Weekly Reporting on Multiple Project Status

[gillian.madill]

(Brand new Project user)

I need an easy way to report on multiple (20+) project status every week,
including detailed task status, key deliverables for the week, current
challenges, and notes. I do not need to track resources or budget.

I was hoping to set up a project file that would essentially track all these
independent projects at that level of detail, that I would be able to easily
update with data reported to me for a weekly report for the overall team and
management. Currently, we do this by updating a Word doc (tracking changes)
and an Excel spreadsheet.

Does anyone have suggestions for how I should structure/set-up such a
project? I have completed training in MPP so I am proficient in using the
software, but I am having trouble designing the project.

Thanks so much. I really appreciate any pointers/help/suggestions.

 

[John]

(Brand new Project user)

I need an easy way to report on multiple (20+) project status every week,
including detailed task status, key deliverables for the week, current
challenges, and notes. I do not need to track resources or budget.

I was hoping to set up a project file that would essentially track all these
independent projects at that level of detail, that I would be able to easily
update with data reported to me for a weekly report for the overall team and
management. Currently, we do this by updating a Word doc (tracking changes)
and an Excel spreadsheet.

Does anyone have suggestions for how I should structure/set-up such a
project? I have completed training in MPP so I am proficient in using the
software, but I am having trouble designing the project.

Thanks so much. I really appreciate any pointers/help/suggestions.

Gillian,
First let me give you a hard reality. Completing training in Microsoft
PRoject and having proficiency in it are not the same thing. Proficiency
takes a whole lot of invested time using the application for real
projects. However, it sounds like you are after more of a top level
presentation usage rather than for actually managing a project. The
latter includes not only task scheduling and analysis but also resource
and cost tracking (i.e. the whole picture).

However you can still do what you want using Project. Depending on how
large and complex your 20+ projects are and whether one or more
individuals will be editing them, you could either create each of them
individually and then create a master or you could simply create one
single file with each separate project as a subsection (i.e. summary
level). It might be best to start by creating a single individual file
of one of the projects. As you create it you can get a feel for what is
working and what isn't. Once you get one project created, go ahead and
create individual files for the remaining projects. To see them all
together, create a dynamic master. You can always convert that dynamic
master to a static master if you later decide you want the whole thing
in one single file.

You also mention the need to track "challenges" and notes. Word and even
Excel are better for handling text, such as a running dialogue but
Project's Notes field will hold a lot of text data. Displaying it and/or
printing it may not be quite as easy especially if you want specific
formatting. When customized reporting that includes extensive text data
is required I always export Project data to Excel and then format the
report there. When automated via VBA it is very convenient but that
requires a whole new area of proficiency.

Without knowing details of what you need or want about all I can do is
to give these general guidelines. I'd suggest you go ahead and mock up a
structure of what you want and then have at it. If you have additional
concerns or questions, post back and we will help you.

John
Project MVP