reports

[Jackie]

Hello there,
I would like to know if I can get a report in MS Project that details:

for each resource:

- tasks that they have been assigned to, with taks name, task elapsed
duration,- task start / end date
- also for each task the units & work

I am grateful for your help.
Many thanks
Jackie

 

[JulieS]

Hi Jackie,

I believe you can get what you are looking for from the table (left
side) portion of the Resource Usage view.

The resource usage view already shows:
Resource Name ----------- Total Resource Work
Assignment (Task Name) -------- Total Assignment Work

You could most certainly create a new table (based upon a copy of the
Usage table) or modify the existing table and add:
Assignment Units
Start
Finish

I'm afraid "Duration" is not possible in a resource view as duration is
a task value, not a resource or assignment value.

Once you have added the information to the Resource Usage view, drag the
timescaled (right) side of the view far right to hide it and print the
view.

For additional information on the different data types (task, resource,
and assignment) see FAQ 51 "Data Types: Task, Resource, and Assignment"
at

http://project.mvps.org/faqs.htm


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

 

[Jackie]

Thanks JulieS
Much appreciated

Hi Jackie,

I believe you can get what you are looking for from the table (left
side) portion of the Resource Usage view.

The resource usage view already shows:
Resource Name ----------- Total Resource Work
Assignment (Task Name) -------- Total Assignment Work

You could most certainly create a new table (based upon a copy of the
Usage table) or modify the existing table and add:
Assignment Units
Start
Finish

I'm afraid "Duration" is not possible in a resource view as duration is
a task value, not a resource or assignment value.

Once you have added the information to the Resource Usage view, drag the
timescaled (right) side of the view far right to hide it and print the
view.

For additional information on the different data types (task, resource,
and assignment) see FAQ 51 "Data Types: Task, Resource, and Assignment"
at

http://project.mvps.org/faqs.htm


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

 

[JulieS]

You're most welcome Jackie and thanks for the feedback.

Julie
Project MVP

 

[Jackie]

Hi JulieS
it works! thanks again
May I ask you another question?
I was told to stay away from fixed work task types as typically you would
ask your resource for an elapsed duration, and also timelines drive your plan
and not really details of resources work. What's your view on this? Also,
could you provide an examples on when best using fixed duration and fixed
units?
Many thanks again
J

 

[JulieS]

Hi Jackie,

You're welcome again

To your question about fixed work. I can't say I agree with the idea
that "timelines drive your plan and not really details of resources
work."

Certainly timelines are the most *visible* component of a project plan
and too often are the overwhelming focus of a lot of managers and
sponsors. However, the primary challenge of a *project* manager is to
fit the scope of the project into a balance between time , limited
resources, and quality requirements. You cannot isolate just one
dimension (time) and pretend the other factors don't exist.

As far as recommendations about when to use Fixed Duration, Fixed Work,
and Fixed Units, I'm afraid I'm going to have to stick to my stock
response of "it depends." (I know, exactly what you *didn't* want to
hear.) Bear in mind that task type (Fixed Work, Fixed Duration, Fixed
Units) are used to help a Project user control what Project
automatically changes when a Project user changes another value in the
relationship between Work, Assignment Units, and Duration.

So, I would use Fixed Work task type when I wanted to be able to change
the Duration of the task, and have Project recalculate the unit
assignment, or I wanted to change unit assignments and have project
recalculate the duration.

See help in Project for the topic "Task Type" to see a table which
details the relationship between task type and work, duration, and
units.

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

 

[Jackie]

Hi JulieS

Yes , this helps in that it clarifies further the theory. I understand about
how the three elements are interrelated and indeed interdependent. It makes
perfect sense, however too much flexibility sometimes is confusing...in
practice I am stil a little stuck.... when I am in front if MS Project and I
have to build a plan from scratch, I never know which task type to use and I
am never really sure if I am asking my resources the 'right questions'. For
instance, what would make me decide to fix one element as opposed to the
other? Any thoughts on this, please. Many thanks again, J

 

[JulieS]

Hi Jackie,

When in doubt, I suggest staying with the default task type in Project
which is fixed units.

The advantage that fixed units offers over the other two options (fixed
work and fixed duration) is that the idea of changing duration (how long
does it take) based upon how much work (effort) seems most comfortable
to people.

The disadvantage (in my opinion) of fixed work or fixed duration is the
possibility of overallocation of resources due to a single task. (For
example, a fixed work task, drop the duration and Project will increase
resource assignment units.) When a resource becomes overallocated on a
single task (you have increased resource assignment units above the
resource's max. units on a *single* task), resource leveling cannot
assist in resolving the issue.

Again, I think all three task types have their place. I will use Fixed
Duration task type when I want Project to calculate resource need and I
know work estimates. I will use fixed work if I am relatively confident
of effort requirements, but am told that I cannot have as many resources
as I planned and I want Project to adjust the duration based upon new
resource availability.

I know you are relatively new to MS Project and I would strongly suggest
taking a two to 3 day class in MS Project that focused not only on the
"how do you" but also the "why should you." Make sure you are taking
the class from an instructor who can provide both

I hope this helps. Let us know if you haved any further questions --
we're happy to help.

Julie
Project MVP

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

 

[Jackie]

you are a star!
many thanks
J

Hi Jackie,

When in doubt, I suggest staying with the default task type in Project
which is fixed units.

The advantage that fixed units offers over the other two options (fixed
work and fixed duration) is that the idea of changing duration (how long
does it take) based upon how much work (effort) seems most comfortable
to people.

The disadvantage (in my opinion) of fixed work or fixed duration is the
possibility of overallocation of resources due to a single task. (For
example, a fixed work task, drop the duration and Project will increase
resource assignment units.) When a resource becomes overallocated on a
single task (you have increased resource assignment units above the
resource's max. units on a *single* task), resource leveling cannot
assist in resolving the issue.

Again, I think all three task types have their place. I will use Fixed
Duration task type when I want Project to calculate resource need and I
know work estimates. I will use fixed work if I am relatively confident
of effort requirements, but am told that I cannot have as many resources
as I planned and I want Project to adjust the duration based upon new
resource availability.

I know you are relatively new to MS Project and I would strongly suggest
taking a two to 3 day class in MS Project that focused not only on the
"how do you" but also the "why should you." Make sure you are taking
the class from an instructor who can provide both

I hope this helps. Let us know if you haved any further questions --
we're happy to help.

Julie
Project MVP

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

 

[JulieS]

You're most welcome Jackie and thanks for the enthusiastic feedback

Julie
Project MVP