Resource Utilization reporting

[Dots]

Hi,
I want to be able to generate a report (data and graphics) that shows total
resource utilization across all projects for x time frame. I've been trying
to do this with portfolio analyzer but I am not quite getting what I want.
Is this something that has to be queried from the SQL end? Anyone have the
query?
Here is what I want - A graph of all utilized resources only showing names,
% utilized by week, over a given period. Then being able to scale down to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[Dale Howard [MVP]]

Dots --

Your first problem is that there is no default Weeks time dimension in the
Portfolio Analyzer. To use the Weeks time dimension, you would either need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the Number
field to display percentage number formatting, and then close the dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick list
button on the Weeks dimension and then select the Weeks he/she wishes to
see. Hope this helps.

 

[Dots]

Thanks Dale. As always - very helpful!
D

Dots --

Your first problem is that there is no default Weeks time dimension in the
Portfolio Analyzer. To use the Weeks time dimension, you would either need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the Number
field to display percentage number formatting, and then close the dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick list
button on the Weeks dimension and then select the Weeks he/she wishes to
see. Hope this helps.

Hi,
I want to be able to generate a report (data and graphics) that shows
total
resource utilization across all projects for x time frame. I've been
trying
to do this with portfolio analyzer but I am not quite getting what I want.
Is this something that has to be queried from the SQL end? Anyone have
the
query?
Here is what I want - A graph of all utilized resources only showing
names,
% utilized by week, over a given period. Then being able to scale down to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[Dale Howard [MVP]]

Dots --

You are more than welcome, my friend!

Thanks Dale. As always - very helpful!
D

Dots --

Your first problem is that there is no default Weeks time dimension in
the
Portfolio Analyzer. To use the Weeks time dimension, you would either
need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer
view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the Number
field to display percentage number formatting, and then close the dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick list
button on the Weeks dimension and then select the Weeks he/she wishes to
see. Hope this helps.

Hi,
I want to be able to generate a report (data and graphics) that shows
total
resource utilization across all projects for x time frame. I've been
trying
to do this with portfolio analyzer but I am not quite getting what I
want.
Is this something that has to be queried from the SQL end? Anyone have
the
query?
Here is what I want - A graph of all utilized resources only showing
names,
% utilized by week, over a given period. Then being able to scale down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[NYC PMO]

Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource availability will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g., 50hrs/week or
200hrs/mo). If so, what would the syntax of the calc look like using
Portfolio Analyzer. Thanks in advance.

Dots --

You are more than welcome, my friend!

Thanks Dale. As always - very helpful!
D

Dots --

Your first problem is that there is no default Weeks time dimension in
the
Portfolio Analyzer. To use the Weeks time dimension, you would either
need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer
view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the Number
field to display percentage number formatting, and then close the dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick list
button on the Weeks dimension and then select the Weeks he/she wishes to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics) that shows
total
resource utilization across all projects for x time frame. I've been
trying
to do this with portfolio analyzer but I am not quite getting what I
want.
Is this something that has to be queried from the SQL end? Anyone have
the
query?
Here is what I want - A graph of all utilized resources only showing
names,
% utilized by week, over a given period. Then being able to scale down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[NYC PMO]

Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource availability will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g., 50hrs/week or
200hrs/mo). If so, what would the syntax of the calc look like using
Portfolio Analyzer. Thanks in advance.

Dots --

You are more than welcome, my friend!

Thanks Dale. As always - very helpful!
D

Dots --

Your first problem is that there is no default Weeks time dimension in
the
Portfolio Analyzer. To use the Weeks time dimension, you would either
need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer
view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the Number
field to display percentage number formatting, and then close the dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick list
button on the Weeks dimension and then select the Weeks he/she wishes to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics) that shows
total
resource utilization across all projects for x time frame. I've been
trying
to do this with portfolio analyzer but I am not quite getting what I
want.
Is this something that has to be queried from the SQL end? Anyone have
the
query?
Here is what I want - A graph of all utilized resources only showing
names,
% utilized by week, over a given period. Then being able to scale down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[Dale Howard [MVP]]

NYC --

Why would that skew utilization?

Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource availability
will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g., 50hrs/week
or
200hrs/mo). If so, what would the syntax of the calc look like using
Portfolio Analyzer. Thanks in advance.

Dots --

You are more than welcome, my friend!

