Adding and Editing Project Teams

Objective

After completing this lesson, you will be able to Create and manage Project Team Groups and members.

Project Groups and Team Members

Project Owners are encouraged to establish a project Team for assistance with project tasks and responsibilities. The team is made up of various project groups comprising individual users, global system groups, or both to collaborate on different aspects of the project.

The project groups are created from the full project template that was chosen when the project was drafted, and project group members can have different levels of access to the sourcing event, such as:

  • Ownership (full read/write capabilities)

  • Visibility

  • Editing capabilities

To collaborate with project groups, assign them as a task Owner or assign the team roles.

Task Assignment and Collaboration

Project groups can be added as the Owner of a task to assume responsibility for different activities within the full project workflow. Task owners can start tasks, mark them complete, and edit certain task attributes, in addition to being able to edit associated documents linked to the task.

Tasks table is open with Owner column highlighted.

Instead of owning a task, project groups can be assigned as reviewers of documents to make revisions and comments or added as approvers of documents to authorize or deny documents.

Permissions within a Project

Depending on what Roles have been assigned to a Project Group, certain abilities are granted within the project over and above those already granted to them through their specific system group membership. Membership in a project group allows users to perform certain tasks at a project level, not a global level. Roles specify the project-specific permissions, what they can access within the project, and which actions can be performed.

Some of the roles typically used in project groups for sourcing events are:

  • Project Owner roles can be assigned to new groups, but note that it will appear on user license reports.
  • Active Team Member: a project group member with only this role can view event contents but can't edit event contents or event attributes.
  • Observer Team Member : a project group member with only this role can view tasks, groups, and messages and create announcements but cannot create groups or tasks.
  • Classified Access
  • Access Participant Messages
  • Team Member with Limited Access can be used for supplier users in project teams.
  • Sourcing Content Editor
  • Sourcing Supplier List Editor
  • Surrogate Bidder: a project group member with this role can submit bids on behalf of participants for this event.

Project Visibility and Notifications

Automated notifications and e-mails from the project will alert project groups of certain announcements or task-related notifications to stay in-the-know.

Manage Team Members and Create Project Groups

Editing Teams and Creating Project Groups

Use the Team icon in the upper left corner of the page to add project team groups or team members to existing project groups. Standard templates will include key project groups:

Team icon is highlighted. Team is expanded with project groups displayed.

Project Owners

Every event has a Project Owner group, which is the most powerful in a project and always has unique capabilities and access rights independent of any assigned roles. Members of this group can create new documents, tasks, messages, groups and edit project items that have not been locked from the template.

The Project Owner group always contains the user in the Owner field in the Project summary panel. SAP Ariba initially sets this field to the user who creates a project, so the Project Owner group initially contains the user who created the project. This group performs most actions because they are commonly listed as the owner for most tasks.

Multiple users can be assigned to the Project Owner group to share proprietorship of a sourcing project, but the group must not be empty and cannot be removed.

Note

Membership to the Project Owner group will consume a user license entitlement.

Managing Team Members within Full Projects

Project owners can make the following changes, depending on group settings in the template:

  • Add team members to groups.
  • Create new project groups.
  • Message group members.
  • Edit existing groups that have a pencil icon.
Team menu displaying administrative options. Group names, roles, and members are displayed. Edit team and Create Message icons highlighted.

Project Groups not editable to the Project Owner are inherited from the project template and cannot be removed.

Creating a New Group

Usually, project owners add users to an existing project group. If needed, the project owners can create a new group by giving it a name, selecting roles for the group that determines the capabilities of the members of the group, and then specifying the members.

Create new groups screen. Roles and Members fields are highlighted.

The video demonstrates how to manage project teams and create new project groups within Guided Sourcing full projects. Select the play button to watch.

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