the quote, the project is automatically associated with the quote line.

Project estimate components

The work breakdown structure in a project provides a way to break down work into tasks, maintain a hierarchy of tasks, and assign an estimate of effort required to complete each task. You can also associate roles to a task to indicate an estimate of the type of resource required to complete a task and a schedule.

The work breakdown structure helps you determine work effort and schedule estimates. By default, the project uses default price lists that you defined earlier. The cost and sales prices defined in the price lists help determine financial estimates for the project’s work breakdown.

If your project is associated with a quote, and the quote has a different price list from the default, the quote’s price list is used for financial estimates.

Import estimates from a project into a quote

Once you have project estimates in the project, you can import these estimates into the quote line:

  • In Quote Line Details, click Import from estimates.

  • Select whether to import project estimates summarized by transaction type, role, or work breakdown structure node level.

Create a project (Project Service Automation)

Create a project using the Project Service Automation capabilities in Dynamics 365 when you want to create an opportunity, quote, or contract for project-based services. The Project Service Automation capabilities help you manage your project from opportunity through completion. When you create a project, you’ll also create a work breakdown structure, which affects your quotes, cost estimates, and resource management.

  1. Go to Project Service > Projects.

  2. Click New Project.

  3. In the Summary area, enter a name for your project, and then fill in as many of the details as you can. Items marked with a red asterisk (*) are required.

  4. Click Save to create your project so you can continue editing it.

Next, you’ll create a work breakdown structure for your project to define the tasks, timing, and resource roles needed for the project.

Schedule a project with a work breakdown structure (Project Service Automation)

A project schedule communicates what work needs to be performed, which resources will perform the work, and the timeframe in which that work needs to be completed. The project schedule reflects all the work associated with delivering the project on time. One of the first steps in the initiation phase of the project is to come up with a project schedule. To establish a project schedule, you need to create a work breakdown structure.

Create a project structure with a work breakdown structure, which helps you:

  • Break down work into manageable tasks

  • Estimate the time required to complete a task

  • Set task dependencies and task duration

  • Determine the roles required to complete each task

    The project schedule in the work breakdown structure has a familiar look and feel, complete with an interactive Gantt chart.

Create a work breakdown structure for a project

Create a work breakdown structure to represent the sequence of tasks in a project. The work breakdown structure includes tasks, requirements for each task, and revenue and cost information. In your work breakdown structure, you can add:

  • The sequence of tasks in a hierarchy

  • Other tasks, if any, that must be completed before a task can be started

  • The starting date, ending date, and duration of a task

  • The number of hours required for a task

  • Any required worker skills and education

  • The workers who are assigned to a task

  • Estimated revenue and costs

Task types

You’ll use the following types of tasks when creating your work breakdown structure:

Project root node The top-level summary task for the project. All other project tasks are created under it. The name of the root task is the project name. The effort, dates, and duration of the root node are based on the values on the hierarchy below it. You can’t edit root node properties or delete the root node.
Summary or container tasks A summary task is a task that has sub-tasks under it. A summary task doesn’t have any work effort or cost of its own. Its work effort and cost are a rollup of its sub-tasks. You can change the name of a summary task, but you can’t change the effort, dates, or duration, because those are automatically calculated. Deleting a summary task deletes the task and all of its sub-tasks.
Leaf node tasks A leaf node task represents the most detailed work on the project. It has an estimated effort, a planned number of resources, planned start and end dates, and a duration.

Task hierarchy

You have the following options when creating a task hierarchy:

  • Add task. You can add a task at a position you choose in the task hierarchy. If you don’t select a position, your new task appears at the end.

  • Indent task. Indent a task to make it a child of the task directly above it.

  • Outdent task. Outdent a task to make it so it’s no longer a sub-task of its original parent task.

  • Move up and Move down. Move tasks up and down in the hierarchy of its parent task. Moving a task up or down has no effect on its effort, cost, dates, or duration.

Task attributes

A task’s name describes the work that needs to be completed. You use various task attributes to describe the schedule and staffing requirements for the task.