Thanks Dale. As always - very helpful!
D

:

Dots --

Your first problem is that there is no default Weeks time dimension in
the
Portfolio Analyzer. To use the Weeks time dimension, you would either
need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer
view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands
and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the
Number
field to display percentage number formatting, and then close the
dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick
list
button on the Weeks dimension and then select the Weeks he/she wishes
to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics) that
shows
total
resource utilization across all projects for x time frame. I've
been
trying
to do this with portfolio analyzer but I am not quite getting what I
want.
Is this something that has to be queried from the SQL end? Anyone
have
the
query?
Here is what I want - A graph of all utilized resources only showing
names,
% utilized by week, over a given period. Then being able to scale
down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[NYC PMO]

Dale:

Sorry for the delayed response. Since we have a new user community that are
not setting resource units correctly across all projects wouldn't that skew
utilization?

NYC --

Why would that skew utilization?

Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource availability
will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g., 50hrs/week
or
200hrs/mo). If so, what would the syntax of the calc look like using
Portfolio Analyzer. Thanks in advance.

Dots --

You are more than welcome, my friend!




Thanks Dale. As always - very helpful!
D

:

Dots --

Your first problem is that there is no default Weeks time dimension in
the
Portfolio Analyzer. To use the Weeks time dimension, you would either
need
to extend the OLAP cube yourself through customization, or purchase a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio Analyzer
view
to display the data you wish to see. Here's how to set up the View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands
and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the
Number
field to display percentage number formatting, and then close the
dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the pick
list
button on the Weeks dimension and then select the Weeks he/she wishes
to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics) that
shows
total
resource utilization across all projects for x time frame. I've
been
trying
to do this with portfolio analyzer but I am not quite getting what I
want.
Is this something that has to be queried from the SQL end? Anyone
have
the
query?
Here is what I want - A graph of all utilized resources only showing
names,
% utilized by week, over a given period. Then being able to scale
down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[Dale Howard [MVP]]

NYC PMO --

If your users are not correctly assigning resources to tasks, then your
entire resource utilization information is invalid. For example, if I want
to assign a resource to a 5-day task and perform 4 hours of Work during the
5 days, I need to set the Duration at 5 days and set the resource's Units at
10% on that task. If I assign the resource at 100% Units, which is how many
new users perform this action, then I have invalidated the assignment data
for that task, and I have invalidated the Remaining Work for the resource
during that 5-day time period. Is this your problem? If so, you need to
address the problem at the source (the PM's) and not through some kind of
trick with the Portfolio Analyzer. Hope this helps.

Dale:

Sorry for the delayed response. Since we have a new user community that
are
not setting resource units correctly across all projects wouldn't that
skew
utilization?

NYC --

Why would that skew utilization?

Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource availability
will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g.,
50hrs/week
or
200hrs/mo). If so, what would the syntax of the calc look like using
Portfolio Analyzer. Thanks in advance.

:

Dots --

You are more than welcome, my friend!




Thanks Dale. As always - very helpful!
D

:

Dots --

Your first problem is that there is no default Weeks time dimension
in
the
Portfolio Analyzer. To use the Weeks time dimension, you would
either
need
to extend the OLAP cube yourself through customization, or purchase
a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio
Analyzer
view
to display the data you wish to see. Here's how to set up the
View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following
formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands
and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the
Number
field to display percentage number formatting, and then close the
dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the
pick
list
button on the Weeks dimension and then select the Weeks he/she
wishes
to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics) that
shows
total
resource utilization across all projects for x time frame. I've
been
trying
to do this with portfolio analyzer but I am not quite getting
what I
want.
Is this something that has to be queried from the SQL end?
Anyone
have
the
query?
Here is what I want - A graph of all utilized resources only
showing
names,
% utilized by week, over a given period. Then being able to
scale
down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[NYC PMO]

Dale:

Yes this is exactly our problem. And given the fact that the PMs here (a
non-tech company) do not know what units they need to apply to the resources
for each assignment, across different projects (e.g., Non-billable internal
projects vs. billable projects), this is going to be interesting. Any best
practices or resources you can direct me towards to help get the concept
accross would be helpful. Thank you.

NYC PMO --

If your users are not correctly assigning resources to tasks, then your
entire resource utilization information is invalid. For example, if I want
to assign a resource to a 5-day task and perform 4 hours of Work during the
5 days, I need to set the Duration at 5 days and set the resource's Units at
10% on that task. If I assign the resource at 100% Units, which is how many
new users perform this action, then I have invalidated the assignment data
for that task, and I have invalidated the Remaining Work for the resource
during that 5-day time period. Is this your problem? If so, you need to
address the problem at the source (the PM's) and not through some kind of
trick with the Portfolio Analyzer. Hope this helps.

Dale:

Sorry for the delayed response. Since we have a new user community that
are
not setting resource units correctly across all projects wouldn't that
skew
utilization?

NYC --

Why would that skew utilization?




Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource availability
will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g.,
50hrs/week
or
200hrs/mo). If so, what would the syntax of the calc look like using
Portfolio Analyzer. Thanks in advance.

