Department view of multiple projects

[kelciea]

I'm looking for a way for a specific department (like shipping) to create a
master file from several projects (10+) for JUST THEIR TASKS.

I read Mike Glenn's tutorials (17 and 18) on TechTrax for managing multiple
projects and they were very helpful. But they described how to copy in
entire projects.

If I copied 10+ files of 100+ tasks each into one master file, that's not
very helpful for the shipping department, who wants to see the five tasks
related to them on each of the ten projects.

What's the best way to create department specific masters that remain linked
to each individual project?

Thanks!

 

[Rob Schneider]

I think the best way would be to import everything and then use
Project's filtering/grouping functionality to only show their tasks.

Otherwise you have to do a lot of work to selectively import records.

--rms

www.rmschneider.com

 

[José Miguel Piñeres]

Hello Kelcie and welcome to this Microsoft Project General Questions
discussion Group.

Have you considered using a text type custom task field with lookup table
to assign departments to the tasks? Then just filter by department name.

I hope this helps. Please let us know how you get along with it.

Best regards,

 

[KingKikapu]

I agree with the others. Import everything and add a flag column (or
text column works as well. Just be sure to make no typos if you do) tha
you can use to flag your department tasks with. Set all of the task
related to your department to YES and everything else to NO. Then g
create a new filter that checks the flag field for YES. Now you wil
only see tasks that you care about

 

[Mike Glen]

Hi Kelcie,

Welcome to this Microsoft Project newsgroup

Thanks for your comments - I'm glad the tutorials helped As to your
question, use my process to produce a master and then filter for the
department to show only their tasks. If you have a number of these, it
would probably be worthwhile creating a filtered view for each one so that
they can see their own tasks quickly and simply.

FAQs, companion products and other useful Project information can be seen at
this web address: http://project.mvps.org/faqs.htm

Hope this helps - please let us know how you get on

Mike Glen
MS Project MVP
See http://tinyurl.com/2xbhc for my free Project Tutorials

 

[Jon Smith]

I agree with Jose's recommendation below of using a custom task text field to
allow you to create a filter for the department. If you use a shared
resource pool for the resources, then you can create a consolidated "master
file" automatically (use option 3 when you open the shared resource pool),
then apply the filter for the department. By using the shared resource pool
with a master file approach, your projects can come and go and the master
file is always accurate for your department of any open projects.

Hope this helps.

r/Jon