Schedule attributes

  • Assign values to Effort hoursNumber of resourcesStart dateEnd date, and Duration to determine the schedule for the task.
  • Effort is an estimate of the hours it takes to complete the task.
  • Number of resources is an estimate that the project manager puts in the task to help come up with the best possible schedule.
  • Duration (in days) indicates the number of work days it will take to complete the task.

Staffing attributes

  • RoleResource organizational unitNumber of resources, and Resources describe the staffing requirements for the task.
  • Role describes the type of resource needed to perform the task.
  • Resource organizational unit indicates the organizational unit from which resources should be staffed for that task; this also impacts the cost and sales estimate of the task, since this is accounted for when determining the unit sales price for the resource.
  • Resources holds a generic resource or a named resource when one is found.

Task dependencies

You can create predecessor relationships between one or more tasks in the work breakdown structure. You can set one or more values for the predecessor field on tasks to indicate the tasks that it will be dependent on. When you assign a predecessor value to a task, the task can only start when all the predecessor tasks have completed. Setting this dependency on a task will result in the recalculation of the planned start date of the task as the latest end of all of its predecessors. Predecessor-related impacts on a schedule are not limited by the task mode defined on the task.

Task mode

Task mode is one of the important factors that determine scheduling leaf node tasks. There are two task modes for every task: auto scheduling mode and manual scheduling mode.

  • Auto scheduling. When you set the task mode to Automatically Scheduled, the task scheduling engine uses the scheduling rules on the following task attributes to determine the schedule for the task:

    • Predecessors

    • Effort

    • Number of resources

    • Start and end dates

  • Scheduling rules. The start date of a leaf node task that does not have predecessors defaults to the project’s scheduling start date. The duration of a leaf node task is always calculated as the number of working days between its start and end dates. When a task is automatically scheduled, the scheduling engine follows the rules below:

    • Start and end dates of a task must always be working days according to the project’s scheduling calendar

    • The start date of a task that has predecessors defaults to the latest end date of its predecessors

    • Effort = Number of people * Duration * hours in a standard work day of the project calendar

  • Manual scheduling. In some cases, you might want to deviate from these rules. In these cases, you can set the task mode for the task to be manually scheduled. This stops the scheduling engine from calculating the values for other scheduling attributes. Setting predecessors on tasks always impacts the dependent task’s start date.

Create a work breakdown structure

  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Work breakdown structure.

  4. To add a task, click Add Task. Fill in the fields for the task, and then click Save.

  5. Continue adding tasks until your work breakdown structure is complete. While creating your work breakdown structure, you can do the following to organize your tasks:

    • Select a task and click Indent to move it under another task or click Outdent to move it out a level.

    • Select a task and click Move Up or Move Down to move it up or down in the list.

    • Click Hide Gantt to hide the Gantt chart, and click Show Gantt to display it again.

    • Select a different period of time for the Gantt chart in Time Scale.

  6. To add the roles you specified in your work breakdown structure to your project’s team members, click Generate Project Team.

  7. Click Save at the bottom right corner of the screen when you’re done making changes.

Determine project cost and revenue estimates (Project Service Automation)

Project estimates provide the financial view for the work estimated and scheduled in the project’s work breakdown structure. The estimates view informs you of the cost and revenue impact of the planned work. The estimates view provides a tool to see the information on a number of pre-defined dimensions to best inform you of the financial impact of the project.

Cost and sales value of the project

Project Service Automation price lists define the cost and bill rates for roles projects use. Based on the roles associated with the tasks in the project’s work breakdown structure, you can determine the cost and revenue impact of the work involved.

Cost price defaulting

Every project belongs to an organization (indicated in Owning Unit in the project). The price list associated with the owning organizational unit determines the unit cost price. The Dynamics 365 for Project Service Automation determine cost prices for roles by searching for the combination of role, unit, and organizational unit in the cost price list to get the correct cost price for the date effective on estimate lines.

