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Demystifying Custom Reports (Part 1) - MPUG 

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How to create and customize reports in microsoft project 2016 - part 1 free. Microsoft Project 2016 Tutorial for Newbies

 

Classic reports were table based and textual representations of your schedule. When creating one of these, the result was a printed out version of your data. I liked the style and format of these reports, but it was difficult to create a version that represented the schedule like you wanted it to. Visual reports are great! You can extract content from a schedule and further analyze it in your favorite reporting tool: Microsoft Excel!

Oh, and you can also use Visio. By utilizing visual reports, you see your data structured in a way most people are familiar with now a days. The data extract creates pivot tables and pivot graphs in MS Excel. Furthermore, you can create your own customized visual reports. The application received this upgrade in the version.

Modern reports provide you with a canvas on which you can create Excel-like visuals, based on either task or resource information. For now, know that these reports come in a wide variety related to different important schedule related topics. I particularly like the dashboards because they give you valuable information on your schedule in a visual appealing manner. Without baseline values, any report you create will only hold the current planned and actual values.

There are no variance calculations or officially approved data available to use in comparison. This leaves a lot to be desired for good reporting. Therefore, make sure you set the baseline. Navigate to the Project Tab, select Set baseline, select set baseline… again, and then in the next menu click on OK.

Earlier, I mentioned that the modern reports give you the option to create Excel-like visuals. The cool part here is that any visual you create is exchangeable in other Office applications such as Microsoft Word and Microsoft PowerPoint. Simply create a visual and select it.

You can easily feed your monthly reports most of the time these are PowerPoint or Word driven with quality data coming right from your schedule. If you look closely at the second image you will see that after pasting the visual in Word, I still have all the rich reporting capabilities as I had in MS Project. Then I can change the look and feel, or add visual elements such as a chart title or data lables. The next step, now that we know how to generate great reports, and have provided a baseline for the original intended schedule progress, is all about updating the schedule.

Use this report to view a bar graph with remaining work and actual work for each work resource, illustrated in work units. Use this report to view a diagram of the work and cost values for each of your project's resources. The percent of work complete is indicated by the shading in each of the boxes on the diagram. The shading gets darker as the resource nears completion of the assigned work.

On the Project tab, in the Reports group, click Visual Reports. In the Visual Reports dialog box, on the All tab, click the report that you want to create. If the report that you want to create is not listed, select the Include report templates from check box, and then click Modify to browse to the location that contains your report. Tip: If you know which category contains the report, you can click that category's tab to view a shorter list of reports.

If you only want to list reports that open in either Excel or Visio, select or clear the Microsoft Excel or Microsoft Visio check box. To change the level of usage data included in the report, select Years , Quarters , Months , Weeks , or Days from the Select level of usage data to include in the report list.

Note: By default, Project sets the level of usage data to what it recommends for your project's size. For most projects, this will be weeks. If you choose to include data at a more detailed level, report performance may be decreased. For best performance, if you are viewing multiple reports for the same project at one time, refrain from changing the data level. If you change the data level, the temporary reporting database stored locally must be recreated.

If you don't need to include usage data in your reports, set the data level to Years for best performance. In the Visual Reports dialog box, on the All tab, click the report that you want to edit. If you only want to list reports that open in either Excel or Visio, select or clear the Microsoft Excel or Microsoft Visio check boxes.

On the Visual Reports - Field Picker dialog box, some fields are identified as dimensions. It is important to select fewer than six dimensions for your report.

If you select more than six dimensions, report performance is significantly decreased. Not all fields are available in all reports.

Some fields are only available in Visio reports, but not in Excel reports. If you are unable to locate the field you want to include on the Visual Reports - Field Picker dialog box, it may be stored in a different category of data. For example, many fields that you might think of as Task Summary fields are actually Assignment Summary fields. In the Select Data Type section, select the type of data that you want to use in the report.

