Similarly Named Tasks in Different Project Files - Combine to ReportTogether?

[lexxdogg]

Hello. In my organization, we have several different project files for
each
of our different accounts. Within each project, there are the EXACT
same
tasks, written the exact same way. So for example, if there are five
different project files for five different accounts, all of them will
have
"sample processing" as a task within the project.

I am trying to determine an easy way to report the actual work
completed for
each project, filtering only on one particular task. So, I would like
to see
what the total hours for "sample proecessing" are by EACH project file
at a
glance.

Is there a way to do this quickly? I have thought of using a Master
Project,
but didn't know if that was the best way to go about it.

Thanks!

 

[John]

Hello. In my organization, we have several different project files for
each
of our different accounts. Within each project, there are the EXACT
same
tasks, written the exact same way. So for example, if there are five
different project files for five different accounts, all of them will
have
"sample processing" as a task within the project.

I am trying to determine an easy way to report the actual work
completed for
each project, filtering only on one particular task. So, I would like
to see
what the total hours for "sample proecessing" are by EACH project file
at a
glance.

Is there a way to do this quickly? I have thought of using a Master
Project,
but didn't know if that was the best way to go about it.

Thanks!

lexxdogg,
Your first mistake is thinking that you have the EXACT same tasks in
multiple files. Not possible. Oh, it may be set up that way but if the
projects are different, then the tasks are different - by definition.

I'm assuming each of these files was built from a template file, or
perhaps simply replicated using Save As multiple times to different file
names. The first thing you should do is to add a project qualifier to
each task. That will make every task unique, as they should be. This can
be done very readily using the following simple macro:

Sub AddFilenameToTask()
'this routine add the first 5 characters of the project name to each task
Dim t As Task
Dim PrjNam As String
PrjNam = Mid(activeproject.ProjectSummaryTask.Name, 1, 5)
For Each t In activeproject.Tasks
If Not t Is Nothing Then
If t.ExternalTask = False And InStr(1, t.Name, PrjNam) = 0 Then
t.Name = PrjNam & " - " & t.Name
End If
End If
Next t
End Sub

Once the files are cleaned up, then you can create a consolidated master
by inserting each of the individual files as subprojects
(Insert/Project). From there you can use the grouping function to get
the isolated totals you want.

John
Project MVP

 

[Ms. Smith]

Thank you John. I am finally working on this again and unfortunately,
have additional questions.

These were built from either the template file, or using save as. How
do I actually run this Macro in MS Project?

Also, I am going to more than likely create a master project, however,
this will be my first time doing so. When I create the master project,
will any updates made to the original project files be reflected in
the Master automatically? Or will I need to update this information in
the Master a different way?

Thanks so much!

Ms. Smith

 

[Ms. Smith]

Hello Trevor!

I am looking on the Gantt, Task Usage and Resource Usage views. I do
not see a "Project" field anywhere. Am I just looking in the wrong
place?

Thanks!

Ms. Smith

 

[John]

Hello Trevor!

I am looking on the Gantt, Task Usage and Resource Usage views. I do
not see a "Project" field anywhere. Am I just looking in the wrong
place?

Thanks!

Ms. Smith

Ms. Smith,
The Project field is not normally displayed in either Usage view - you
will need to add it. Select the column before which you want to show the
Project field and then right click/Insert Column. Find the Project field
in the field name selection box and hit "OK".

John
Project MVP

 

[John]

Thank you John. I am finally working on this again and unfortunately,
have additional questions.

These were built from either the template file, or using save as. How
do I actually run this Macro in MS Project?

Also, I am going to more than likely create a master project, however,
this will be my first time doing so. When I create the master project,
will any updates made to the original project files be reflected in
the Master automatically? Or will I need to update this information in
the Master a different way?

Thanks so much!

Ms. Smith

Ms. Smith,
First of all, it appears you are fairly new to Project. May I suggest
you go to our MVP website at, http://www.mvps.org/project/links.htm, and
click on fellow MVP, Mike Glen's tutorials. There's a wealth of good
information there.

With regard to running the macro I posted. Follow these steps.
1. With Project open, go to Tools/Macro/Macros
3. When the Macros window appears, type "AddFilenameToTask" in the macro
name box. Note: there may or may not already be something in the box. If
there is, just type over it
4. Hit "Create"
5. Copy the code I posted into the Visual Basic edit window that
appears. The "Sub ..." and "End Sub" lines will already be present so
don't duplicate those when you paste in the code
6. Go to File/Save Global.MPT. That saves the macro to your Global so it
will be available to run against any Project file.

To actually run the macro, do the following:
7. Open the file you wish to modify with the macro
8. Go to Tools/Macro/Macros
9. Select the AddFilenameToTask macro from the list (it may be the only
one).
10. Hit "Run"

With regard to creating the master. The default under Insert/Project is
a dynamically consolidated master file. That means that the subprojects
are linked to the master and any changes made in either are reflected in
the other - as long a all files are saved when you are done.

Hope this helps.
John
Project MVP