If the combination of role, unit. and organizational unit doesn’t result in a cost price from the owning unit’s price list, the unit is disregarded in favor of the combination of role and organizational unit. If there is a cost price, this price is converted to the unit you chose on the estimate line.

If the combination of role and organizational unit doesn’t result in a cost price, the organizational unit is disregarded in favor of the role and unit combination, and the price is defaulted after applying any conversion, if required.

If there isn’t a price for the role, then the cost price defaults to 0.00 on the estimate line.

All cost amounts on project cost estimate lines are in the currency of the owning organizational unit.

Sales price defaulting

The sales price list is based on the sales entity that the project is attached to. The sales price list associated with the quote or contract determines the unit sales price. If the quote or contract has a custom price list, this will be the default sales price list for project estimates. If there is no association to the sales entities, then the default sales price list configured in parameters settings will be the default sales price list for the project. Each estimate line has a resource organizational unit associated to indicate the organizational unit from which the resources will be booked for completing the task. The sales price for the associated roles is determined by searching for the combination of role, unit, and resource organizational unit in the sales price list to get the correct sales price for the date effective on the estimate lines.

If the combination of role, unit, and resource organizational unit doesn’t result in a sales price from the sales price list, the system will disregard unit and search for the combination of role and resource organizational unit. If a sales price is found, this will be converted to the unit you chose on the sales estimate line.

If the system doesn’t find a price for the role, then the sales price must default to 0.00 on the estimate line.

The estimates view has a grid view that displays a flat grid of estimate lines with unit and total cost and sales price.

Time-phased view of project estimates

In the time-phased view for project estimates, the estimates data from the grid view is pivoted by default by role, and shows a spread of estimate data across the timeline in the chosen timescale.

Effort estimate allocation based on task mode

In the time-phased view, total effort estimated for the task is distributed by allocating a certain number of effort hours per unit time period of the chosen timescale. In project service, the task mode determines how effort is allocated across the duration of the task. The two kinds of allocation are even allocation and work hours based allocation

Work hours based allocation

Auto scheduling task mode for a task governs that for the number of resources estimated on the task, they are estimated to be utilized for the full work hours per day. This applies when allocating the effort by splitting it across the duration of tasks in the time phased view as well. For instance, on a ‘Day’ timescale, for a task estimated to be completed by one resource, the effort allocated per day will not exceed work hours per day defined in the project’s calendar. Therefore, the effort allocation always ensures that the resources are estimated to be utilized for the full day.

Even distribution

Manually scheduled task mode doesn't honor the work hours, project calendar, or number of resources defined on the task. The task schedule is based on user input. For such tasks, the effort allocation per unit time period of the chosen timescale doesn't have any limiting factors. The total effort on the task is equally split and allocated for each unit time period on the chosen timescale.

In this way, the task mode defined on the task determines the effort distribution or allocation of effort per unit time period in time-phased estimates.

Grouping and time-phasing options

This view helps you understand the distribution of the effort, cost, and sales estimates on a per day, week, month, or year basis. The Group By option allows pivoting the estimates data on two other dimensions: category and resource. On both the grid view and the time-phased view you can choose the fields to be displayed. Totals for each of the time blocks is displayed at the bottom indicating the total estimated effort, cost. and sales for the day, week, month, or year.

The cost and sales price defaulting takes is date effective—when the rates for the roles change it will be more transparent in the time-phased view when viewing estimate data pivoted on ‘Resource’ and time-phased by week.

Expense estimates

Any expense that will be incurred in the project that is notdirectly related to labor to be expended can be recorded in the project estimates in the grid view. Using the Add expense estimate option in the grid view, you can accomplish this. The expense estimates can be recorded for a specific task or for the entire project;you can choose expense categories on these lines and choose a tentative date when the expense is expected to be incurred. If the associated cost and sales price list have default prices, or markup percentages defined for expense categories, it will be defaulted on the estimate line on association.

Track project progress and cost (Project Service Automation)

The need for tracking progress against a work breakdown structure varies across industry verticals. Some industries do it more diligently at a very granular level of the work breakdown structure, while others might track at a higher level of the work breakdown structure.

