Microsoft Office Project and Project Server Reporting. June 24 th, 2009 Rich Weller, MBA, PMP, MCTS, MCITP Principal Consultant, Pcubed

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1 Microsoft Office Project and Project Server Reporting June 24 th, 2009 Rich Weller, MBA, PMP, MCTS, MCITP Principal Consultant, Pcubed

2 Agenda Reporting with Microsoft Project Views Static Reports Visual Reports Reporting with Microsoft Project Server PWA Data Analysis Microsoft Excel Microsoft SQL Server Reporting Services

3 About Pcubed Our Origins Ann Arbor Chicago Seattle San Francisco Established 1994, 350 consultants worldwide Los Angeles Denver Toronto New York Paris London Cologne Hong Kong Our Clients Global leaders in helping organizations conceive, manage and deliver the most challenging projects Over 950 clients in the private and public sector, including over 100 of the Fortune 500 High-profile projects: Athens Olympics 2004, FIFA 2006 German World Cup, London Olympics 2012 Brisbane Our Partners Melbourne Sydney Canberra Pcubed s Services - A full portfolio of program management-focused services to help our Clients address their most critical business challenges. Portfolio Management Portfolio Optimization Benefits Management Portfolio Delivery Management Associates Program Leadership Disciplined Delivery Program Definition and Setup Program Governance and Control Program Delivery Program Assurance Program Recovery Capability Planning Process Solutions Tool Solutions PMO Setup and Delivery

4 Reporting with Microsoft Project 4

5 Method 1 Views (on-screen) Views are probably the most powerful option for creating reports in Microsoft Project. They can be modified by: Changing Tables Grouping Filtering Sorting Altering Outline Levels Altering Timephased Scale Adding graphics to the gantt chart Dynamically modifying the font color 5

6 Demo Method 1 Views (on-screen) 6

7 Method 1 Views (on-screen) Sample ID % Complete Task Name Duration Start Finish Predecessors Resource Names % Install temporary water service 2 days Tue 1/6/09 Wed 1/7/09 2 Plumbing contractor % Set up site office 3 days Thu 1/8/09 Mon 1/12/09 20,21 G.C. superintendent,g.c. labor crew[10%] % Set line and grade benchmarks 3 days Tue 1/13/09 Thu 1/15/09 22 G.C. survey crew % Prepare site - lay down yard and temporary fencing 2 days Fri 1/16/09 Mon 1/19/09 23 Site grading contractor,g.c. labor crew[10%] % Mobilization Complete 0 days Mon 1/19/09 Mon 1/19/ % Site Grading and Utilities 35 days Tue 1/20/09 Mon 3/9/ % Clear and grub site 3 days Tue 1/20/09 Thu 1/22/09 22,25 Site grading contractor 28 0% Stone site access and temporary parking area 2 days Fri 1/23/09 Mon 1/26/09 27,24 Site grading contractor 29 0% Rough grade site (cut and fill) 1 wk Tue 1/27/09 Mon 2/2/09 28 Site grading contractor 30 0% Install storm drainage 2 wks Tue 2/3/09 Mon 2/16/09 29 Site grading contractor 31 0% Install exterior fire line and building fire riser 2 wks Tue 2/3/09 Mon 2/16/09 29 Plumbing contractor 32 0% Perform final site grading 2 wks Tue 2/17/09 Mon 3/2/09 30FF+1 day,31 Site grading contractor 33 0% Erect building batter boards and layout building 1 wk Tue 3/3/09 Mon 3/9/09 32 G.C. survey crew 34 0% Site Grading and Utilities Complete 0 days Mon 3/9/09 Mon 3/9/ % Foundations 33 days Tue 3/10/09 Thu 4/23/ % Excavate foundations 2 wks Tue 3/10/09 Mon 3/23/09 34 Site grading contractor[50%] 37 0% Excavate elevator pit 2 days Tue 3/10/09 Wed 3/11/09 33 Site grading contractor 38 0% Form column piers and spread foundations 4 days Tue 3/24/09 Fri 3/27/09 36 G.C. rough carpenter crew 39 0% Rough-in electric and plumbing in elevator 4 days Thu 3/12/09 Tue 3/17/09 37 Plumbing contractor,electric contractor 40 0% Form elevator pit walls 4 days Wed 3/18/09 Mon 3/23/09 39 G.C. rough carpenter crew 41 0% Set reinforcing and anchor bolts 4 days Mon 3/30/09 Thu 4/2/09 38 G.C. rough carpenter crew 42 0% Pour column piers and foundations 5 days Fri 4/3/09 Thu 4/9/09 41 G.C. concrete crew 43 0% Pour concrete elevator walls 1 day Tue 3/24/09 Tue 3/24/09 40 G.C. concrete crew 44 0% Cure elevator wall concrete 7 days Wed 3/25/09 Thu 4/2/09 43 G.C. labor crew[10%] 45 0% Cure piers and foundations 7 days Fri 4/10/09 Mon 4/20/09 42 G.C. labor crew[10%] 46 0% Strip wall forms 1 day Fri 4/3/09 Fri 4/3/09 44 G.C. labor crew[10%] 47 0% Strip column piers and foundation forms 3 days Tue 4/21/09 Thu 4/23/09 45 G.C. labor crew 48 0% Install pneumatic tube in elevator pit 3 days Mon 4/6/09 Wed 4/8/09 46 Elevator contractor 49 0% Prepare and pour concrete floor in elevator pit 1 day Thu 4/9/09 Thu 4/9/09 48 G.C. concrete crew 50 0% Foundations Complete 0 days Thu 4/9/09 Thu 4/9/ % Steel Erection 45 days Fri 4/24/09 Thu 6/25/ % Erect steel columns, beams, and joist - 1st and 2nd floors 2 wks Fri 4/24/09 Thu 5/7/09 47,17 Steel erection contractor 53 0% Erect steel columns, beams, and joist - 3rd floor and roof 2 wks Fri 5/8/09 Thu 5/21/09 52 Steel erection contractor 54 0% Install miscellaneous iron and bracing - 1st and 2nd floors 2 wks Fri 5/8/09 Thu 5/21/09 52 Steel erection contractor[75%] 55 0% Install miscellaneous iron and bracing - 3rd floor and roof 2 wks Fri 5/22/09 Thu 6/4/09 53 Steel erection contractor[75%] 56 0% Install stairs and miscellaneous iron railing 2 wks Fri 6/5/09 Thu 6/18/09 55 Steel erection contractor[50%] 57 0% Touch-up paint on steel 1 wk Fri 6/19/09 Thu 6/25/09 56 Steel erection contractor[20%] 58 0% Steel Erection Complete 0 days Thu 6/25/09 Thu 6/25/

