Reports - Can you segment by individual resources?

[Howard]

Good Morning,

I'm trying to breakdown the To Do list down to individual resources, so that
I may distribute personalized reports. So far, I can only get tasks
segmented to individual resources, but still encompasses the entire project.
Any suggestions?

Thanks, Howard

 

[John]

Good Morning,

I'm trying to breakdown the To Do list down to individual resources, so that
I may distribute personalized reports. So far, I can only get tasks
segmented to individual resources, but still encompasses the entire project.
Any suggestions?

Thanks, Howard

Howard,
I guess I'm a little confused. The "To do" list is by resource, although
it will only be by INDIVIDUAL resource, if there is only one resource
assigned per task. It includes only those tasks with that resource
assigned. Now, explain to us again what you want?

John
Project MVP

 

[Howard]

Hi John,

I'm trying to get individual To-do lists out. What I'm trying to see is if
MS Project 2000 will allow me to run To-do lists by a single resource. In my
case, I have a resource responsible for mulitple tasks. I want a single
To-do list for each persons' tasks.

Thanks. H

 

[John]

Hi John,

I'm trying to get individual To-do lists out. What I'm trying to see is if
MS Project 2000 will allow me to run To-do lists by a single resource. In my
case, I have a resource responsible for mulitple tasks. I want a single
To-do list for each persons' tasks.

Thanks. H

Howard,
Apparently we're not communicating. When the "To do list" Report is
selected, the first thing you should see is an input box for the desired
resource name. That then applies a filter for that resource's tasks -
all of them. However, as I mentioned previously, if there is more than
one resource assigned to a task, all of the assigned resources will show
on the report.

In the case of multiple resource assignments, if you simply do not want
to see the other resources assigned to that task, you have two choices
(well three really). First, change the structure of your file so that
only one resource is assigned per task. Second, forget the "To do list"
Report and instead use the Resource Usage view with the Resource Range
filter. Third, use an advanced feature of Project, namely VBA, to get
whatever data you need in whatever format you want.

John
Project MVP

 

[Howard]

Hi John,

Thanks so far for the suggestions. We're going down the right path I
believe. I do have 1 resource per task. However, as with any project, I
have a limited # of resources performing mulitple tasks. What I'd like to
attempt to do is when I issue project updates, I'd also like to distribute
some form of the To-do list to each resource. On your second suggestion, are
you recommending a cut/paste scenario into Excel or Word? On your third
suggestion, I'm not familiar with VBA. How do you access it?

Thanks, Howard

 

[John]

Hi John,

Thanks so far for the suggestions. We're going down the right path I
believe. I do have 1 resource per task. However, as with any project, I
have a limited # of resources performing mulitple tasks. What I'd like to
attempt to do is when I issue project updates, I'd also like to distribute
some form of the To-do list to each resource. On your second suggestion, are
you recommending a cut/paste scenario into Excel or Word? On your third
suggestion, I'm not familiar with VBA. How do you access it?

Thanks, Howard

Howard,
Ok, since you only have one resource per task, why isn't the built-in
"To do list" able to meet your needs? The main disadvantage of the
built-in reports is that they are print only (i.e. they can't be saved
or exported). But if by "distribute" you mean hard copy then the "To do
list" is all you need with the filter for each resource.

However, I get the impression you want something more than a hard copy.
In that case, yes, a copy and paste to Excel or Word (say from a
customized Resource Usage view) would work although it would be a bit
tedious - probably not what you want to do on a regular basis.

With regard to VBA, it is not something you simply access. Visual basic
is something that must be learned and then applied. However, in lieu of
learning VBA (Visual Basic for Applications), if all you want is a list
of tasks for each resource you can probably use an export table. That
basically maps Project fields to Excel fields and allows you to export
static Project data (i.e. non-timescaled) to Excel. For more information
on export tables, check the Project help file.

On the other hand, if you are interested in learning VBA, there is an
excellent tutorial available on our MVP website. Go to:
http://www.mvps.org/project/links.htm
and scroll to the bottom of the page until you see, "Project 98 Visual
Basic Environment Training Materials". Even though it says it is for
Project 98, it is equally applicable to all current versions of Project.
Once you learn VBA you can do virtually anything.

Hope this helps.
John
Project MVP