In article <9AA6B18B-9F04-455A-8EC8-181A7DCDB760@microsoft.com>,
Pooja <Pooja@discussions.microsoft.com> wrote:
> Hello John,
>
> First of all, sorry about all the ellipisis...I was trying to make it very
> clear, since the project I am working on is little complicated.
>
> Anyhow, seems like the report or the graph I want, MS project can't
> generate. You said something about the macro, can you help me with that. I
> have no VBA Knowledge.
> I have used analyze data from project to excel, but that didn't work. It
> gives me the resource name with their budget by month but no project
> breakdown.
>
> Well I do have the chart in excel, and I got that from copy and paste into
> excel then pivot table....but the problem is it's only in hours, not in
> Percent (%).
> I have to show the percent allocation for each resource.
> I wanted to know when project says Percent allocation, what does that mean.
> How is MS project calcualating that.
>
> Thanks for your time and help
> Pooja
Pooja,
If you have no VBA knowledge but would like to learn, there is an
excellent set of lessons on our MVP website at:
http://www.mvps.org/project/links.htm
Look for the link at the bottom of the page to: "Project 98 Visual Basic
Environment Training Materials". Even though it says it is for Project
98, it is equally applicable to all current versions of Project. If you
are not interested in learning VBA, the best you can do is to find
someone who does know Project VBA and enlist their help.
Even if you don't know anyone with Project VBA knowledge, you CAN get
the data you want using the utility although it is not necessarily easy
or convenient. The "analyze timescale data in Excel" utility is limited
in the data that it exports but if it is combined with a static export
map, some manipulation in Excel can eventually produce the graphs you
want. Basically, the utility is needed to export the timescaled data and
an export map is needed to capture some of the other fields (i.e.
Project field).
With regard to percent allocation, if you end up using a copy and paste
approach, why not simply display the % Allocation field in the Resource
Usage view, then the data is already in the form you need.
The Percent Allocation field simply indicates how much of a resource's
time is allocated during a specific time period. For example, let's say
Joe is a resource with a Max Unit value of 100% (i.e. available full
time). Joe is assigned to work two tasks, 4 hours each. For that case
the Resource Usage view will show Joe at 50% allocation for each task.
The actual formula Project uses is:
Percent Allocation = Assigned Work/Work Capacity * 100.
John
Project MVP
>
> "John" wrote:
>
> > In article <8C42ADEB-EE26-402B-AC98-93F4860CC951@microsoft.com>,
> > Pooja <Pooja@discussions.microsoft.com> wrote:
> >
> > > hello John,
> > > Sorry for getting back to you earlier..I was in training yesterday..
> > > Okay to answer your question regarding project...I have a master PROJECT
> > > file which has 4projects.....
> > > PROJECT
> > > project 1
> > > phase1
> > > task1
> > > task2
> > > task3
> > > phase2
> > > task1
> > > task2
> > > task3
> > > phase3
> > > task1
> > > task2
> > > task3
> > > project 2
> > > phase1
> > > task1
> > > task2
> > > task3
> > > phase2
> > > task1
> > > task2
> > > task3
> > > phase3
> > > task1
> > > task2
> > > task3
> > > project 3
> > > phase1
> > > task1
> > > task2
> > > task3
> > > phase2
> > > task1
> > > task2
> > > task3
> > > phase3
> > > task1
> > > task2
> > > task3
> > > project 4
> > > phase1
> > > task1
> > > task2
> > > task3
> > > phase2
> > > task1
> > > task2
> > > task3
> > > phase3
> > > task1
> > > task2
> > > task3
> > >
> > > Now these projects could represent (ex house1, house2 house3, house4)
> > >
> > > Within these projects I have "phases" these phases are planning,
> > > launching
> > > etc ...
> > > and within these phases I have tasks,,which is actual work taks....like
> > > paiting, wallpaper....
> > > I have laid out the sample of I am working above....
> > > These tasks have budget assigned to them and start and finish date.......
