Project Updates

[soldajo]

I am trying to find the easiest way to get project status updates w/ out
project server. I know how to use Project, but project teams/members aren't
always familiar w/ the software. I'd like to manage the project in MS
Project, but request updates through Excel and then import the Excel data
into my Project file. I know how to export my project data from Project to
Excel and I love how it sets up the whole project so everyone can easily read
in Excel so I'd like to just have everyone make updates to the Excel file and
then just append/merge the data to my Project file. I know how to import from
Excel, but when I try appending/merging the Excel file w/ Project file, it
doesn't sync the two. Is there a way to import the updates from Excel into my
Project file? Is there a better way to request/sync updates?

Thanks!!

 

[JulieS]

Hello soldajo,

What do you mean it doesn't "sync" the two? If you export data out of
project including the assignment unique ID field and then use that to
merge the new data back in, what happens?

Please note, there is currently a significant problem importing excel
data into Project 2007 files -- I assume you are using an earlier
release?

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[soldajo]

Hey Julie,

Thanks for the comment. I just barely bought Project 07, so I am assuming
it's a recent release. I export my whole Project file into an Excel workbook,
make a few updates to the Excel file, then import the whole Excel file into
my Project file but the Project file doesn't reflect the updates made in
Excel. Any thoughts?

Thanks!

 

[JulieS]

Hello soldajo,

If you are using Project 2007, I do *NOT* suggest importing data from
Excel currently. It removes all predecessor/successor information.
So, first, check your project release through Help > About Microsoft
Office Project.

Let us know what release and then we can go from there.

Julie

 

[soldajo]

Hey Julie,

Not sure exactly which number is the release, but hopefully it's one of these:

12.0.4518.1014
MSO- 12.0.6213.1000

Thanks

 

[JulieS]

Hello soldajo,

I believe that is Project 2007 however it appears you do not have SP-1
installed. That explains why you haven't seen predecessor/successor
information removed when you try to import the Excel data. Again,
because of a problem with imported Excel data removing
predecessor/successor information, I cannot recommend you import excel
data on a production project file. You can test my comments below on a
backup of your project file.

First I suggest experimenting with Project using the tracking table
applied to your task sheet. The tracking data in the tracking table
is inter-related and can give you a good idea of what data to change
in Excel and what changes to look for once you bring the data back
into Project.

Generally, I suggest using Actual Start, Actual Finish (if the task is
complete). If the task is in progress, I suggest using Actual Start,
Actual Duration, and Remaining Duration. This will calculate %
complete. Alternately, you can work with Actual Start, Actual Work,
and Remaining Work, but that gets a bit muddier if you have multiple
resources assigned to tasks.

When exporting and importing make sure you get either the Task Unique
ID or if working with multiple resources per task, the assignment
unique ID. Both those fields are available in Project, just not
usually shown.

If you can get actual work and remaining work per time period (daily,
weekly) from your resources then you can use VBA (Visual Basic for
Applications) to export/import timephased data. I'm not the person to
provide in depth information about that, but if you are familiar with
VBA and are looking for some guidance, try posting to the Project
Developers newsgroup.

Again, due to a problem with Project 2007 SP-1 and importing data, do
not experiment except on a backup copy of your project file.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project