weekly report

[ellebelle]

I would like to create a report in excell each week for each project.

In my company we have mulitple projects happening at the same time. Each
project is run by a manager.

I manage the company schedule in project by assigning resoures (people) onto
different projects. I settle all conflicts between projects and make sure we
are using our people efficiently.

I would like send each project manager a weekly report detailing how mnay
days a resource was on their project for that week.

The Project name is in field text1

ie.
ProjectX
Kate Smith 3 days
John Williams 5days

ProjectY
Kate Smith 2 days

 

[John]

I would like to create a report in excell each week for each project.

In my company we have mulitple projects happening at the same time. Each
project is run by a manager.

I manage the company schedule in project by assigning resoures (people) onto
different projects. I settle all conflicts between projects and make sure we
are using our people efficiently.

I would like send each project manager a weekly report detailing how mnay
days a resource was on their project for that week.

The Project name is in field text1

ie.
ProjectX
Kate Smith 3 days
John Williams 5days

ProjectY
Kate Smith 2 days

ellebelle,
Project has several ways of showing (and printing) the type of
information you want. You might want to take a look at the built-in
reports found under View/Reports. The reports feature may not have the
flexibility you need and they can NOT be exported to other applications
but if hardcopy is all you want, it may just suit your needs.

You could also customize the Resource Usage view which can be exported
to Excel via the utility "analyze timescaled data in Excel". That
utility can be found on the Analysis toolbar. Be care though with the
use of spare Text1 when using one of the Usage views, there are three
separate and independent "Text1" fields. For more information you may
want to read FAQ 51 - Data Types: Task, Resource and Assignment, which
can be found on our MVP website at: http://www.mvps.org/project/faqs.htm

You don't mention how large each of your company's multiple projects are
but I get the impression they are all in one single Project file. It may
or may not make sense to have each project in its own file and then
create a master (Insert/Project) to see the overall plan. When done this
way, Project has a separate field called "Project" that will
automatically show which data is associated with which project - you
wouldn't need to use Text1.

Hope this helps.
John
Project MVP

 

[ellebelle]

Hi,

thanks for your help

"analyze timescaled data in Excel" is very good, however it does not include
a resource name and is therefore meaningless.

is it possible to include names?

ellebelle

 

[John]

Hi,

thanks for your help

"analyze timescaled data in Excel" is very good, however it does not include
a resource name and is therefore meaningless.

is it possible to include names?

ellebelle

Ellebelle,
The utility will give different "cuts" of the data depending on which
view is active when the utility is initiated. I'm guessing you started
from the Gantt Chart view. Try running the utility from the Resource
Usage View. However to get additional information, you may need to run
the utility from both views and also employ an export map to get some of
the static (i.e. non-timescaled) fields over to Excel.

In my opinion the best way to create a fully custom report is to write
your own VBA code to export whatever data you need and format it, but
then, that only works if you or someone you know has VBA experience.

John
Project MVP

 

[therese]

Hi John,

I am working on huge project and would like to keep my master project plan
in tact for control and tracking purposes. But I need to create custom
reports or built-in reports out of the master plan. ex: consider the master
plan is the database source and i need to query of the dbase. As you know,
the master plan may include 50 columns/headers; i need to be able to query
the tasks and headers required by managment for reviewing purposes. I
appreciate your help. Therese

 

[therese]

John,

It is Therese again. Re. the custom report based on the master plan, I
selected View, Reports, Custom: Select - created New - Task:
Name: Report 1
Table: Entry
then selected Report 1 - Organizer (here I am confused).
How can I create custom fields for Report 1 that runs of the master plan?
I appreciate your help!!

 

[John]

Hi John,

I am working on huge project and would like to keep my master project plan
in tact for control and tracking purposes. But I need to create custom
reports or built-in reports out of the master plan. ex: consider the master
plan is the database source and i need to query of the dbase. As you know,
the master plan may include 50 columns/headers; i need to be able to query
the tasks and headers required by managment for reviewing purposes. I
appreciate your help. Therese

Therese,
If you want you can query the Project database directly (although I've
never done it). For information about Project's database look on your
hard drive for the file: projdb.htm (or something similar). My
understanding is that you may have to read it several times to really
absorb what it is saying.

If you are not really looking for direct query of the Project database,
there are multiple ways to sort, filter, and group data to get custom
reports, whether it is in an individual project file or in a master
file. There is also VBA which can create virtually any kind of report in
any format. I recommended several approaches in my response to you
original post. I can't do any better than that without more specifics.

John
Project MVP

 

[John]

John,

It is Therese again. Re. the custom report based on the master plan, I
selected View, Reports, Custom: Select - created New - Task:
Name: Report 1
Table: Entry
then selected Report 1 - Organizer (here I am confused).
How can I create custom fields for Report 1 that runs of the master plan?
I appreciate your help!!

Therese,
Up to the part where you started talking about the Organizer I was ok,
but then I also got confused. Then I got totally confused by your last
sentence, "How can I create custom fields for Report 1 that runs of the
master plan?" I'm sorry, but I have no idea what you are trying to do.
Try explaining that one again, then maybe we can help.

John

 

[therese]

Hello John

I dont blame you for being confused too. So we are ok by creating new
report. Now by default the report will be named Report 1 if it is first time
report. Open the Custom Report dialog box and select Report 1 and click on
Organizer (right side). Once the Organizer opens, you will see different tabs
(ex. Fields, Calender, Forms, Views, etc..). My question is how can I
customize Report 1 fields/columns/headers to the way I want to be viewed and
printed.

If you still confused and I am not clear; can we talk on the phone. Thank
you again.

 

[John]

Hello John

I dont blame you for being confused too. So we are ok by creating new
report. Now by default the report will be named Report 1 if it is first time
report. Open the Custom Report dialog box and select Report 1 and click on
Organizer (right side). Once the Organizer opens, you will see different tabs
(ex. Fields, Calender, Forms, Views, etc..). My question is how can I
customize Report 1 fields/columns/headers to the way I want to be viewed and
printed.

If you still confused and I am not clear; can we talk on the phone. Thank
you again.

therese,
OK, I see what you are saying. I never really paid any attention to the
Organizer button on the Custom Reports window and I think in your case
it is confusing you. The Organizer is NOT a tool for customizing
anything. It is simply a method for sharing customized elements of
Project (e.g. views, tables, etc.) between two project files or with the
Global file. After a custom report is created you might use the
Organizer to it to your Global so it is available for all projects.

Back to customizing your report. On the Custom Reports window, you can
either create a new report and then set up the elements of that report
with the Report window (Task, Resource, Monthly Calendar or Crosstab),
or you can select one of the pre-formatted reports and edit its format.
Basically there are "static" type reports (e.g. Budget Report) where you
can customize which fields (columns) will be shown and a filter can be
applied. Other details can be selected via the "details" tab. The other
type of report is a timescaled report (e.g. Crosstab) where you can
select task or resource data to be shown in a periodic form
(timescaled). Keep in mind that Project does not have complete
flexibility for creating a report. Some people find the reports feature
useful, I don't.

Hope this clarifies things.

John
Project MVP

 

[therese]

I agree with you on the reports feature; I expected it to be more powerful.
I thank you for your time and have a great day!

Therese

 

[John]

I agree with you on the reports feature; I expected it to be more powerful.
I thank you for your time and have a great day!

Therese

Therese,
You're welcome.
John