V5.03 is a maintenance release with corrections in the Timesheet system and a number of corrections in the tools and database designs. It contains a number of changes required for proper operation under Notes 5. All project managers should upgrade to the new versions of the Project Gateway tools. System administrators should carefully review the information provided below to determine if they should update existing databases with all or some of the design changes provided.

REGISTRATION

If you are a new Project Gateway user, please fax in your registration form so that we can contact you or send updates when appropriate. We are located at the following address

Marin Research

100 Larkspur Landing Circle

Suite 220

Larkspur, California 94939

Phone: 415-461-9784

Fax: 415-461-9788

WEBSITE: http://www.marinres.com

Email: info@marinres.com

The Project Gateway 5 System Administration Project Manager User Manuals and Repository Users Manuals provide instructions for the use of this software. If you do not have the printed version, you will find an electronic version in the DOC section of the CD and on the support section of our web site.

The 5.03 CD's now contain updated chapters for Notes and Web timesheet administration and operation.

2 "512K" should read "512 MB"

6 "Open the httpd.cpf file" should be "Open the httpd.cnf file"

6 6/28/98 Please note that Internet Explorer 4 and NetMeeting may redefine the ".cnf" extension so that editing the httpd.cnf is not a straighforward double-click. Open Notepad.exe and then use file open to read the file.

The ini file option [primavera] AskDataSource is incorrectly shown as "AskForDataSource" on page 158 under the section heading "Using P3 Projects from Multiple Directories."

The correct spelling of this option item is AskDataSource and the allowed values are 0,1 and 2.

The information provided in Appendix A on page 191 is correct.

Project Web Publisher was changed to operate correctly when doing update project under Windows NT.

The Project Workbench Updater was changed to correctly handle files which have both additions and deletions of working time on the project calendar vs. the global settings. The 5.02 version handled only additions of holidays.

The Microsoft Project Updater was changed to prevent assignment dates from being changed unless the task is actaully started or two way planning is being used. The problem that this solves arose if you did Synchronize Update Project twice. The first update properly set actuals for completed tasks, and shifted dates of unstarted downstream tasks. The second update reset the dates of these tasks back to the Notes dates. This caused Project 98 to create a contrainst on the task. The change implemented in this release prevents any change to the assignment dates unless the task is marked actual start or two way planning is asserted for that task during synchronization. This is a problem new to Project 98 that does not occur in Project 95, but the correction works properly in both systems.

When the new option GetServerList=0 is found in the [current] section of the MarinPMG.INI file, the system will not ask the Notes client for the list of connected servers, but will simply return "Local" as the only item in the server droplist. You can then manually enter any server name. With GetServerList=1 or not specified, then the normal behavior is enabled (enumerate servers). Use this option if the server list search process takes a long time when opening a Project Gateway dialog or fails to return the desired server.

If doing Synchronize Update Notes, and the Notes project was manually created, then if some tasks match, but no assignments match, then the update will continue. If no tasks match at all, then the update stops. This allow you to change all resource names in the project plan (thus obsoleting all existing assignments) and still complete the synchronization.

If doing Synchronize Update Notes, and the Notes project was manually created, then, if some of the previously existing assignments are no longer part of the plan, they will be marked obsolete, even though they were manually created.

If doing Synchronize Update Notes, and the new option StopIfRemovingActuals=1

is found in the [updatenotes] section of the MarinPMG.INI file, then if the synchronization will stop if it would make any assignment obsolete that already contains actual work in the Notes database. If used, this option prohibits project managers from removing tasks from their plans that have actual work reported. A dialog box will appear if this condition is detected and the synchronization will stop before any changes have been made to the database.

The PM System launch process will now work correctly for project files that have long file names or file names containing spaces.

INI option "PresetAttach=1" in [current] section of the MarinPMG.INI file forces the Attach Schedule checkbox to default checked in the AddProject dialog.

A change was made to the updater to correct a problem that appeared after merging into MS Project 98. The symptom was that the actual start date shown in Notes was not set properly in Project when the task started much later than planned. In addition, unexpected constraints would appear on other tasks. Internally the change was to force the assignment finish date to be later than the assignment start date whenever the task was actually started.

