Viewing vacation days entered on resource calendars

[M. Schmidt]

Hello,
I’ve been digging around in Project 2007 Professonal and can’t figure out
how to get the information I’m looking for. In my workplan, all my resources
are setup using the Standard calendar which has holidays and the weeks of
Christmas and New Years blocked out as Non-Working time because we wanted to
acccount for the fact that so many people take vacations during that time
when we were working out the project schedule earlier in the year and didn't
know yet exactly who would be taking vacation time and which days they would
be out. Now that the holiday season is closer and people are firming up their
vacation plans, I want to change the weeks of Christmas and New Year’s back
to regular working time on my Standard calendar except for the holidays
themselves and just manage vacation days at a resource level. I have
vacations entered for some of my resources, but I’m not sure if I have
EVERYONE’S vacation schedule in there yet or not.

I’m trying to figure out if there’s a way I can see a View, or a Report, or
get an Export that shows all the Working Time Exceptions I’ve listed for each
resource. Is there a way I could get that information so I can verify that I
have everyone’s vacation scheduled entered without having to open up each
individual resource record? Can I even get this information without having to
create a custom SQL query against the database itself?

Thanks in advance,
Misty

 

[Projectability]

Misty,

Assuming you edit your Standard Base calendar all your resources should
"inherit" the most up to date working and non-working days whilst any edits
you have made to their individual vacations will be retained.

If you go to the Resource View you can add additional fields to the
timephased display - I tend to add remaining availability and
overallocation - in any vertical time slice a resource can exhibit one of
four states.

1: No scheduled work, with remaining availability
2: Some work and some remaining availability
3: Too much work, no remaining availability and an overallocation
4: No work and no availability due to either the base calendar observing a
statutory vacation or the individuals calendar having exception dates

Of the 4 states I find 4: is the one I like the most.

If you are using Project Server 2007 I have written an article on how to
report resource time off due to vacations using OLAP Cube data, it is in the
download library on my website.

I hope this helps.

--
Dominic Moss

Projectability - Helping People achieve more with Microsoft Project

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[JulieS]

Hello Misty,

You can get a report to show "exceptions" on resource's calendars
pretty easily. Choose Report > Reports and double click on Custom.
Select the "Who Does What" report in the list and click Copy. Name
the report "Resource Calendars" or whatever you like. Click the
Details tab and uncheck "Schedule" under Assignment. Check
"Calendar" under Resource. You may wish to click the Sort tab and
sort by name instead of ID. Click OK to close the Resource report
dialog. The report should now show in the list. Preview or print
as needed.

The report may also be copied to the Global template for Project
through Tools > Organizer.


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]

Hi Misty,

It appears as though there is some delay with posts appearing here. Below
is a message I posted awhile ago through another avenue. I hope it helps.
-----------------------------------

You can get a report to show "exceptions" on resource's calendars
pretty easily. Choose Report > Reports and double click on Custom.
Select the "Who Does What" report in the list and click Copy. Name
the report "Resource Calendars" or whatever you like. Click the
Details tab and uncheck "Schedule" under Assignment. Check
"Calendar" under Resource. You may wish to click the Sort tab and
sort by name instead of ID. Click OK to close the Resource report
dialog. The report should now show in the list. Preview or print
as needed.

The report may also be copied to the Global template for Project
through Tools > Organizer.


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