> > > I have assisgned resources to these tasks.....Now these resources are not
> > > specially working on one project.......They are working on multiple
> > > projects
> > > at a given time.....for ex:in feb....John is working in house1 and
> > > house2....Pooja is working on house3 and house4......so on...
> > >
> > > After I assign resources to these taks,,I get a resource graph which
> > > gives
> > > me allocation and overallocation by month for each resource...
> > > What I am looking for is a graph that gives me resource allocation plus
> > > also
> > > gives me breakdown of the graph ...
> > >
> > > Ex...
> > > In feb John is working 60% in house1 and 40% house 2
> > > and Pooja is working 30% in house3 and 50% in house4...
> > > When I get a bar graph I need to see this by month for John....the
> > > distribution....or breakdown of the work he is doing not just the total
> > > amount of work he is doing in feb...
> > > I hope I have designed a clear picture infront of u......
> > >
> > > The resource graph doesnt do ( not that I know of) so I want to download
> > > the
> > > data to excel...but even in excel when I download data it's lots of
> > > manipulation with copy and paste.....which every one in my department is
> > > not
> > > going do....it's tedious...
> > >
> > > The reason I started using resource usage view,,,so that I can copy the
> > > info
> > > and past it in excel...tht's why I need to Entry tables in resource usage
> > > view...and with the help of you and the macros..it finally worked....so I
> > > have the entry table in the resource usage view.....but the only issue is
> > > the
> > > right side of the resoure usage view.....the budget distribution I need
> > > them
> > > in %.......not in hours.......since my graph is about % of contribution
> > > in
> > > each project by month..Hope it make sense...
> > >
> > > If you could help me out with this....I'll appreciate it..
> > >
> > > Thanks
> > > Pooja
> >
> > Pooja,
> > I'll be honest with you here, I find the excessive use of ellipsis in
> > your post to be rather aggravating. It's like reading a telegram with a
> > bunch of extraneous "stops" in the text. Ok, enough on that.
> >
> > I don't understand what you mean by "...having the entry table in the
> > resource usage view...". Regardless of what view is being used to
> > display data in Project, the view table simply identifies which Project
> > fields will be shown as columns in that view. The Entry table is a
> > built-in definition but it can be customized by the suer to shown fewer
> > or more fields.
> >
> > It still isn't clear whether you have a true master file (with inserted
> > subprojects) or a single file simply arranged to have each project as a
> > summary line. Depending on which structure you have, the grouping
> > function (Project/Group By/Customize Group By) can be used to set up the
> > Resource Usage view to break down the data as I understand you want it,
> > that is, resource work by month by project.
> >
> > You are correct in that Project's built-in Resource Graph will NOT give
> > the breakdown of data as you want. Therefore, you will need to export
> > the timescaled data. The best way to do that is with a custom macro,
> > however, Project also has a built-in utility called "analyze timescaled
> > data in Excel" which can export the data. Unfortunately it will NOT
> > export it in a grouped format so the user would need to manipulate the
> > data once it is in Excel. A custom macro of course could do that
> > automatically. On the other hand, if you are happy with a copy and paste
> > approach, then grouping first will save some manipulation in Excel, but
> > copying and pasting is a very slow, tedious approach.
> >
> > Nonetheless, your bottom line question seems to be on how to get
> > timescaled data in percent rather than in hours. I'm afraid this is
> > something the user will need to do once the data is in Excel.
> >
> > John
> > Project MVP
> > >
> > >
> > >
> > >
> > >
> > > "John" wrote:
> > >
> > > > In article <FABA1741-487E-4616-ABA8-B99054F27151@microsoft.com>,
> > > > Pooja <Pooja@discussions.microsoft.com> wrote:
> > > >
> > > > > Hi John,
> > > > > Thanks for following up....But no the critical path issue didn't work
> > > > > out.