:

Dots --

You are more than welcome, my friend!




Thanks Dale. As always - very helpful!
D

:

Dots --

Your first problem is that there is no default Weeks time dimension
in
the
Portfolio Analyzer. To use the Weeks time dimension, you would
either
need
to extend the OLAP cube yourself through customization, or purchase
a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio
Analyzer
view
to display the data you wish to see. Here's how to set up the
View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar and
create a
custom calculation called Percent Util. using the following
formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select Commands
and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in the
Number
field to display percentage number formatting, and then close the
dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the
pick
list
button on the Weeks dimension and then select the Weeks he/she
wishes
to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics) that
shows
total
resource utilization across all projects for x time frame. I've
been
trying
to do this with portfolio analyzer but I am not quite getting
what I
want.
Is this something that has to be queried from the SQL end?
Anyone
have
the
query?
Here is what I want - A graph of all utilized resources only
showing
names,
% utilized by week, over a given period. Then being able to
scale
down
to
what project(s) that person may be on for a particular timeframe.

Is this available?
Thanks,
D.

 

[Dale Howard [MVP]]

NYC PMO --

With our clients, we address this issue through training. Microsoft Project
is simply NOT an intuitive software tool, and I believe people need to be
taught how to use it correctly and use it well. Assigning resources
correctly is a big issue, because if people do not do this right, it
invalidates all of your resource information in Project Server. We teach a
"best path" approach for using both Microsoft Project and Project Server.
If you think we could help you, feel free to contact us by clicking either
URL in my signature block. Our office is in the Financial District of NYC,
by the way.

Dale:

Yes this is exactly our problem. And given the fact that the PMs here (a
non-tech company) do not know what units they need to apply to the
resources
for each assignment, across different projects (e.g., Non-billable
internal
projects vs. billable projects), this is going to be interesting. Any
best
practices or resources you can direct me towards to help get the concept
accross would be helpful. Thank you.

NYC PMO --

If your users are not correctly assigning resources to tasks, then your
entire resource utilization information is invalid. For example, if I
want
to assign a resource to a 5-day task and perform 4 hours of Work during
the
5 days, I need to set the Duration at 5 days and set the resource's Units
at
10% on that task. If I assign the resource at 100% Units, which is how
many
new users perform this action, then I have invalidated the assignment
data
for that task, and I have invalidated the Remaining Work for the resource
during that 5-day time period. Is this your problem? If so, you need to
address the problem at the source (the PM's) and not through some kind of
trick with the Portfolio Analyzer. Hope this helps.

Dale:

Sorry for the delayed response. Since we have a new user community
that
are
not setting resource units correctly across all projects wouldn't that
skew
utilization?


:

NYC --

Why would that skew utilization?




Dale:

Unfortunately, we have a situation where most of the pm's in the
organization are new, and basing off of work and resource
availability
will
skew utilization.

Would it be possbile to base it off of a fixed # of hrs (e.g.,
50hrs/week
or
200hrs/mo). If so, what would the syntax of the calc look like
using
Portfolio Analyzer. Thanks in advance.

:

Dots --

You are more than welcome, my friend!




Thanks Dale. As always - very helpful!
D

:

Dots --

Your first problem is that there is no default Weeks time
dimension
in
the
Portfolio Analyzer. To use the Weeks time dimension, you would
either
need
to extend the OLAP cube yourself through customization, or
purchase
a
software product that will do this for you automatically.

Once you get past this issue, then you can create a Portfolio
Analyzer
view
to display the data you wish to see. Here's how to set up the
View:

1. Add the Resources dimension to the Row Fields drop area
2. Add the Weeks dimension to the Column Fields drop area
3. Click the Calculated Total button on the PivotTable toolbar
and
create a
custom calculation called Percent Util. using the following
formula:

[Measures].[Work]/[Measures].[Availability]

4. Right-click the Percent Util. column header and select
Commands
and
Options from the shortcut menu
5. Select the Format tab, enter "0%" (without the quotes) in
the
Number
field to display percentage number formatting, and then close
the
dialog
6. Add this custom view to at least one Category
7. Click the Save Changes button

When a user applies this View, he/she will be able to click the
pick
list
button on the Weeks dimension and then select the Weeks he/she
wishes
to
see. Hope this helps.




Hi,
I want to be able to generate a report (data and graphics)
that
shows
total
resource utilization across all projects for x time frame.
I've
been
trying
to do this with portfolio analyzer but I am not quite getting
what I
want.
Is this something that has to be queried from the SQL end?
Anyone
have
the
query?
Here is what I want - A graph of all utilized resources only
showing
names,
% utilized by week, over a given period. Then being able to
scale
down
to
what project(s) that person may be on for a particular
timeframe.

Is this available?
Thanks,
D.