Effort tracking view

The effort tracking view shows the tracking of progress for tasks in the work breakdown structure. It compares the actual effort hours spent against a task till date to the planned effort hours on a task.

Sometimes you might need to revise the original estimates on a task. The task might be moving faster or slower than originally anticipated because of changes in scope or having less experienced people than originally planned for. We don't recommend changing your baseline numbers, because the project baseline is the published source for the project’s schedule and cost estimates that all stakeholders on the project have agreed to.

Create a project template (Project Service Automation)

​​​​​​​Project templates save you time if your company regularly bids on similar types of projects. They provide a standard set of roles and estimated hours for a type of project. Account managers and project managers can create projects based on a project template, or they can copy the template and make one of their own.

Components of project template

A project template consists of three components:

  • Work breakdown structure: A work breakdown structure in a project template has the same set of elements as in the project. You can create a task hierarchy, associate roles to task, define schedule attributes, set dependencies and view all the data in the Gantt. The work breakdown structure in project templates also support task modes for each task. There is no difference between a project template and a project when creating work schedule.

  • Project estimates: Project estimates in templates work the same way as they do in projects, except the price lists for defaulting the cost and sales prices are always the default cost and sales price lists defined in Project Service Automation parameters. The rest of the functionality is the same as in a project.

  • Project team formation: When forming a project team for a project template, you can’t book a named resource in a template. You can use Generate Project Team in the work breakdown structure to generate a set of generic resources. You can also specify required skills and proficiencies for generic resources. You can’t substitute a generic resource with a bookable resource in project templates.

Create a project from a template

You can create a project from a template in these following ways:

  • When creating a project from the quote, you can choose a project template in the project quick create form.

  • When creating a project by clicking New Project, the project form displays before you save the record. From here, you can click Pick a template field to choose from the list of pre-defined project templates in your organization.

  • Click Create project from a template on the Project Template page to create a project from the template.

Copying components of a template to a project

When you copy components of a template into a project, there are a few things you should know about.

Copying a work breakdown structure: When you copy the work breakdown structure from a project template, if the project has a different project calendar than the template, the work hours from the project’s calendar will be applied to the schedule of tasks. This adjusts the schedule to the backing project calendar. Similarly, the first task on the work breakdown structure takes the project’s start date, so the rest of the task hierarchy schedule is updated based on the duration and dependencies specified in the template’s work breakdown structure.

Copying project estimates: When you copy across project estimate lines, price lists are updated based on the owning unit of the project for the cost price list and customer for the sales price list. The unit cost and sales prices are determined from these price lists on projects that are associated to a sales entity.

Copying a project team: When you copy the project team from the template to a project, the generic resources are copied across, along with the skills and proficiencies defined in the template. Generic resource assignments are also maintained as in the project template.

Submit resource requests (Project Service Automation)

Once you’ve won a project contract, you’ll need to staff your project. Your work breakdown structure already established the resource roles you need to complete the project, so now it’s time to request the resources that match the requirements.

  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Resource Requirements.

  4. To submit resource requests, select the roles you want to request resources for, and then click Submit Request.

  5. To hard book a resource instead, select the role, and then click Hard Book. This shows a calendar view of all resources and their availability, with color coding that provides a visual view of a resource’s booking status. Do any of the following to optimize your search:

    • Select a view or sort order from the top of the screen. You can also select whether to show availability for the DayWeek, or Month, and use the arrows to view the previous or next time period. Use the search box to find a specific resource.

    • Click Options to change what displays. For example, you can show a legend that shows the color scheme for the different types of bookings, or you can choose to show only a certain type of booking (for example, hard booking or soft booking).

    • Click Filter to display the Filter pane, which lets you filter your results by organizational unit, role, skill, or other attributes.

    • In the calendar for the resource you want to book, select the time period to book the resource, and either click Book to book the resource, or Propose Booking to propose the booking and have the requestor approve it.

