How do I save a Project file with only schedule data?

[Ed]

We frequently need to send MS Project files to our customers for them to
incorporate into a master plan. But we don't want to expose all the detailed
resource assignments and cost rates that are part of our file. We just want
to send them the schedule data (baseline, tracking, and progress info).

The way I do it now is brute force by maintaining 2 project files weekly:
one that is complete with resource information, and another without it.

Is there an easier way to "export" or "save with options" and just keep my
complete project file updated?

Thx

 

[John]

We frequently need to send MS Project files to our customers for them to
incorporate into a master plan. But we don't want to expose all the detailed
resource assignments and cost rates that are part of our file. We just want
to send them the schedule data (baseline, tracking, and progress info).

The way I do it now is brute force by maintaining 2 project files weekly:
one that is complete with resource information, and another without it.

Is there an easier way to "export" or "save with options" and just keep my
complete project file updated?

Thx

Ed,
Unfortunately there is not if your customer needs to work directly with
Project. Project has no means to "lock out" select fields from its
underlying database. You either need to continue doing what you are
doing (which can be facilitated with a VBA macro - see below), or
provide your customer with a non-Project (e.g. HTML, PDF, etc.) version
of the file.

It is actually pretty simple to develop a VBA macro that will purge all
sensitive data from your "live" file. I have a macro that can be easily
modified or you can find an almost identical "cleansing" macro on fellow
MVP, Jack Dahlgren's website at:
http://masamiki.com/project/macros.htm
Look for Jack's "Scrub" macro.

John
Project MVP

 

[Ed]

Thanks, you answered my question though I was hoping for something more
transparent and built in by MS. I will check out the Scrub VBA in detail. The
Scrub description looks like it is a little different than what I want but
could be modified for my needs.

However, I have run into a problem sometimes when deleting resource
assignments in that it changes my schedule by the formula. It looks like it
only happens to tasks that were already in progress. So I have to figure out
how to set up tasks so that their schedule is not affected by deleting the
assigned resources.

I'm just a little surprised this isn't built in to MS Project because it
seems like something any company that works with layers of subcontractors
would want so all the subcontractors can provide Project files that get
integrated into a prime contractor's master schedule. Without each
subcontractor divulging their individual pay rates, resource assignments,
etc...

Thx
Ed

 

[John]

Thanks, you answered my question though I was hoping for something more
transparent and built in by MS. I will check out the Scrub VBA in detail. The
Scrub description looks like it is a little different than what I want but
could be modified for my needs.

However, I have run into a problem sometimes when deleting resource
assignments in that it changes my schedule by the formula. It looks like it
only happens to tasks that were already in progress. So I have to figure out
how to set up tasks so that their schedule is not affected by deleting the
assigned resources.

I'm just a little surprised this isn't built in to MS Project because it
seems like something any company that works with layers of subcontractors
would want so all the subcontractors can provide Project files that get
integrated into a prime contractor's master schedule. Without each
subcontractor divulging their individual pay rates, resource assignments,
etc...

Thx
Ed

Ed,
You're right about it being a desirable feature. Many users have posted
a message similar to yours in this newsgroup. Perhaps Microsoft, who I
understand does monitor this newsgroup, will incorporate a "for our eyes
only" type feature into a future release of Project.

With regard to the problem of schedule changes when resources are
removed. Yes, that is very likely since often a task is effort driven.
Here is a simple solution and it falls in well with Jack's Scrub macro.
Instead of deleting resources, just leave them in but give them a
nondescript name (Jack's macro already does that). Set their rate to
$0/hr. The schedule won't change but the sensitive data is effectively
removed.

A caution about modifying Jack's macro. Many times users use spare
fields (e.g. special cost formulas). If your file has sensitive data in
any spare fields, you need to scrub those fields also. And don't forget
to zero out the baseline data both at task and project level. As
written, Jack's macro doesn't cover that.

John
Project MVP