Portfolio Analyser views showing actual work

[Jeff Tunney]

Hello,

I would like to be able to show unapproved work in the Portfolio Analyser
views. I have found that Actual Work shows only work that is approved by the
project manager and has been updated in the project plan.

Does anyone have any ideas how I could do this ?

Thanks

Jeff Tunney

 

[Dale Howard]

Jeff --

To solve the problem is accounting for unsubmitted Actual Work in PWA, I
have created a special PWA Assignment view called "_Actuals Not Yet
Submitted" to report this information. This special View is defined as
follows in PWA:

View Type -- Assignment
Name -- _Actuals Not Yet Submitted
Fields -- Task Name, Status, Submitted On, Start, Finish
Gantt Chart Format -- Personal Gantt (Tasks)
Grouping Format -- Timesheet or Views (I actually created my own custom
grouping format for this View)
Categories -- My Organization, My Projects

This View can be applied by an executive or project manager by doing the
following:

1. Log into PWA
2. Click the Resources menu
3. Click the "View resource assignments" link in the sidepane
4. Click the "Timesheet format" link at the top of the sidepane
5. Click the new View from the "Choose a view" drop-down list in the upper
right corner
6. Click the View, Group, Search tab
7. Set the Group By field to "Status"
8. Set the first Then By field to "Resource"
9. Set the second Then By field to "Project"
10. Click the Filter, Group, Search tab again
11. Roll up the "No change since last update" occurrences (click the minus
sign in front of the words)

All updates that have been saved and not yet submitted to the project
manager will be shown in the second grouping, which is the "Changes not yet
submitted" group. The Actual Work hours that have not yet been submitted
are visible in the timesheet portion of this view. Hope this helps.

 

[Jeff Tunney]

Hi Dale,

Thank you for your very helpful response. However I have had some difficulty
in reproducing this....

I need to select resources appropriate to the resource manager. I thought I
might be able to do this by adding the RBS but I found I could not add the
RBS and nor could I add a text field to flag who the manager is and get it
into PWA. Appreciate some help here.

Is it possible to open up project with timescales defaulting to yr in middle
tier and months in lower tier. Can we set the same defaults for gantt views
in PWA ?

I also need to be able to export the information for the finance dept. Is it
possible to get this info into the OLAP cube so Finance can export from
Portfolio Analyser ?

I'd really appreciate your help ....

Thanks

Jeff

 

[Dale Howard]

Jeff --

To show which resources specifically report to each Resource Manager, there
are at least three things you need to do:

1. In the Enterprise Global, populate the RBS field with the org chart
information for your company
2. In the Enterprise Resource Pool, set each resource (including their
Resource Managers) at the proper place in the RBS field to show who reports
to whom
3. In the Resources section of the My Resources category in PWA, you will
probably want to select the "Only the resources specified below" option,
along with selecting the three check boxes below the list of resources

This is how you show the Project Server database who reports to whom, and
the result will control the names displayed in the Resources page of PWA. I
cannot go into much depth in my answer as a lot depends on how your company
is organized.

To set the timescale to Years Over Months as the level of zoom, do the
following in each project and each enterprise template:

1. Apply the Gantt Chart view, then double-click the Timescale Bar
2. In the Timescale dialog box, click the Middle Tier tab
3. Select "Years" as the Units value, and set the Count value to "1"
4. Click the Bottom Tier tab
5. Select "Months" as the Units value and set the Count value to "1"
6. Click OK
7. Save the project

When you publish your projects, project information is populated
automatically in the OLAP cube the next time the cube is rebuilt. Have you
made certain that your OLAP Cube is being built for you on a regular basis?
Once the information is in the OLAP Cube, you will need to create one or
more Portfolio Analyzer views to show the type of data that your finance
people want to see. Your finance people will also need to have User
accounts created for them in PWA in order for them to see these views. From
there, they can save the Pivot Table information from the Portfolio Analyzer
to Excel. Hope these answers help.

 

[Jeff Tunney]

Hi Dale,

OK The RBS is indeed populated with a hierarchial structure based on
functions and departments and roles.
And each resource is indeed set at the appropriate place in the RBS.
And what you have suggested is fine for the individual resource managers
viewing the information in PWA.

However for other resource managers with higher level access they need to be
able to see the breakdown by individual resource managers name, not just by
dept. To this end we thought we could use an Enterprise Resource Text field
in the Resource pool to define for each resource who their direct Resource
Manager would be. But we don't seem to be able to get visibility of this in
the "Actuals not yet submitted" view.

And we would like to get a breakdown report for Finance that shows this
Actuals not yet submitted report as\per your original mail, but also broken
down by Resource Manager name. I have been unable to achieve this either
in Resource Assignments or in a analyser view.

Please help. I feel sure it can be done - I'm just struggling on the how !!

Thanks you for your excellent help so far.

Regards

Jeff