How To Handle Project Admins On Extended Leave

[JaredMauch]

All, In a few months one of our project admins will be on maternity leave. That means her projects will need to be given to the other project admin so they can be managed while she is out. I was just wondering if or how you have handled a situation like this? Does the project owner need to be switched to give access to the other admin? Can this be done in a bulk edit or have to be done project by project? How can we track which projects that were switched so we can give them back to the project admin when she comes back? Thanks in advance for any advice and experience you can share. Jared Mauch Crown Equipment Corporation

[DagmaraGa]

Hi Jared, What we do - is switching the ownership over. We have never had a problem with knowing which one was switched over - as normally we've got new person coming to the business for maternity cover. Perhaps, you should be able to track it because project owner change is posted by default within project updates. So you should be able to pull a note report showing projects with ownership changed. Dagmara Garwell BAKKAVOR LTD

[AnthonyIm]

Hi, we don't use the Project Sponsor field, so in the past, I have just put the person in that field so I could easily run a report on it. If you do use that field, maybe you can do a question the bottom of a custom form. You can put it in a section that you restrict to just admins so not everyone sees that field. Project Owner and Project Sponsor are fields you can edit in bulk, so it should be pretty easy. Anthony Imgrund FCB

[PaulaMi4]

We use roles rather than names on projects to avoid this very problem. If you have it assigned by role, anyone with that role can access the project. This way it doesn't matter if someone goes out on leave or leaves the company. Paula Mitchell Sr. Publications Specialist, Creative Services Marketing and Communications Advance Leave Notice: None T 1.703.245.1537 M 1.571.358.2875 1775 Tysons Blvd McLean, VA 22102 "http://www.dxc.technology/"> dxc.technology / "https://twitter.com/dxctechnologycs"> Twitter / "https://www.facebook.com/DXCTechnology/"> Facebook / "https://www.linkedin.com/company/dxctechnology"> LinkedIn DXC Technology Company - Headquarters: 1775 Tysons Boulevard, Tysons, Virginia 22102, USA. DXC Technology Company -- This message is transmitted to you by or on behalf of DXC Technology Company or one of its affiliates. It is intended exclusively for the addressee. The substance of this message, along with any attachments, may contain proprietary, confidential or privileged information or information that is otherwise legally exempt from disclosure. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient of this message, you are not authorized to read, print, retain, copy or disseminate any part of this message. If you have received this message in error, please destroy and delete all copies and notify the sender by return e-mail. Regardless of content, this e-mail shall not operate to bind DXC Technology Company or any of its affiliates to any order or other contract unless pursuant to explicit written agreement or government initiative expressly permitting the use of e-mail for such purpose.

[JaclynRe]

Another option: You could create a project report that pulls all projects for your "soon to be out" admin. Bulk select those projects and Edit them to Share them with the person taking over and give them Manage access. Add this report to a Dashboard and add the Dashboard to the covering admins project view. This way, they will have their list of projects (Projects I Own) and a tab for "Tabetha's" Projects so they can manage both, but won't have to really switch ownership or reassign job roles or tasks. Jaclyn Reiter, PMP, SA Project Manager, Strategic Initiatives Equifax, Inc. St. Louis, MO 314-684-2693

[Heather_Kulbacki]

We created a dashboard for our project managers with a few reports they use on a daily basis to track incoming requests and existing projects. Those reports include a filter for Project Owner = $$USER.ID so the report just pulls those projects that belong to that user. So for covering anyone else's leave we also created a "Covering For" dashboard that contains a copy of all the same reports, but instead of the Project Owner = $$USER.ID filter, each report has a prompt for Project Owner so they can pull whichever report they want for whichever PM they might be covering for. This has been really helpful for vacations and sick days. We also give all our PMs manage access to all projects at the template level so anyone can cover for someone else as needed. Heather Slater Thermo Fisher Scientific Inc.