Using project details in graphs / visio / powerpoint

[n lee]

I am trying to work out a way that I can grab the milestones dates and
resource allocation for a project and take this informatioin and use to
present high level timelines on project deliverables and resource allocations
across all resources in the project.

Any ideas ?

Thanks

 

[John]

I am trying to work out a way that I can grab the milestones dates and
resource allocation for a project and take this informatioin and use to
present high level timelines on project deliverables and resource allocations
across all resources in the project.

Any ideas ?

Thanks

n lee,
Wow, there are probably a dozen ways to approach this type of
presentation. Without having specific details, here are a few potential
approaches.
1. Use the Copy Picture feature to capture a summary line or filtered
view of the relevant data
2. Use the add-in for preparing PowerPoint presentations from Project
data. You can find this add-in by going to our MVP website at:
http://www.mvps.org/project/faqs.htm
and looking at FAQ 16 - Project viewer
3. Use VBA to capture the desired data and export it directly to the
presentation application
4. Use an export map to export Project data to Excel. Then create a
formatted report in Excel

Hopefully these suggestions will get you started.

John
Project MVP

 

[n lee]

Hey John

Love the PPT viewer and will use but........it doesn't really address the
issue that I had. Maybe I'd better explain more detail.

1. As PM's we are often asked to provide simple high level timelines for all
the phases etc. Now in Powerpoint, you'd line the phases together and draw 1
continuous line with all the phases ie not subtasks etc so that visually, you
can see start/end dates. (If I could send how I curreently do it it maybe
useful.)
2. Now 1) above is relatively simple for 1 project BUT if you have a program
of works (multiple projects), it's really painfully to initially create and
then to maintain / update.
3. Export to excel does not allow "task names" to be exported - it does not
seem to be mappable field and when I export summary, I don't get details on
the summary / subtasks.
4. Data analyse does not allow tasks to be exported - seems to be a tool
that is more resource related.

Hope this explains in more detail what I am trying to do. I'm grateful for
any assistance.

 

[John]

n lee,
I'm glad you like the PowerPoint viewer - I've never had an occasion to
use it so I don't really know what it does. With regard to your points,
see my inserted comments.

1. As PM's we are often asked to provide simple high level timelines for all
the phases etc. Now in Powerpoint, you'd line the phases together and draw 1
continuous line with all the phases ie not subtasks etc so that visually, you
can see start/end dates. (If I could send how I curreently do it it maybe
useful.)

If I understand this correctly you would like a single timeline
representing each sequential phase of a project. Project isn't really
set up to do this but there are some tricks that can be used to create
custom Gantt bars that show a rolled up summary line with phases. Some
of these techniques have been detailed in this newsgroup previously -
you might try doing a search if you are interested.

2. Now 1) above is relatively simple for 1 project BUT if you have a program
of works (multiple projects), it's really painfully to initially create and
then to maintain / update.

The problem I see here is trying to show to much generalized information
on a single line. Yes it probably can be done, but how meaningful is the
result? If it's just a simple timeline picture management wants, I might
just elect to do it in a graphics program. Of course, some VBA could
help automate the process.

3. Export to excel does not allow "task names" to be exported - it does not
seem to be mappable field and when I export summary, I don't get details on
the summary / subtasks.

What type of export map are you using? The Task Name field is pretty
basic and is nearly always part of any export from Project. An export
map will simply map selected Project fields to columns in Excel. The
exact data exported depends on how the map is set up. What "details" do
you want?

4. Data analyse does not allow tasks to be exported - seems to be a tool
that is more resource related.

The Analyze Timescale Data in Excel utility is for timephased data. It
wouldn't really be of any use when trying to create a simple static
timeline.

John