A change was made to prevent a problem which occurs only when loading MPX files updated by Project Gateway that had the "Updating Task Status updates Resource Status" and "Split in-process tasks" options set when saved by Microsoft Project 98. The symptom of the problem was that task assignments would show increased work hours and duration. This problem was caused by the fact that Project Gateway clears the "Updating Task Status..." option. The system now does not change the setting of this option. A new INI setting "AllowAutotrack" in the [msproject] section of the MarinPMG.INI file has been provided. if AllowAutotrack=1 or is not specified, then the "Updating Task Status..." option is not changed. If =0, then the option will be reset during the update (pre 5.02 behavior). If =2 then the option will be set during the update. We don't believe that this change has any effect upon Project 95 operation or upon the normal process of updating using the Toolbar macros.

When a participant increases the total work on an assignment in the Notes database, either by editing the assignment document or by changing the work remaining and actual work columns in a timesheet, the corresponding change is made to the Microsoft Project assignment during the Synchronize Update Project process. There are two possible ways in which this change in work hours can be used. In previous versions of Project Gateway (pre 5.02) the "units" would be held constant and the duration of the assignment (and by implication the task) would be increased. This sometimes led to considerable schedule changes, particularly when small units had been specified. Now there is a new option to change the level of resource applied to the task so that the new work hours can be accomplished within the original duration.

[msproject]

mpxAdjustRate=1

If this option is found, then the units of resource on the assignment will be increased rather than the duration up to a maximum of 99 units (9900%). If the option is not found or =0 then the units will be retained and the duration of the assignment increased to accommodate the additional work.

When an MS Project is created from Notes, calendars are no longer created. The default calendars for your workstation will be used.

A number of problems have been addressed to correctly update PMW 4.0 plans.

The 32 bit system now supports the "Make Project..." function for Project Workbench files. The files it creates are set to the Version 3.0 format for compatibility with Workbench 3 and 4.

The system now allows you to update a plan that has no existing resources.

[primavera]

(only if version=2)

SetBudgetForNewAssignments=1 the budget value for new assignments will be zero

SetBudgetForNewAssignments=0 or not specified, then set planned work as budget value

[primavera]

usePGPMTaskID=1

This forces the system to compare stored activity ID (found in the Notes field:pg_pmTaskID) when assigning Notes user created assignments to existing tasks during synchronization. This option supports the case when the activity ID is not used as a prefix on the task name, and there are multiple tasks of the same name, and additional assignments are created in Notes for those tasks.

[primavera]

ignoreAccountCodes=1

This option allows synchronization with SureTrak projects when account codes are not being used.

The names of 5 views (Assignments by Person \All by Date, Completed etc.) were changed to remove the two embedded spaces in the view names. This was done due to an apparent change in the way the R5 Domino Web server processes URL's containing multiple spaces. Since the view names were changed, the RepositoryCenter and Project Assignments navigators had to be changed to reference the new view names.

Note: These changes are required when the database is stored in ODS41 format.

The PGCosting Link Agent changed to accept timesheets which did not have a stored period end value.

The ProjectGo! Assignment Tracking Agent was changed to use $All rather than db.AllDocuments so that unreachable documents would not cause errors.

The Assignment Transfer Agent now displays a correct total into the Agent Log at the completion of its run.

The PGPostem Agent now generates better error messages.

The Missing Timesheets Agent changed to compensate for a change in how column values are returned in R5.

The PGMetrics1 Agent was changed because the Assignments by Person\All by Date view name was changed.

The Calendar Dependency Form was changed to support the new Meetings view layout found in the R5 mail template if running on an R5 Client. If running on an R4 client, the old Meetings layout is assumed. The problem was that in R5 there are 5 columns before the meeting name whereas in R4 there are 4 columns.

The Project Info Request and PublishProject forms were changed to add window titles.

The Field Map Form was changed to display the time and timezone of the first period start setting. The default knowledge gateway methods entry was removed because the link was out of date.

