Viewing people's nonworking time in Portfolio Analyser reports

[John]

I use Portfolio Analyser to create reports containing a status of all
running projects and the people assigned to these projects. Included
in the reports is a view of everybody's free time ("Work" -
"Availability"). This is used by management to see
who-is-available-when. To present a realistic view of people's free
time, I need to include their time away from work (vacation,
education, etc...). I have tried transferring nonworking time from
Outlook to the Project Server, but this time does not appear in the
abovementioned "free time" report. Any ideas on how to solve this
problem (without creating a separate project plan containing
everybody's time away from work, which I have used, but results in
management overhead keeping it up-to-date)?!?

 

[Gary Chefetz [MVP]]

John:

In order to get this to the cube without a lot of custom coding, you should
model this in Administrative projects. In other words, create a project that
contains these categories as tasks and assign resources to them
appropriately. Here are some key points:

Used fixed duration tasks
Set the duration of the project and the tasks to a logical accounting period
like quarter, half-year, or year
Assign resources at your standard discount rate for availability
Planned vacation time should always be added to resource calendars, not in
the administrative plan, however actual time taken can be captured there.

This has the added benefit of allowing resources to report what actually
happened and you and your stake holders can compare planned to actual.

--
Gary Chefetz [MVP]
http://www.msprojectexperts.com

*** Remember to look for line breaks in links posted to the news group, use
cut and paste for these.

 

[John]

Gary, thanks for your quick answer.
I'm aware that planned out-of-office time should be kept up-to-date in
the resources calenders (I use this "feature" already), which again
will have an impact on their available time to do project work.
However, if resource X is away e.g. the first two weeks in August
(resulting in his availability dropping to half his normal
availability), and this is updated in his calender (and consequently
in the Portfolio Analyser report) I can still only see that he is
available 50%, but not on which dates in August. As i see it,
maintaining a separate administrative project, where resources can log
their spent out-of-office time, does not help me in planning ahead,
when I need to book resource X for work on specific dates in August.
This administrative project "only" helps to trace if the resources'
actual out-of-office time is the same as their planned out-of-office
time.
I am looking for a way for the resources themselves to update their
out-of-office time, which again will be logged (preferably as specific
as on a day-to-day basis) in Project Server and the Portfolio Analyser
report described in my previous message.
Regards
John

 

[Leo]

Tried this:

You can try input the work/ actual work from your MS Project Pro (Task /
Resource Usage View).
If you input the "actual work" you can "Re-Publish" (Collaborate | Publish |
RePublish Assignments) this project which contain tasks such as Leave, Sick,
etc, and don't forget to select the "overwrite the actual entered by
resources" option while you re-publish this project.
After that, update your OLAP Cube again.

Pls share the status again to us.