Getting Resource requirements after filtering Tasks

[Dwain]

I have set a filter on tasks to show only the ones with a certain ID and I
need to show only the resources for the filtered group. I get the filtered
tasks but when I try to view resources it show them all for the entire
project. How do I show only the ones associated with the filtered tasks?

 

[John]

I have set a filter on tasks to show only the ones with a certain ID and I
need to show only the resources for the filtered group. I get the filtered
tasks but when I try to view resources it show them all for the entire
project. How do I show only the ones associated with the filtered tasks?

Dwain,
I assume your filter is on a task view (e.g. Gantt Chart). How are you
then trying to view resources? Are you using a split screen
(Window/Split)? If so, display the Resource Usage view in the lower
pane. It will shown only those resource for the filtered tasks.

The other option is to display the Resource Names field in the filtered
task view.

John
Project MVP

 

[Dwain]

Yes, I was using the Task View and set a filter there and tried to go the
Resource Graph to see only those tasks that satisfy my filter. It ignores
the filter and brings over all tasks and resource for the whole project. Can
I not get just the filtered list on the Resource Graph?

 

[John]

Yes, I was using the Task View and set a filter there and tried to go the
Resource Graph to see only those tasks that satisfy my filter. It ignores
the filter and brings over all tasks and resource for the whole project. Can
I not get just the filtered list on the Resource Graph?

Dwain,
Sure, go to our MVP website at, http://www.mvps.org/project/faqs.htm,
and take a look at FAQ 38 - Combined Resource Graph.

John
Project MVP

 

[Dwain]

John thanks for the link. I was able to execute it but it still doesn't do
what I need.

I have setup a filter on the Tasks to find only those that have been
identifed by the new field Text1 called XYZ which is a subset of all the
tasks. Then I want to view the resources for just the XYZ group by Resource
Type. I can't seem to get the Resource Graph, Usage, etc to show only the
XYZ Task Group resources. Any other thoughts?

 

[John]

John thanks for the link. I was able to execute it but it still doesn't do
what I need.

I have setup a filter on the Tasks to find only those that have been
identifed by the new field Text1 called XYZ which is a subset of all the
tasks. Then I want to view the resources for just the XYZ group by Resource
Type. I can't seem to get the Resource Graph, Usage, etc to show only the
XYZ Task Group resources. Any other thoughts?

Dwain,
When you say "resource type" are you referring to work versus material
type? If not, how are you identifying the resource types? If it is
simply by another text field then add that criteria to your filter.

If I had a little more information about your structure, I may be able
to come up with a solution.

John
Project MVP

 

[Dwain]

I have about 100 tasks which I applied resources to e.g. P18, P20, etc which
is our labor types. Then I added a Text1 field to group the tasks by phases
of the project. I then need to report the amount of resources are required
by each phase. When I filter the Tasks by Text1 and then go to split screen
to look at the Resource Graph, it still shows the exact amount of resources
for the entire project by resource P18, P20, etc. I want to see only the
filtered phase.

Dwain

 

[John]

I have about 100 tasks which I applied resources to e.g. P18, P20, etc which
is our labor types. Then I added a Text1 field to group the tasks by phases
of the project. I then need to report the amount of resources are required
by each phase. When I filter the Tasks by Text1 and then go to split screen
to look at the Resource Graph, it still shows the exact amount of resources
for the entire project by resource P18, P20, etc. I want to see only the
filtered phase.

Dwain

Dwain,
OK, that's fine but it still doesn't clarify how the resources are
identified. For example are the P18, P20, etc. identified using a spare
resource text field? And which spare Text1 field identifies the tasks?
For reference you might want to take a look at FAQ 51 - Data Types:
Task, Resource and Assignment.

Nonetheless, Project's Resource Graph view will only provide composite
data for selected resources. Unfortunately in your case it can not be
configured to only show selected assignments for those resources. The
exact graph you want can be achieved but the data will need to be
exported to another application (e.g. Excel). That can be done by using
the "Analyze timescaled data in Excel" utility found on the Analysis
toolbar and some manipulation of the data in Excel or via a custom VBA
macro. Project 2007 has more flexibility with creating reports of
Project data in Excel.

However, if you don't really need a graph, you can use grouping to show
the data you want. Assuming a spare text field is populated for both the
selected assignments and desired resources in the Resource Usage view,
create a simple filter to isolate that data. Then go to Project/Group
By/Customize Group by and set up the following.
1. Check the option to group by assignments, not resources
2. Set the first criteria as the spare text field used by the filter
3. Change its Field Type to "Assignment"
4. Set the second criteria as "Name" (leave its field type as resource)
5. Hit "OK"

The timescale data will show summed up values for just those resources
and assignments.

Hope this helps.
John
Project MVP

 

[Dwain]

The Text1 field is on the Task side and only identifies the groupings of the
task not the resources. The Resources are setup and tied to each Task. I
will look at FAQ 51 in detail today.

Sorry that I am not clear with my questions/answers, I'm just a novice at
Project.

 

[John]

The Text1 field is on the Task side and only identifies the groupings of the
task not the resources. The Resources are setup and tied to each Task. I
will look at FAQ 51 in detail today.

Sorry that I am not clear with my questions/answers, I'm just a novice at
Project.

Dwain,
OK, I think FAQ 51 will clarify some things. Meanwhile try the grouping
approach I outlined.

John
Project MVP