The Create A New Assignment form was changed to trim spaces from tasknames. The removes leading, trailing, and multiple embedded spaces in manually created tasks.

The 4 Reports\Performance views were changed to remove the interview column jump links. These were not correct in the previous release and were not really useful in any case.

As mentioned above, the five Assignments by Person views were renamed to remove the double spaces for Notes R5 compatibility. (Those spaces had originally been included to control the view list ordering). Since Assingments by Person\All by Date is the default database view, there were necessary corresponding changes to navigators and agents.

The Assignments by Person - Graphical view, which is displayed only to a web browser, was changed to make 1999 the default timescale by setting the view column title to use the pg1999.gif.

Web Timesheets now support the field map option to check total submitted hours against limits set for all timesheets.

Both Notes and Web timesheets now post automatically on submit when all the work reported is on overhead categories and third party approval is not required.

Corrections: Web Timesheets now properly handle the approver and creator specifications to control access. Web Timesheets now properly handle the the case when timesheets are fully populated. The title of the Select Participant dialog on the Notes Timesheet was changed to its intended wording.

Request Center: The Work Request Agent was changed to correct the spelling of a field name (wrqid) constructed in new project profile documents and to correct the datatype used when presetting default document tracking parameters in new project profiles.

Archive: The navigator which was missing in the 5.02 release was restored. All views and forms were updated to match the changes made in Repository Center.

You can now add or remove tasks from an previously created (unsubmitted) web timesheet by selecting the "Add Tasks" button on the Timesheet form. This will display a confirmation dialog. If confirmed, then the entire tasklist is displayed so you can change your selection and resume filling in your timesheet.

The Notes timesheet system has been extensively modified. The 16 row format (128 task capacity) is now standard. The new timesheet loads the task list automatically without requiring a "My Tasks" folder on the user's desktop. It eliminates the annoying left-right alignment problem. It now prints correctly in read mode. It remembers who the user is from week to week and presets the correct time period for each new timesheet.

The Notes Timesheet is now controlled by a series of buttons at the top of the form and by a series of Field map options which determine the default behavior for new timesheets.

The 4 scroll buttons move to the top and bottom of the lists and by pages.

The + and - buttons expand/collapse the task rows to display more identification about the tasks including the project name, hierarchy, wbs codes and task id.

The Add... button expands the timesheet to include tasks farther into the future.

The Help button provides a dialog that explains all the functions the user.

A new agent, Timesheet Auto-Initiate, will create timesheets automatically and send announcement emails to users.

This agent now always assumes the week most recently finished for its evaluation and it now ignores participants whose Timesheet Initiation option is set to "Not Allowed"

This agent sends remainders to people who do not have a timesheet created for the current week. It is designed to be run on Thursday.

The field map document now contains 14 new options related to Notes timesheets. Most of these are self explanatory and are documented on the form itself. If you upgrade an existing database, you must edit and save the field map to get the default values set in the database before creating any timesheets.

Autoload - Select this to have the timesheet tasks loaded automatically when the timesheet is created.

Manual - Select this for backward compatibility with PG 5.01 and before. If selected, the "Add My Tasks" button will appear on the timesheet form and the user must have a "My Tasks" folder prepared.

Advanced - This will enable both Autoload and Manual operation in each timesheet.

Select a comfortable number that will usually include all tasks a user might have scheduled for a single week. This can be extended by the user once the timesheet is open.

Select a reasonable window in days for upcoming tasks that the user might expect to start early. The actual number of tasks when the timesheet is created will be limited by the previous option. This can be extended by the user once the timesheet is open.

Normally "Yes". This will update the task list each time the timesheet is reopened during the week. Changes in project plans may cause tasks to be added or removed. (Tasks with actual work reported will never be removed)

If set "Yes" then the newly created timesheet will display all information about each task as if the +++ button had been pressed. Since this display takes more screen real estate, it might not be desired if 640 or 800 display resolutions are in common use.

If set "Yes" the hierarchy of the task will be condensed and displayed under the project name when the expanded details are shown.