  6. A resource manager needs to review and approve your resource requests.

Create an Office 365 Group for a project (Project Service Automation)

Provide a space where team members for a project can collaborate on project documents, view the team’s calendar, and have group conversations by creating an Office 365 Group for that project.

  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Office 365 Groups.

  4. Click Create Office 365 Group. You’ll receive an email when your group is ready

Add documents to a project (Project Service Automation)

Keep project-related documents organized by adding them to your project.

  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Documents.

  4. Enter a name for the document in Name, and then copy the URL from the document’s SharePoint location to Document Location.

  5. Click Save.

Track a project’s status (Project Service Automation)

Use the Dynamics 365 for Project Service Automation to track the progress of a client’s project.

As the engagement progresses, the project stages update to reflect the stage of the engagement:

New When you create a project, the stage is set to New. If you created the project from a template, at this stage the project may have a schedule, estimates, and team data. Otherwise, it will be the outline of the project and you need to manually enter the rest of the project components.
Quote When you associate a project to a quote or create it from a quote, the project stage is set to Quote, and the estimated start and end datesare updated as well. When the project is in the quote stage, details on the quote display on the Sales tab on the Project page.
Plan When you win a quote associated with a project, and when the engagement progresses to the contract stage, the project stage updates to Plan. Contract details display on the Sales tab on the Project page.
Complete When the project work is complete, you can flip the stage to Complete. When the project stage is set to complete, it’s understood that the work is 100% complete but the project is kept open for any pending time or expense entries to be recorded.
Close When all transactions have been recorded on the project and you don't expect any more to be logged, you can manually set the stage to Close. When the project is set to Close, you can’t log any more transactions on the project and the project will be read only.

To track a project’s status

  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Project Tracking.

  4. Select Effort Tracking or Cost Tracking in the drop-down list above the task list.

  5. Double-click any task to edit it. You can also move or resize the bars in the Gantt chart to change the time and progress for a task.

View project team members and manage bookings (Project Service Automation)

You can view a list of your project’s team members, and from there you can maintain bookings and submit resource requests.

  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Project Team Members.

  4. To submit resource requests, select the roles you want to request resources for, and then click Submit Request.

  5. To hard book a resource instead, select the role, and then click Hard Book. This shows a calendar view of all resources and their availability, with color coding that provides a visual view of a resource’s booking status. Do any of the following to optimize your search:

    • Select a view or sort order from the top of the screen. You can also select whether to show availability for the DayWeek, or Month, and use the arrows to view the previous or next time period. Use the search box to find a specific resource.

    • Click Options to change what displays. For example, you can show a legend that shows the color scheme for the different types of bookings, or you can choose to show only a certain type of booking (for example, hard booking or soft booking).

    • Click Filter to display the Filter pane, which lets you filter your results by organizational unit, role, skill, or other attributes.

    • In the calendar for the resource you want to book, select the time period to book the resource, and then either click Book to book the resource or Propose Booking to propose the booking and have the requestor approve it.

  6. To manage the resource bookings for this project, select the resources you want, and then click Maintain Bookings.

  7. A resource manager needs to review and approve your resource requests.

View and edit project estimates (Project Service Automation)

​​​​​​​With the Project Service Automation capabilities in Dynamics 365, you can view estimates for a project, including estimates by cost, sales, or effort.
  1. Go to Project Service > Projects.

  2. Click the project you want to work on.

  3. In the bar across the top of the screen, select the down arrow next to the project name, and then click Project Estimates.

  4. In Time-phase By, select EffortCost, or Sales to change which project estimates to display.

  5. To add or delete expenses, click Show Grid View. To create a new expense, click New Expense. To delete an expense, select it from the list, and then click Delete Expense. When you’re done adding or deleting expenses, click Save.

Approve time and expenses (Project Service Automation)

​​​​​​​After consultants enter their time and expenses for a project, you need to approve them so they are properly billed or costed to projects.
  1. Go to Project Service > Approvals.

