Project 2007 - Task Notes & Resource Notes

[Shawna]

I'm wondering if there are any documented best practices for using Project
2007 Task and Resource Notes. I'm also curious if PMs are using these fields
for standard things like adding more detail around vacation times or if
they're just not used at all (due to time constraints).

Please note that this is for a Project class so I don't need to know how to
use the fields, I'm merely attempting to put together some feedback on how
the fields are being used by PMs in the field.

 

[Andrew Lavinsky]

Here's a couple of general guidelines:

1) Always use bullet points to separate out the lines.
2) Always document any hard date constraints in the Notes field
3) Document any wacky calendar exceptions in the Resource Notes field (less
important in 2007, I suppose)
4) If you have multiple users, make sure to begin the note with their initials
5) List assumptions relevant to the estimation process (depending on the
project)

I am sure there are others as well....

-A

 

[Ammar Al-Saket]

Hi Shawna,

By presenting this question I think you give a new flavor to the discussion,
which is good in my opinion, moreover, I feel that you are asking more about
practical examples rather than generic concepts, here are some:

I work for an engineering consulting firm where we use a lot of
sub-consultants; each one of them is unique in terms of working hours,
availability, contractual issues affecting tasks, so having info on Resource
Notes helps project manager

In some projects we work with - as Andrew calls it - "wacky calendar" where
you find some tasks are executed by resource in South Africa=calendar is
Monday to Friday, other tasks in the same project are executed by resource in
Egypt=calendar is Sun to Thur, and other tasks are executed by resource in
Lebanon=calendar is Mon to Sat. So, for such a project Task and Resource
Notes give instant information for the Project Manager and he/she doesn't
need every time to consult database.

Ammar Al-Saket

 

[John]

Here's a couple of general guidelines:

1) Always use bullet points to separate out the lines.
2) Always document any hard date constraints in the Notes field
3) Document any wacky calendar exceptions in the Resource Notes field (less
important in 2007, I suppose)
4) If you have multiple users, make sure to begin the note with their initials
5) List assumptions relevant to the estimation process (depending on the
project)

I am sure there are others as well....

-A

Andrew,
Just a comment about your first guideline. Bullets and other specialized
formatting in the Notes field are not recognizable as string characters
should the user wish to export the Notes text to another application.
They do not copy with a copy/paste nor are they captured as part of the
text string when using VBA.

Over a period of years I have received multiple requests for a macro
that exports Project Notes to Excel. When I provide that macro I inform
users about this limitation.

John
Project MVP

 

[Andrew Lavinsky]

Thanks for the pointer. Appreciated.

-A

Andrew,
Just a comment about your first guideline. Bullets and other
specialized
formatting in the Notes field are not recognizable as string
characters
should the user wish to export the Notes text to another application.
They do not copy with a copy/paste nor are they captured as part of
the
text string when using VBA.
Over a period of years I have received multiple requests for a macro
that exports Project Notes to Excel. When I provide that macro I
inform users about this limitation.

John
Project MVP

 

[Shawna]

Hi Ammar - Wonderful...this is exactly what I'm looking for...thank you so
much for your response!

-Shawna

 

[Shawna]

Hi Andrew/John - Thanks so much for responding...these combined with Ammar's
response are exactly what we needed!

-Shawna

 

[John]

Hi Andrew/John - Thanks so much for responding...these combined with Ammar's
response are exactly what we needed!

-Shawna

Shawna,
You're welcome and thanks for the feedback.

John