To do list reports with Linked / Inserted projects

[Dangle]

Hi,

I'm pretty new to using Microsoft Project, and have a team of managers all
using it. Unfortunatly its like the blind leading the blind when it comes to
technical questions as we are all self taught!

I have a master project file, into which I have inserted all my teams
projects - this gives me a great overview of what everyone is doing.

My issue is that when I want to generate reports showing tasks - like a to
do list report the drop down box that I would normally select a resource
(team members) name from is EMPTY....

I would love some advise on how to sort this, as the number of projects is
ballooning and an overview of workload acorss projects is really important
for me.

I may be linking into projects wrong - what I do is click on a blank line in
my master project plan and then click on INSERT-PROJECT, then navigate to
their project files.

Cheers everyone!

 

[John]

Hi,

I'm pretty new to using Microsoft Project, and have a team of managers all
using it. Unfortunatly its like the blind leading the blind when it comes to
technical questions as we are all self taught!

I have a master project file, into which I have inserted all my teams
projects - this gives me a great overview of what everyone is doing.

My issue is that when I want to generate reports showing tasks - like a to
do list report the drop down box that I would normally select a resource
(team members) name from is EMPTY....

I would love some advise on how to sort this, as the number of projects is
ballooning and an overview of workload acorss projects is really important
for me.

I may be linking into projects wrong - what I do is click on a blank line in
my master project plan and then click on INSERT-PROJECT, then navigate to
their project files.

Cheers everyone!

Dangle,
If you are all self taught, then it is indeed a case of the blind
leading the blind. Project is not an intuitive or user friendly
application like other Office applications. I suggest you find a good
tutorial or training class. Even then it will take lots of hands on work
to get a handle on how Project works. For starters you could take a look
at fellow MVP, Mike Glen's Project tutorials which can be found on our
MVP website at, http://www.mvps.org/project/faqs.htm. For on-line
training, check out, http://msprojectexperts.com.

I'm not that big a fan of the built-in reports but some users find them
useful. With regard to the To-Do-List report. First, which version of
Project are you using? What updates do you have installed? You mention a
drop down box for selecting resource names for the to-do-list. There is
no drop down box when using that report, but there is a user input box
generated by the filter associated with that particular report. Is that
what you are referring to?

It sounds like the process you used to create the master file is ok. You
just need to be careful when you insert a new project to make sure it
doesn't get indented below another subproject that is already in the
master. The best approach is to use Insert/Project and then select ALL
the subprojects to be inserted at one time. You also need to be aware
that a master file does not actually contain each of the subprojects.
The master only contains pointers to each of the individual subprojects.
The master may or may not have tasks of its own. And then there is the
issue of where are the resources. Are they in the master? Are they in
each subproject? Or, are they perhaps in a separate resource pool file?

As I said, lot's of stuff to learn.

John
Project MVP

 

[Dangle]

Hi John,

Thanks for the reply. I am using Project 2007. The drop down box I refer to
is on a pop up box entitled "Using Resource" and then above the drop down box
it says, "Show Tasks Using".

I think you have hit the nail on the head with my understanding - I didn't
know that items do not sit as part of the master project plan, merely a
pointer to the data elsewhere - this would explain why the report isn't
finding anyone.

My work around will be to have two master project plans - 1 will have all
the links to the other projects, and the other will be oversaved each time I
want a report - and it will have all the "Link to Project" box unticked in
the project properties thereby dropping the data into the report for real -
enabling me to run reports!

I'll look into training, and will review the FAQ's and online tuturials -
thanks for the links. I have also bought project 2007 10 in 1 for dummies...
I'm not a massive fan - but it might give me such much needed context!

Cheers again!

Dangle

 

[John]

Hi John,

Thanks for the reply. I am using Project 2007. The drop down box I refer to
is on a pop up box entitled "Using Resource" and then above the drop down box
it says, "Show Tasks Using".

I think you have hit the nail on the head with my understanding - I didn't
know that items do not sit as part of the master project plan, merely a
pointer to the data elsewhere - this would explain why the report isn't
finding anyone.

My work around will be to have two master project plans - 1 will have all
the links to the other projects, and the other will be oversaved each time I
want a report - and it will have all the "Link to Project" box unticked in
the project properties thereby dropping the data into the report for real -
enabling me to run reports!

I'll look into training, and will review the FAQ's and online tuturials -
thanks for the links. I have also bought project 2007 10 in 1 for dummies...
I'm not a massive fan - but it might give me such much needed context!

Cheers again!

Dangle

Dangle,
You're welcome and thanks for the feedback. Just one comment about your
dual master plan concept. If you have links between tasks in the
subprojects (i.e. external predecessors/successors), they will be lost
when you unlink the subprojects for the static master to make your
reports.

John
Project MVP