  2. Click the item to approve.

  3. In the Time EntriesExpense Entries, and Absence/Vacation tabs, review each item and make changes as necessary.

  4. To approve an item, select it and click Approve. You can select and approve multiple items at once.

  5. To reject an item, select it and click Reject. You can select and reject multiple items at once.

  6. To view charts of time and expenses by project, click Dashboard.

Review project actuals (Project Service Automation)

​​​​​​​Navigate to project actuals and make sure that cost and unbilled sales for time are logged for the correct sales and cost prices and that the Contracting and Resourcing Units are recorded correctly on the actuals.

View and send invoices (Project Service Automation)

When you create a project, you set the frequency to generate invoices. You can view and review invoices before you send them to your customers.

  1. Go to Project Service > Invoices.

  2. Click the invoice you want to review.

  3. Make any changes as necessary. When you’re done making changes, click Recalculate.

  4. When you’re ready to send the invoice, click Send to Customer.

  5. Once the customer has paid the invoice, click Mark Invoice as Paid.

Manually invoice a contract

You can manually invoice a project instead of invoicing it automatically.

  1. Go to Project Service > Projects.

  2. Click the project you want to invoice.

  3. Click Sales and then click Invoice.

  4. Select the parameters for the transactions you want to invoice, including cutoff date, type of item to invoice, unit, and milestone. When you’re done selecting the parameters, click Next.

  5. Click Finish.

View dashboards and reports (Project Service Automation)

Dashboards and reports give you an understanding of where your business stands. The Practice Management dashboard gives you an all-up view of your costs, gross margin, and role utilization. You can also track your sales numbers with the Sales Activity Social dashboard.

To view dashboards that provide an all-up view of your project sales and resource utilization:

  1. Go to Project Service > Dashboards.

  2. In the bar across the top of the screen, select the down arrow next to Dashboards and select the dashboard you want to see.

    To view Project Service Automation reports:

  3. Go to Project Service > Reports.

  4. Click the report you want to see.

  5. Select a date range and click View Report.

Use the Project Service Automation Add-in to plan your work in Microsoft Project

Project Service Automation makes it easier for you to do your project planning including estimates. You can define the work so that costs, effort, and sales value are clear as the final proposal is submitted.

Now you can install the Dynamics 365 Project Service Automation Add-in for Microsoft Project and do your planning work in the familiar environment of Microsoft Project. Use the robust planning and management capabilities of Microsoft Project and then update your project plan in Project Service Automation.

Important

  • To use the SharePoint document management feature in Dynamics 365 Customer Engagement to store your Microsoft Project files for Project Service Automation projects, your Microsoft Project admin will need to turn on document management. More information: Enable SharePoint document management for specific entities
  • The Dynamics 365 Project Service Automation Add-in for Microsoft Project is only compatible with Microsoft Project 2016 Professional Edition.

Download and install the add-in

Have your Project Service Automation sign-in information ready. You will need this information to connect from Microsoft Project to Project Service Automation.

  1. From the download center you can, download the add-in.

  2. Click the download link.

  3. Once the download is complete, click Yes to install the add-in.

Configure the add-in

  1. Open Microsoft Project and click the Project Service tab.

  2. Click Connect.

  3. Enter your sign-in information and then click Sign in.

    Now you can start using the add-in.

Read from a template

Read from a template that you created in Project Service Automation and copied into Microsoft Project to start your project planning. More information: Create a project template (Project Service Automation)

  1. From the Project Service tab, click Read > Project Service Automation Project Template.

  2. Choose a project template from the list and then click Open.

    Note

    By default, the tasks that are copied from the template into Project are set as manually scheduled.

Assign Project Service Automation roles to project resources

  1. Open a project and click the Task ribbon.

  2. Click the Gantt Chart menu and then choose Resource Sheet.

  3. On the Resource Sheet, click the Project Service Resource Role drop-down menu and choose a Project Service Automation role.

Staff your project with resources

  1. From the Project Service tab, select a row and click Find Resources.

  2. On the Book Resource screen, select the resource that you want to use for the project.

  3. Click Book and then click OK.

Publish your project

When your project planning is complete, the next step is to import and publish the project in to Project Service Automation.

