Friday, April 24, 2015

Delegation: what are the limitations?

Hi Project Server addicts!

Today I was willing to talk about the delegation. This feature was introduced with the 2010 version, replacing (more or less) the surrogate feature in 2007 version. Project Server 2013 reproduces exactly the same functionnality than in Project Server 2010. The delegation is a quite nice improvment, thus it has been blogged a few times here, here and here. So I won't reinvent the wheek since my fellow Project experts did a really good job with their blogs.

Too bad, what am I going to blog about??

After working on few Project Server deployments where the delegation was heavily used, I found out that there were a few limitations which could sometimes be painful. Here is a good subject to blog about! To understand the big picture, one must understand that the delegation applies to the PWA site. Thus all limitations below are a direct consequence, meaning that all that is outside the PWA site scope will not be included in the delegation influence.

1- BI Center
As you might know, the BI Center is a specific site beside from PWA, so the BI Center is not included in the delegation scope, preventing users from accessing by delegation reports they should not see.

2- Project sites
Similarly, the project sites are on the SharePoint side of the Force thus the delegation will not permit a user to access project sites of a delegate fellow colleague.

3- MS Project Pro
The Project client is a side application which is related to Project Server when opening, saving, publishing, creating the project team. So you cannot connect to PWA using a delegation session.

4- Resources with no valid account
Finally one of the heaviest limitation I encountered concerns the delegation for external resources, for example for consultants or customers timesheets. Those resources usually do not have a PWA access with the appropriate CAL, thus they are just created as resources with no valid account. You will see that the delegation feature does not work for resources which are not also users. Prasanna wrote a blog about it.
Figure 1: delegation for a resource with no valid account impossible to create

Finally I would like to end this blog by a nice app I just found. This app easies the PWA navigation through additional buttons in the ribbons. One of them allows navigating from the delegate creation page to the acting as a delegate page.
Figure 2: "act as delegate" new button in the "manage delegates" page

Will Project 16 provide some improvments about those limiations? We'll know it soon hopefully!

EDIT 2015-04-27: as Karen suggested in her comment, the PDP security is also out of the delegation scope.

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  1. Thanks for sharing. Very timely as I am working on PDPs. I created a web part that has specific audience in this case only Admins should see it. When I acted as a delegate for Project Manager, I can still see the web part and had issues saving and checking in the project. But when I had a Project Manager access it, the web part is invisible and she was able to save and close without issues. So that I think is limitation too?

  2. Indeed Karen you are right, PDP are also part of those limitations.