8 Method 2 Views (Copy Picture) The Copy Picture option can be used to quickly move your on-screen report into Word, or Powerpoint Found under >Report, >Copy picture Or leverage the Copy Picture shortcut 8

9 Method 2 Views (Copy Picture) Select options within dialogue box 9

10 Demo Method 2 Views (Copy Picture) 10

11 Method 2 Views (Copy Picture) Sample ID % Complete Task Name Duration Start Finish 0 15%Commercial Construction 344 days Thu 1/1/09Tue 4/27/ % General Conditions 17 days Thu 1/1/09 Fri 1/23/ % Long Lead Procurement 70 days Wed 1/7/09 Tue 4/14/ % Mobilize on Site 10 days Tue 1/6/09 Mon 1/19/ % Site Grading and Utilities 35 days Tue 1/20/09 Mon 3/9/ % Foundations 33 days Tue 3/10/09 Thu 4/23/ % Steel Erection 45 days Fri 4/24/09 Thu 6/25/ % Form and Pour Concrete - Floors and Roof 85 days Fri 5/8/09 Thu 9/3/ % Carpentry W ork 15 days Fri 9/4/09 Thu 9/24/ % Masonry W ork 110 days Fri 6/5/09 Thu 11/5/ % Roofing 31 days Fri 10/30/09 Fri 12/11/ % W indow W all and Store Front Closures 60 days Fri 10/30/09 Thu 1/21/ % Building Finishes 80 days Fri 12/4/09 Thu 3/25/ % Elevators 40 days Fri 7/3/09 Thu 8/27/ % Plumbing 90 days Fri 11/6/09 Thu 3/11/ % Electrical 139 days Mon 8/17/09 Thu 2/25/ % Heating and Ventilating - AC 180 days Fri 7/3/09 Thu 3/11/ % Final Clean-up and Occupancy 60 days Fri 1/8/10 Thu 4/1/ % Complete Final Inspections 6 days Thu 4/1/10 Thu 4/8/ % Close out 13 days Fri 4/9/10 Tue 4/27/10 Qtr 3, 2008 Qtr 4, 2008 Qtr 1, 2009 Qtr 2, 2009 Qtr 3, 2009 Qtr 4, 2009 Qtr 1, 2010 Qtr 2, 2010 Qtr 3, 2010 Q Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 11