The project will import into Project Service Automation. The pricing and team generation process are applied. Open the project in Project Service Automation to see that the team, project estimates, and work breakdown structure has been generated. The following table shows where to find the results:

Microsoft Project Gantt Chart Imports into the Project Service Automation Work Breakdown Structure screen.
Microsoft Project Resource Sheet Imports into the Project Service Automation Project Team Members screen.
Microsoft Project Use Usage Omports into the Project Service Automation Project Estimates screen.

To import and publish your project

  1. From the Project Service tab, click Publish > New Project Service Automation Project.

  2. On Publish to a new project in Project Service dialog box, enter the Project Name and select the Customer.

  3. Optionally check the Link project plan to Project Service Automation to link the plan Project file to Project Service Automation.

  4. Click Publish.

    Linking the Project file to Project Service Automation makes the Project file the master and sets the work breakdown structure in Project Service Automation to read-only. In order to make changes to the project plan, you need to make them in Microsoft Project and publish them as updates to Project Service Automation.

Edit a project that’s been imported

To make changes to a project plan that's been imported into Project Service Automation, you have two options:

  • Open the master file and edit it in Microsoft Project

  • Unlink the file and edit it directly in Project Service. By default, a project that’s been uploaded from Microsoft Project is locked and can only be edited in Project. To edit the file in Project Service Automation, the file has to been unlinked.

Edit in Microsoft Project

  1. From the main menu, click Project Service > Projects.

  2. From the list of projects, open the one you created in Microsoft Project.

  3. Click Open in MS Project from the ribbon. This will open the linked master file in Microsoft Project.

  1. From the main menu, click Project Service > Projects.

  2. From the list of projects, open the one you created in Microsoft Project.

  3. Click Unlink from MS Project from the ribbon.

Upload a Project file to SharePoint or Office Groups

You can upload your Project file to SharePoint and find it under the Associated Documents for your Project Service Automation project. You need to have your administrator configure SharePoint document management for Dynamics 365 and turn it on for the Project entity. More information: Set up SharePoint document management

You can also upload your Project file to OneDrive for Business if you have Office Groups set up. More information: Collaborate with your colleagues using Office 365 Groups

Upload a file for SharePoint

  1. From the main menu, click Project Service > Upload.

  2. Select To Project Service Automation Project Documents.

  3. On the Enable Open in Microsoft Project dialog select Yes or No.

    • When you click Yes you'll be able click on the Open in Microsoft Project button in Project Service Automation and launch Microsoft Project and load the Project file from the SharePoint document library.

    • When you click No the link for the Open in Microsoft Project button won't work.

  4. The Microsoft Project file can be found in Project Service Automation under Documents for the specific Project Service Automation project.

Upload a file for Office Groups

  1. From the main menu, click Project Service > Upload.

  2. Select To Project Service Automation Project Documents.

  3. On the Enable Open in Microsoft Project dialog select Yes or No.

    • When you click Yes you'll be able click on the Open in Microsoft Project button in Project Service Automation and launch Microsoft Project and load the Project file from the SharePoint document library.

    • When you click No the link for the Open in Microsoft Project button won't work.

  4. The Microsoft Project file can be found in Project Service Automation under Documents for the specific Project Service Automation project.

Publish your project as a template

You can save your project and reuse it by saving it as a project template in Project Service Automation. Project templates are reusable project plans in Project Service Automation. 

  1. From the Project Service tab, click Publish > New Project Service Automation Project Template.

  2. On the Publish to a new project in Project Service template dialog box, enter the Project template name.

  3. Optionally, check the Link project plan to Project Service Automation to link the plan Project file to Project Service Automation.

  4. Click Publish.

Linking the Project file to Project Service Automation makes the Project file the master and sets the work breakdown structure in the Project Service Automation template to read-only. In order to make changes to the project plan, you need to make them in Microsoft Project and publish them as updates to Project Service Automation.