Click Add to move them to the Selected Custom Fields box. If you have the English version of Office Project installed, you have the option to create a Visio template that uses U. Some fields are only available in Visio reports, and not in Excel reports. Templates saved in the default template location automatically appear on the Visual Reports - Create Report dialog box. If you begin using a different language pack after saving a custom visual report template, the template remains available but is not populated.

The original field names are not recognized in the new language and are not included in the report. You can select specific data to export within a category OLAP cube , or you can export all project data as a reporting database.

In the Save Reporting Cube section, select the category that contains the type of data that you want to save. Click Field Picker to modify the fields included in the list of data to export. Browse to the location where you want to save the cube data, and then click Save. Browse to the location where you want to save the database, and then click Save. In the top right corner, select the three dots When you see the message " All done!

We've exported [your project name]. When you open the Excel file containing your project, you'll see a worksheet named "Project tasks" that contains a summary of project-wide information at the top, including its name, project manager, and the start and finish dates, duration, and percent complete for the whole project.

You'll also see what date it was exported. Under that, you'll see a table of all the information for your project.

Import and analyze data. Create a PivotTable to analyze worksheet data. Ideas in Excel. Important: You'll need a Power BI subscription and a Project subscription in many cases to use this reporting tool. See the following section for details. See Power BI Pricing for more information. Create report.

Click the Report tab. Work with your report Change the data in a report Example Change how a report looks Example Make your own report Share a report Make a new report available for future projects More ways to report project info Change the data in a report You can choose the data that Project shows in any part of a report. Click the table or chart you want to change.

Task Usage category The following table describes the visual reports in the Task Usage category. Excel When managing a project in Project for the web, export your project to Excel allows you to: Create reports and visuals Send a file containing project details to external stakeholders Archive copies of your project data for audit and compliance Print copies of your project Here's how to export your project: Go to project.

One benefit of MS Project is that it can calculate the time it will take a person to complete a task based on their availability. If an important part of the project needs to be done quickly, you can assign multiple people and the program will estimate the time needed to complete the task accordingly.

This also alerts the people assigned to the project to the time that is required of them. Click the Gantt chart icon in top left corner of the window. Open the Task Form You should still be in the View tab. Click the Details box in the ribbon. The Task Form should appear on the lower half of the screen.

Click the box under Resource Name and choose a resource from the drop-down menu. Then click OK. You can add another person to the same task by clicking the area under Resource Name and choosing the name you want. Click OK. As you assign tasks, the amount of time will be added to the Gantt chart.

Note: Clicking the Next button located on the right side of the OK button will load the next task in the Gantt chart. When scheduling tasks with Microsoft Project, you have two options. You can assign and track tasks manually, or use the automatic feature to schedule tasks based on dependencies, calendars, and constraints. Learn how to use the automatic feature below: 1.

Click Edit project settings. The default is set to Manually Scheduled. Select and click Auto Scheduled and click the OK button. To create task dependencies in Microsoft Projects, link any two tasks in Gantt chart view. When linked, all changes made to the first task affect the second. Select Tasks to Link Click the Task tab in the menu bar. Identify the two tasks in the list that you want to link.

Click the first task and press and hold the Ctrl key and select the second task. Click the chain icon in the ribbon to link the tasks. Once you have entered your timeline and resource information, you can use Microsoft Project to run a cost overview with the Reports tab.

Select the Report Tab Click the Report tab to get a quick overview of the reports you can run. To track the progress of your Microsoft Project, ensure that you keep the status of tasks updated at all times. Mark tasks on track, and use the completion percentage tools to note which tasks are on time or behind schedule.

Click a task that you want to update. If the task is on track, click the Mark on Track button in the ribbon. Use Predetermined Percentages to Track Tasks To the left of the Mark on Track option, there are percentages that you can use to denote the progress of a task.

Update Tasks Sometimes tasks fall behind or get accomplished ahead of schedule.