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My Project Online Administrator is Locked! How to Fix?

Today I've got a call from a very worried customer: "Help, our Project Online Administrator got locked out! What do we do???"

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First, let's bring calm into the conversation. You know people will live after that. If your Project Administrator got locked don't panic, the site collection administrator automatically has administrative privileges. So to fix it quickly, ask the tenant or SharePoint online admin to fix this for you and assign you or someone as site collection admin and then you can go and fix the Project Admin. Done!

Now let’s talk about the B-side.

First, How Did you Get Into this Situation?

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I know, soul searching is not easy. If you know what caused the issue, great otherwise you should start asking questions. That's a very important first step to understand what happened. Generally think about the last steps performed in the site. Look for things like:

  • Any changes happened to the Administrators in Project Server or in the Administrators from Active Directory
  • Any synchronization happened to the AD group in the Resource Center. Maybe this happened and your Admin became inactive.
  • Any bulk password changes happened in your organization
  • Any user migration recently happened in your organization

You know, things like this to give you a sense of what caused the issue.

So well done! You fixed the problem and you understood what happened.

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Let's Learn from this Event…

Let's lay the basics out here. Your company's Office 365 tenant have:

  • A global administrator,
  • A SharePoint administrator,
  • A site collection administrator,
  • A Project Online administrator.

Experience tells us that 90% of the time, there is someone which is incorporate ALL of these roles. Pick the person that is the Global Administrator and let's have a chat with this person and find out if anything special has been done to the Project Administration role. If this is the person that helped you reverting the situation as we talked before, even better. Discuss the situation with him/her. Share with him what  you think caused the lock.

What About Licencing?

Often times Active Directory changes alone can fix lockout situations, in these cases a site collection admin does not require a dedicated Project Online license. The challenge here is sometimes to fix the issue, the person needs to log into Project Online and in this circumstance the site collection administrator needs a Project Online license. It’s possible that he or she already has one.

I Don't Have Licences Left. What Do I Do?

You can temporarily remove licences from an user and assign to other for this. The licences are not named licences, so that's a perfectly legal manoeuvre. Better yet, remove the license assigned to the locked out user since he/she is not able to use it anyway while you fix this.

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Free Stock Photos Woman in IT, #STEM

Do you love to support the efforts to attract more women to #STEM ? Do you support a more diverse workplace, outside of your typical blue eyed, white man, in glasses and fancy suits?

Do yourself a favour and start using this great catalogue of stock photos representing women in technology, from diverse backgrounds and biotypes. I know some of these photos are full of Microsoft logos but a lot of them aren’t, so go ahead they are royalty FREE by WOCinTechChat! Bring new life to your presentations, support a more diverse culture in technology Smile

For the full album of free stock photos of women in IT, STEM click here…

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Managing Thousands of Projects in Project Online

If you work with Microsoft Project Online you know how great this product is at streamlining project, resource and portfolio management activities. All this is for a single purpose, to allow you to deliver better projects, on time, on budget.

And now a few changes were released this month. Let have a look at 2 very special ones that I would like you to know:

Create and Manage Up to 30,000 Projects

Traditionally, Project Online  allowed for up 5,000 projects. Starting April/2017 this limit will have a significant jump. 6x to be more precise. Now project managers will be able to create and manage up to 30,000 projects in the cloud using Project Online. What was already a fantastic number, now has just increased to great lengths.

Why This is Good?

It offers a better scale, 30,000 projects allows for a much bigger room to move and improve and at the same time offer more flexibility to get more things done.

 

Pick and Choose the Site URL for your Project Site Configuration

Another great improvement on the way things are done in Project Online is on how information is organized in SharePoint sites. Now project managers can create more project sites and every project now can have a 1-1 relationship with their project site.

Why This is Good?

Again, traditionally this number was limited to 2,000. Often times more sites were needed but this limit was reached, then what people used to do was to split your landscape into several PWA sites, which then extended to another batch of 2,000 sites but the trade-off was that it impacted in the team productivity with a fragmented environment.

…One More Great News Before You Go…

In addition to these great improvements, there is one more fantastic improvement done in Project Online this month: Now users can set the destination URL of the project sites in the Enterprise Project Type template. This not only helps with the meta-hierarchical structure of the organization but also streamlines the process of project creation allocating sites based on similarities and functional equivalences.

How It Works?

For example, if you company has a site collection dedicated to a specific department and all sites are located on it (Sales, Marketing, IT etc), let’s call it https://superedge.sharepoint.com/sites/demo for demonstration purposes, now you can configure your all your departmental projects EPT to provision sites directly into this site collection

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You do this by going into each EPT, then in the Project Site section, select Allow users to choose:

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What if You Can’t See these Things in Your Environment…

This is a Question that many times people ask me when they see these cool announcements and all the new features and yet they don’t seem to get them. Don’t worry, that’s the nature of Office 365 Releases. Releases are done by zones and via multiple channels. Very often these changes are done slowly and according to geographic zones, so if you don’t see them yet, don’t worry. They are coming!

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The Test of the Machine

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The test of the machine is the satisfaction it gives you. There isn't any other test.
 
If the machine produces tranquillity it's right. If it disturbs you it's wrong until either the machine or your mind is changed.​​​
 
One day, the machine will break and you will be in charge of fixing it.
 
- "Is it hard?" people will ask you
 
- "Not if you have the right attitudes!! " You will say. "Its having the right attitudes that's hard.”​​​

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The Importance of Continuous Development and Training

 

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‘’Sensei is the Japanese word generally associated with 'teacher'. In the Samurai culture, a sensei aim to be a samurai, and through continuous improvement a samurai is always a Sensei. Tokugawa Ieyasu, one of the greatest Samurai in history was not only an expert swordsmen but also a Zen practitioner. He believed that through Zen a state of no-mindedness was reached. Once in combat, he believed, an empty mind is free and has no need for doubt, fear, calculation. The actions are done automatically by the technique and pure focus. Keep that intro in mind, we will come back to it in a minute.

Looking at the project challenges as battles, it is important to have an empty mind in the Zen sense. We should let our pure focus and technique (developed and filtered by successful project experiences) should drive the outcomes.

Thus the importance of constant training, to sharpen the PMO skillset for battle, so then when we’re in the midst of a challenging project task we let all thinking go and let the purity of action to take over and move forward. A focused mind is the formidable tool against scope creep.

Now, back to the intro, Tokugawa Ieyasu practiced cutting bamboos hundreds of times a day, every day, to demonstrate to us, modern day warriors, that not only we are learning everyday but also that it requires a life-time of dedicated practice to achieve great swordsmanship. Become the Samurai warrior in your project you too as well.

What do you think? How has continuous training (of the lack of) shaped your professional role?

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Why Cloud Projects Fail?

Businesses are moving to the cloud faster than ever with the premise that, in the cloud, project challenges can be tackled faster and efficiently. Yet, new research reports staggering cloud project failure rates. In this session we will discuss the 6 not-so-obvious reasons cloud projects fail and fool proof strategies to make sure project managers are prepared for them.

Thank you everyone who took the time to join the webinar and discuss this very interesting topic. Fee free to reach out to continue the conversation!

Presentation slides can be downloaded here: The 6-not-so-obvious Reasons Why Cloud Projects Fail

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