Include WBS code in extended Task Information

Include TaskID code in extended Task Information

Normally set to 8.00. This is to prevent unintended entry of large numbers into a timesheet cell. Entries greater than the value specified will cause a confirmation dialog to appear.

Ignore - allow any hours on a timesheet

Warn - prompt user of outside of specified limits, but allow submission after confirmation.

Prevent - stop submission unless hours are within limits.

Minimum timesheet hours, Maximum timesheet hours. Limits used for this function.

Set equal to force timesheets to always have an exact total value.

When set "Yes" rows without any actual work will be removed from the timesheet so as to make the actual work reported more readable to others.

This text will appear in bold at the top of the Help dialog on the timesheet form.

Task List Limit - Number of tasks to include if that many are within the Current tasks time window.

Current Tasks Window - Number of days forward to look when filling timesheet. - How far ahead to do people work?

The participant profile form was changes to introduce a new option entitled "Timesheet Initiation". The default value of this option is "By User". Optional values are "Not Allowed", "By Agent", and "By Agent or by User".

If set to Not Allowed, then no one can create a timesheet for this participant and no "Missing Timesheets" checking will be done. If set to "By Agent" then the only the new "Timesheet Auto-Initiate" agent can create a timesheet. The user will not be able to create one manually.

If set to "By Agent or by User", then either the agent or the user may create a timesheet.

The Dashboard Agent were changed to adjust the earned value calculation.

The Effort Column in the Project Dashboard view was changed to correctly display the status when using manual targets.

Links to other suite databases will not longer give an error if the databases are not installed.

The "Till 2000" display will not appear after Jan 1, 2000.

A change was made to correctly set the organization member security ids into documents using the team. The previous release used the participant names. This changed the (pgTeamOrgNames) view, Team Profile Form, and Maintain Team Profiles agent.

Changed the pDocTag subform so that web users would not get an error when creating documents for projects which did not have any assignments.

Changed the pg_automail function to not send doclinks if the form is created by a web client.

This is a general change which applies to all URL's that are created by Project Gateway in email messages. This change has been implemented in all agents and forms. The change was made necessary by differences between Notes versions which made the existing method unworkable.

The basic part of the URL is now obtained from the Field Map document setting. This must include the file name of the database. Previously, only the server URL was required.

e.g. http://www.yoursite.com/pgdemo.nsf

If the database is located in a subdirectory of the server then that subdirectory should be included

e.g. http://www.yoursite.com/applications/..../pgdemo.nsf

Notes: If the subdirectory structure or database file name includes any spaces or punctuation, these must be converted to the proper URL format so messages can be directed at the server.

A change was made to correctly implement the "Exclude" option.

A changes was made to the default column widths to provide enough space to display all possible 4 digit dates. The template documents were also adjusted to incorporate this change.

An agent has been provided (Graphic Update) that will modify existing chart definitions to increase the date column widths. Alternately, the same can be achieved by editing the existing definition and resaving.

The new project form was changed to correct a validation formula.

These were changed to correct a punctuation problem in the read access droplist. pgxGeneralDocuments was also changed to make the pgx_originalauthor field an Authors type field.

This Metrics form was changed to display a message when the metrics database cannot be accessed (such as when opening forms in local replicas)

The RepSearch forms were changed to remove several unused validation formulas.

A new column "Hide" was added to shows if the project is hidden from dashboard view.

A change was made to display a helpful message if the user attempts to create a work request in a database that does not contain a Request Admin Profile document. This replaces the popular "index error" message.

Changes were made to allow correct lookup of participants in multilevel organizations during scheduling. Previous versions would incorrectly display underscore characters rather than backslashes.

Changes were made to allows correct selection of programs during scheduling.

Change made to correctly set implementation type when scheduling from a web client.

Note: The URL specified in the Request Admin Profile must now follow the new format as described above.

Changed to properly set the participant organization name into new assignments.

Changed to set the PMname field on new projects.

Changed to created new fields in the project profile and assignment documents to store the request number and user specified identifier. (pgwr_reqnum, pgwr_useridentifier)

Changed to allow request status to be changed to track repository changes even after the request has been marked as completed.

