One of the common requirements of many organizations is take a snapshot of the project data during the lifecycle of a project, at a certain approval point. This data can then be used for many purposes as to develop reports like Current Vs. Actual, Trend Analysis, Lessons learned analysis and so on.
In this post to I will show how to use Nintex to capture this snapshot as part of the workflow.
Note: The screenshots are from Project Server 2010, but they work the same for Project Server 2013 as well. I have provided a download of the 2013 workflow at the end of this email!
I have a fairly simple project workflow for my project.
My requirements is that when I move from Stage 2.Plan to 3.Execute, I would like to capture a snapshot of the key project data.
Step 1: Create the SharePoint List to hold the data
One of the first steps is to create a place to hold the snapshot data. You could also use a SQL Database for this (Execute SQL action, anyone?). I choose to use a SharePoint List since it is easy to maintain (and may be set up some rules, indicators and so on).
So I choose to create a Custom SharePoint List and add the columns that I need to hold the parameters from the project snapshot.
Step 2: Create the Nintex Demand Management Workflow
This is how my project server workflow would look like, without any “Snapshot” activities.
Step 2.1 Create Workflow Variables
The first thing to do is to create “Workflow variables” to store the data you need. In my case, I create variables as below.
Step 2.2 Read Project Properties
Next, Read all the project properties, that you need. You will want to read them after Stage 2.Plan, because until that time the data is presumed not approved.
- Configuration for each of these “Read” operations will look like below:
Step 2.3 Create Item
Now using the data from from above, create an item in the SharePoint List you created above, as part of moving a project from Stage 2.Plan –> Stage 3.Execute
The configuration for the “Create Item”, will look like this:
That’s it. Now complete the workflow with the next stages.
Step 3: Publish and use your workflow
Now, go ahead and publish your workflow, then associate it with the Enterprise Project Type of your choice. Now every time you move a project from Stage 2.Plan to Stage 3.Execute, a snapshot is captured in the list you created. An example is shown below.
Now you can use this data to report on your metrics, raise alerts etc.,
You can download the 2013 version of this workflow from here: Download