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How to archive project plans in Project Server 2003 and in Project Server 2002

Article ID: 920327 - View products that this article applies to.

INTRODUCTION

This article discusses a method that can be used to archive project plans in Microsoft Office Project Server 2003 and in Microsoft Project Server 2002. This method will remove the project plans from the Project Center views and from the Resource Center views.

Note The archived project plans will continue to be reported in the online analytical processing (OLAP) cube.

MORE INFORMATION

To archive project plans, follow these steps:

Create a new Project Server account that is named Archive. To do this, follow these steps:
1. Log on to Project Web Access as an administrator.
2. Click Admin, click Manage users and groups, and then click Add User.
3. Click the Project Server authentication, using a logon name and password option, and then type Archive in the User Account box. Complete all the required fields, and then click Save Changes.
Create a new security category that is named Archive category. To do this, follow these steps:
1. In Project Web Access, click Admin, click Manage security, and then click Add Category.
2. In the Name box, type Archive category.
3. In the Available users and groups box, click Archive, and then click Add.
4. In the Set Permissions with Template list, click Project Manager, and then click Set Permissions with Template.
5. In the Projects: Select the projects that users in this category can view section, click the Only the projects indicated below option, and then list the plans that you want to archive.
  
  Note If you want to see these project plans in Project Center, add views to this category.
6. Click Save Changes.
Assign all the old plans to this project manager. To do this, follow these steps:
1. Open the plan by using the Archive account in Microsoft Office Project Professional 2003.
2. Click Resources.
3. In the Resources pane, click Add columns of custom information.
4. In the Add columns pane, click Book Type, and then click Insert this Field.
5. For all the resources, click Proposed in the Booking Type column. This will remove the tasks from the user Timesheet views.
Republish the plan in Project Professional 2003. To do this, follow these steps:
1. Click Collaborate, point to Publish, and then click Republish Assignments.
2. Clear all options except the Become the manager for these assignments option.
3. Click OK, and then close the plan.

By following these steps, you will set up the category so that only the Archive account can view the plan. This method will remove the project plans from the Project Center views and from the Resource Center views. These plans will continue to be reported in the OLAP cube.