A change was made to correctly support fractional billing rates.

A change was made to correctly calculate costs in account records.

A error was corrected in the update project process which would set the actual cost for some assignments to zero. The actual cost is now set correctly.

Quite a number of internal changes were made to provide more reliable operation when using ABT Workbench Version 4, both in version 4 and version 3 compatibility mode. All ABT users should upgrade to the V5.01 tools.

General: All database designs were modified to change their titles and release dates.

In PG 5.01, there is a new version of the timesheet form that has twice as many rows (16 ) with every other line shaded. Customers using 486 and slower client systems should continue using the 8 line version of the form (which is set as the default). Customers with faster clients may want to try using the 16 line version.

Note that the capacity of the timesheet (120 rows) is not changed, only the size of the scrolling window is changed from 8 to 16 lines.

Step 1: In design mode, open the "A Timesheet form." In the "Form Properties" dialog box change the form name from "A Timesheet|Timesheet" to "Timesheet-8". Remove the check box options that say "Include in Menu." Close and save the form. This changes the name and removes the alias name from the form and removes it from the Create menu.

Step 2: In design mode, open the "TimeSheet - 16" form. In the "Form Properties" dialog box change the form name to "A TimeSheet | TimeSheet". On the same tab, check the option "Include In Menu." Close and save the form. Note that the public form name is "A Timesheet" but the alias name is "Timesheet". The alias name is used in all other views and agents and must be specified for the system to work correctly. The two names are separated by a vertical bar | character in the form name.

Step 3: Testing. Goto the timesheet Navigator and press the "Create a new timesheet" button. This should open a timesheet document. If it does not, then check the form name to make sure that it is set as specified in step 2.

During evaluations and initial system deployment, some customers want to be able to load in older timesheets than our normal timesheet security will support. Or they want to correct a past problem. Note: When correcting problems, you should first look into the use of the "Unlock Posted Timesheet" form (as documented in the system admin manual) to see if that is more appropriate for your situation before using TimesheetSpecialCreate.

The TimesheetSpecialCreate form is set up to only be visible to people with the roles [PGMASTER] or [PGADMIN].

1. The InterProject Dependency Form was changed so that the "New Dependency" button would work correctly from web browsers. No change required for Notes clients.

2. The RepSearch Form, which is used to implement the Repository Locator function for web clients was modified to resolve a problem which occured when a program name filter was used. The 5.00 version did not correctly apply the program name as a filter condition, so that unwanted documents were returned by the search.

3. The Field Map form was modified to correctly set the default for web url generation when email is sent by agents. The previous version did not allow you to easily disable this feature.

4. Assignment Form. A minor change was made to prevent the workhistory field from being set when an assignment is manully edited if the result of the edit was a decrease in the actual hours on that assignment and no workhistory was previously stored.

5. Applies to "A Timesheet." The Timesheet document in V5.00, like v4, was using hardcode values for the HTTP servername as well as the "send doclinks" switch. In V5.01, this is changed to read the values from the FieldMap document.

6. Applies to "A Timesheet." There was a bug that if you created/saved a timesheet, re-edited it and added tasks via the AddMyTasks button and saved it, and then re-edited and added tasks, the workremaining would be misadjusted. This is corrected.

7. Applies to "A Timesheet." In PG 4, there was a button on the timesheet to Post approved timesheets. In PG5, in order to make Notes timesheets behave like web timesheets, the

background agent, PGPostem, was changed to update both approved Timesheet and TimesheetWeb documents. For compatibility with PG4, the posting code was not removed, rather the button was set to always be hidden. If you chose to restore this PG4 functionality by deselecting the "hide when editing" choice on the hide-when pane, there was a bug which would case a large number of blank lines to be placed in the workhistory field of the assignment document being updated. This problem has been corrected so that the Post button works correctly if you choose to enable it.

8. The TimesheetWeb form was slightly modified to change the field type on the pgx_originalauthors field from names to authors and to remove some unused code.