> > > > > I guess the critical path is going to show me any task that may slip
> > > > > the
> > > > > project finish date. But I still can't understand is that couple of
> > > > > my
> > > > > task
> > > > > that are finishing way earlier than project finish date are still
> > > > > showing
> > > > > critical under mulitple critical issue, which they shouldn't. and
> > > > > they
> > > > > are
> > > > > on schedule.
> > > > > honestly, I am still confused.
> > > > >
> > > > > Thanks
> > > > > Pooja
> > > >
> > > > Pooja,
> > > > I'm not sure what more we can say on the critical path issue, but let
> > > > me
> > > > try one more time. Most of the tasks on a critical path will "finish
> > > > before the project finish date", however, that does not mean the last
> > > > task in the path, which may not finish on the desired finish date, is
> > > > the only critical task. For example, let's say you are painting an
> > > > apartment for a new tenant. Today is Wednesday and the tenant will be
> > > > here tomorrow. It takes a full day to strip the old wallpaper, clean
> > > > the
> > > > walls, patch holes, and prime the walls. The paint scheme will be a
> > > > cross hatched pattern which will take a full day to lay out and paint.
> > > > That is two days worth of work and only one day to do it. Now the first
> > > > day's work (strip, clean, patch, etc.) will finish today so does that
> > > > mean that those tasks are not critical? Of course not, they are all
> > > > critical. Individually they will all finish before the tenant arrives
> > > > but in aggregate they will not finish in time to complete the whole job
> > > > in time. They are all part of the critical path and something must be
> > > > done to shorten the duration of all tasks on the path in order to meet
> > > > the need date.
> > > >
> > > > Hopefully this helps.
> > > > John
> > > > Project MVP
> > > > >
> > > > > "John" wrote:
> > > > >
> > > > > > In article <AD51EE31-A8C6-4118-8201-C6622F48ECC2@microsoft.com>,
> > > > > > Pooja <Pooja@discussions.microsoft.com> wrote:
> > > > > >
> > > > > > > Hello,
> > > > > > > Does resource usage view and task entry view work independently.
> > > > > > > I
> > > > > > > have
> > > > > > > put
> > > > > > > some info in Text 1 column and it does not appear on resource
> > > > > > > usage
> > > > > > > view.
> > > > > > > If
> > > > > > > that's possible then I need someone to help me.
> > > > > > > I am creating a project schedule by 4projects and each project
> > > > > > > has 4
> > > > > > > phases.
> > > > > > > I have 8 resources who working on these projects. Resources are
> > > > > > > not
> > > > > > > assigned to a one particular project. All resources are working
> > > > > > > on
> > > > > > > all 4
> > > > > > > projects.
> > > > > > >
> > > > > > > I need to get budget distribution by month for each resource by
> > > > > > > each
> > > > > > > project.
> > > > > > > Ex....
> > > > > > > Resource 1 is working 20hrs in project1, and 10hrs in project2,
> > > > > > > 40hrs
> > > > > > > in
> > > > > > > project3, and so on for month of feb.
> > > > > > > can someone help me with this.
> > > > > > > I even tried to download the whole project in excel but it didn't
> > > > > > > work.
> > > > > > >
> > > > > > > Thanks
> > > > > > > Pooja
> > > > > >
> > > > > > Pooja,
> > > > > > You never let us know if we finally got through to you on your
> > > > > > other
> > > > > > post about critical path.
> > > > > >
> > > > > > With respect to this post, go to our MVP website at:
> > > > > > http://www.mvps.org/project/faqs.htm
> > > > > > and take a look at FAQ 51 - Data types: Task, Resource and
> > > > > > Assignment
> > > > > > It will answer your first question.
> > > > > >
> > > > > > With regard to seeing resource data by project, I have to ask if
> > > > > > you
> > > > > > are
> > > > > > using a master project with inserted subprojects or is everything
> > > > > > in
> > > > > > one
> > > > > > big file? If the latter, what identifies which "project" is which?
> > > > > >
> > > > > >
> > > > > >
> > > > > > John
> > > > > > Project MVP
> > > > > >
> > > >
> >