How to create a report from sub-task information in muliple projec

[Anna]

I am currently tracking individual projects seperately. I was asked to create
a report off one of the sub-tasks in each project. For example: I have a
sub-task named survey and what we are tracking are permit drawings and
preliminary alignment sheets. What I was asked to do is to pull a summary of
all projects on the critical path for Survey (projects that are behind in
Permit drawing completion and preliminary alignment completion.) Please let
me know if anyone knows what is the easiest way to do this?

FYI - There are too many projects to put into one Master Project.

 

[Hisham]

If I got your question correctly, you have a sub task that has the same name
accross many project, to report on such task you need to put all plans on one
master project -which you don't like- then you can filter on the task name
and critical tasks if needed, otherwise, if you have an integrated project
server then I would recommend building a custom report using report services
with one simple query!

Hope this helps!
Hisham
http://epmforum.wordpress.com

 

[Anna]

sGood morning, Hisham.

I don't mind inserting projects into a Master Project. The problem is there
are over 100 projects. Some of the project schedules have different calendar
setting and that usually throws off the information in the master schedule.
That's a pain and when I try to correct it, I make things worse. I don't know
how filtering really works and I saw something about flagging. Is it possible
to link tasks, then flag them with individual projects and maybe generate a
report that way?

 

[Hisham]

Hi Anna:

Well it looks we have different issues here
1- With regard to the Master Project you can insert your subprojects into
one master project file and it should not be a problem to have different
calendars among the projects, we can address this issue later seperately if
you need.

2- As for the filters, you can use the auto filters (Project menu -> Filter
For -> Auto Filter) or you can build a custom filder (Project menu -> Filter
For -> More Filters) which allows multiple columns with filter conditions in
one custom filter, after creating the custom filter you can apply it and you
will get the gantt view under the applied filter conditions ...

3- I can't understand why would you need the flag columns, a flag column
gives two values (Yes or No) so what will be the use to view required tasks.

4- You have mentioned critical projects while the projects are not linked
together. Do you mean critical tasks or tasks on the critical path?

5- What do you mean by "permit drawings" and "preliminary alignment" are
these also tasks defined in all the projects? what is the relation between
these and the "Survey" task?

6- What is version of the MS Project you are using? Are you also using MS
project server?

Regards,
Hisham.

 

[Anna]

Hi Hisham:

I'm sorry about the late reply. I am working in MS Project 2007 and not
using project server.

The schedules is set up by having "Survey" listed as a task and Permit
Drawings and Preliminary Alignment Sheets are listed as a subtask. Meaning,
that Permit Drawings and Preliminary Alignment Sheets must complete in order
for Survey to be complete. Then we have a task called "Permits" that is
totally dependent upon Survey being comeplete. Hopefully thats the answer you
was looking for. Crazy!

I am new to flagging and filtering in project. I promise you that it will
need to be explained to me as to why I need it and what it will accomplish.

 

[Hisham]

Anna:

The situation is clearer now but its not too crazy! well to filter on the
task named "Survey" among the different projects I recommend the following
steps:

1- Insert the needed projects under each other in one master file, you can
keep the inserted projects as read/write or you can change to read only, your
choice.

2- Once the required projects are inserted in the master file, you can
simply activate the auto filter (go to Project menu -> Filtered For: ->
AutoFilter) after selecting this you will see small arrows on the column
headers of gantt view within the master file.

3- Expand your gant view to the fullest detail: select the "task name"
column from the header as this will mark the whole column as selected
(shaded), then expand the task details by showing all subtaks and to do so:
you have a button on the toolbar with a small arrow labeled as "Show" select
the small arrow and then select "All Subtasks".

4- Your view is now fully expanded showing all subtasks, now you select from
the "Task Name" column header the Filter Arrow which will give you a list of
all task values, select the name "Survey" and you are done.

Hope this helps! let me know if you need further assistance.

Hisham.