9. Both the 8 and 16 line timesheet forms now used alternating highlights on rows to increase readability.

1. All 4 of the Issues Views located on the Project Documents navigator were modified to show twisties on the response to the issues. This solves a problem wherein the response tree would not be displayed correctly.

2. The Discussions by Topic view was changed in the same way.

3. The Reports/Status Reports view was changes to make the first column sort case-insensitive.

4. The Participant\Workload Forecast and Project\Workload Forecast views were revised to show the months from Sept 98 thru Mar 99 and Quarters Q2 99, Q3 99, and Q4 99. This is a normal change that should be put into all existing production databases replacing the previous versions of these views. A new set will be provided early in 1999.

5. The Project\Dashboard View was changed to make it easier to modify the threshold parameters for the four colored status indicators. Each view column now contains parameters and brief instructions. In addition, the effort column formula was modified to display the "bomb" symbol when projected efffort exceeds the selected target by more than 50%. Also, the time column was modified so that the bomb symbol would be displayed in two different situations. One, if the project was more than 4 weeks late, and two, if the project's forecasted end date is in the past, but not all assignments are done and the project is not marked done.

6. The Timesheet\Overhead allocation view was modified to correctly display the period end.

7. Project Profile View. Corrected an error in the view selection formula so that all projects are displayed, including those marked as "Don't show on Dashboard."

8. All the Timesheet views were changed to show 2 decimal places of work hours.

1. Changed the pgDvr subform to correct an Notes Invalid Document error that would occur when a checklist, keyevent, or project list change was made from a web browser.

1. Revised the Admin\UpdateDashboards and MaintainDashboard scheduled agent so that they would correctly count issues and would ignore obsolete assignments. The V5 versions would stop counting issues when an issue response was encounterd. The V5 version would add the actual work and work remaining of obsolete assignments to the dashboard totals. This could be misleading.

2. Revised the Missing Timesheets agent to correct a bug which caused the displayed dates to be off by one week.

3. Revised the MRGQuerySave agent (used by Web Timesheets) to use the Field Map settings when creating URLs in emails sent to Timesheet approvers.

4. Revised the PGPostem agent (which posts timesheets) so that a change in workremaining on an assignment would be posted, even if no actual hours are applied.

5. Revised the RetrieveProjectFile agent (used only in conjuction with the PGServerAPI/ProjectWebPublisher option) to remove some unused code. No functional change.

6. Revised the ProjectGo\Interproject & Calendar Dependencies agent for a minor coding change relating to error handing optimization.

The same form and view changes were made as were applied to the repository center design.

1. The Archive Agent was modified to correctly set the deletion date when marking documents for deletion in the repository after sucessful archiving. The previous version did not properly set this date with the result that the repository Document Purge Agent never physically eliminates them from the database. If you were using the "Physically delete source documents immediately" option on the repository archive profile, the system worked correctly. If you were using the "Mark source documents for removal by project repository purge agent" option the documents would be correctly archived, and would be marked for removal, but the purge agent would never actually remove them. After correcting the agent, you should go into your repository database, Reports, All Documents in Database view, "Documents marked for Deletion" section. If you find a large number of documents here, then you should manually delete them. Future archiving cycles will mark the documents in the proper way so that the purge agent can remove them after 10 days.

1. Changed the forms "wrProjectDetails" and "wrProjectDetailsWeb" to correct a problem which shows up when a program is selected as a new project is created. The program name is created with _ characters rather than backslashes and so the new project is not properly classified in the repository. A second change was made to both of these forms to change the help prompt on the Program field.

2. Changes the Work Request form (actually the wrFooter subform used therein) to correct a problem when caused the task end date of a new task that was manually specified in the Task Details form to be reset to defualt values.

1. Changed all of the Work Request views so that the "awaiting action by" column is blank for cancelled requests.

1. Changed the Web Routing Agent to get the serverurl from the Request Admin Profile document for use in constructing Web URLs to be included in emails generated by Route actions of web users.

1. Revised the Process Costs agent to correct an error message.

2. Revised the Admin Profile form to allow the server URL setting to be blank so that URL's will not be included in messages sent by the dashboard agent.

No functional changes were made to this database in v5.01

-- end --