12 Method 3 Views (Print Screen) Some reports can only be created using the Print Screen option 12

13 Demo Method 3 Views (Print Screen) 13

14 Method 3 Views (Print Screen) Sample 14

15 Method 4 Static Reports Always been available from >View > Reports In Microsoft Project 2007 found under >Report, >Reports 15

16 Demo Method 4 Static Reports 16

17 Method 4 Static Reports Sample 17

18 Method 5 Visual Reports New to Microsoft Office Project 2007 Standard and Professional Editions Uses Microsoft Office Excel and/or Visio to provide dynamic graphical reports Visio - PivotDiagram Excel PivotTable and PivotChart 18

19 Visual Reports - Requirements Microsoft Office Project 2007 Microsoft.NET Framework V2.x Microsoft Office Excel 2003 or 2007 Microsoft Office Visio 2007 Professional 19

20 Starting Visual Reports Select Report > Visual Reports 20

21 Demo Method 5 Visual Reports 21

22 Method 5 Visual Reports Visio Sample 22

23 Method 5 Visual Reports Excel Sample Chart Pivot Table 23

24 Visual Reports Worthy Note It is possible to use a network folder to store standard templates 24

25 Method 6 Exporting Data to Excel 1. Open the project in MS Project 2. Click on >File, >Save As. Choose the location where you would like this file to be saved. 3. Click on the dropdown for Save as type and select Microsoft Excel Workbook (*.xls) 25

26 Exporting Data 4.Click on Save 5.The Project Export Wizard will open, click on Next 26

27 Exporting Data 6.Choose Selected Data and click on Next 27

28 Exporting Data 7.Choose New Map. Click on Next. 28

29 Exporting Data 8.Select Tasks and ensure Export includes headers. Click on Next. 29

30 Exporting Data 9.The Task Mapping dialogue box will appear. Click on the dropdown in the first row under From: Microsoft Office Project field and select ID. 30

31 Exporting Data 10. Click on the dropdown in the second row and input Name. 31

32 Exporting Data 11. Continue adding the following fields: ID Name Start Finish % Complete Resource Names 32

33 Exporting Data 12. Click on Next 13. Click on Save Map (for future reuse) 33

34 Exporting Data 14. Name this map, then click on Save. 34

35 Exporting Data 15. Click on Finish 35

36 Demo Method 6 Exporting Data To Excel 36

37 Method 6 Exporting Data to Excel Sample 37

38 Reporting with Microsoft Project Server 38

39 Method 7 Data Center View 39

40 Demo Method 7 Data Center View 40

41 Method 7 Data Center View Exported to Excel 41

42 Method 8 Project Details View 42

43 Demo Method 8 Project Details View 43

44 Method 8 Project Details View Exported to Excel 44

45 Method 9 Data Analysis View 45

46 Demo Method 9 Data Analysis View 46

47 Method 9 Data Analysis View Exported to Excel 47

48 Method 10 - Using Excel with Project Server Excel can connect to external data 48

49 Using Excel to Create a Simple Report II Select the SQL Server, Database and View 49

50 Demo Method 10 - Using Excel with Project Server 50

51 Method 10 - Using Excel with Project Server - Sample 51

52 Method 11 - Using SQL Reporting Services (SSRS) Launch Visual Studio Select >File, >New Project Choose Report Server Project Wizard 52

53 Using SQL Reporting Services (SSRS) Click on Edit Select Server and Database 53

54 Using SQL Reporting Services (SSRS) Build Query 54

55 Using SQL Reporting Services (SSRS) Select Report Type Design the Table 55

56 Using SQL Reporting Services (SSRS) 56

57 Using SQL Reporting Services (SSRS) It is possible to deploy this report

58 Using SQL Reporting Services (SSRS) Then view via the web 58

59 Demo Method 11 - Using SQL Reporting Services (SSRS) 59

60 Method 11 - Using SQL Reporting Services (SSRS) - Sample 60

61 Visual Reports References Produce a visual report of Project 2007 data in Excel us/project/ha aspx MSDN Visual Reports 61

62 Project Server Reporting References Microsoft Office Project 2007 SDK Using the Reporting Database Project Server Report Pack

63 Q and A Rich Weller Principal Consultant, Pcubed richard.weller@pcubed.com +1 (734)

64 For more information, please visit

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