Displaying multiple columns of shared data in separate mpp files

[garynooby]

Hi all, sorry but I can't find the answer in the existing threads - probably because I dont know the correct terms for it.
But basically I have a main file from which all my company's staff are listed. In this file the 2nd and 3rd column is name and role/position respectively. I use the resource usage view so the hrs are noted in the right panel.

My company deals with multiple projects every week which have multiple roles/positions in them. Each project gets its own mpp file (having them all in one is messy apparently), and these individual project files share and extract the resource lists from the main file. The only column that is shared however is the name.

When I start a new project file I share the resources and assign them to a task, but - in an ideal world - after I assign the staff Id like to be able to see what role each person is for and ideally if there are any over-allocations (preassigned tasks to the resource) without having to revert back over to the main resource file to check it. In the main resource file the over-allocation of staff is highlighted red (in the resource usage)

And just to give some context, I took over this resource schedule system from my predecessor but they left without giving any proper training and I've never used MSP before. Of course no-one else knows how to do it either
FYI its MSP 2007

Any help is greatly appreciated and would know hours off my work load flipping back and forth between files and trying to remember names for roles!

Thanks!
Gary

 

[JulieInMaine]

Hi Gary,

I'm not sure I understand completely how the files are set up. You note that you "share" the resources - are you using the Project > Resource Sharing > Share resources command? If so, you should be able to see all assignments in the shared file - as long as the resource pool file is open read/write.

The resource pool file should contain resources only - no tasks. And your sharer files should contain tasks - no resources. I would use the Group field in the resource pool file as the role/position descriptor.

Let us know a bit more about your set up.

Julie

 

[garynooby]

Thanks for the reply.
I am using the Share Resources command you mentioned in the project files, but when I assign a person to the task I can only look up the person by name. Then I confirm the person and they are listed under the task.
But ideally what Id like once that happens is the other info for that resource to show on the project file - specifically just one extra column of info (the role/position for that person that is displayed in the next column in the main resource list file).

The 2nd thing - it's a long shot, but I would like to see in the project file the task allocation of the person if they are already allocated to another task on another project (and see if they are over allocated). This part I don't think will work, based on my MSOffice intuition, but if the first problem should be possible to solve I guess?! I.E. if the names can be shared and visible then the other data on that resource should be possible to display...

Hope this clarifies.

Thanks!
Gary

 

[JulieInMaine]

If you use the Group field in the resource pool definition, you can filter the resource list by group using the Assign resources dialog box. I don't know what view you are referring to when you say "they are listed under the task." I'm guessing Task Usage view? If so, you should be able to add the Resource Group Field to the left side and see the role/position next to the assignment line.

You can see the task allocation of a resource in the Resource Usage view in the sharer file. Add the Project field to the view to see where the assignments are coming from.

 

[garynooby]

Thanks for the reply Julie, I don't see any group options in the task creation window (in the main resource list file we do use groups).
Here you can see what I mean

 

[garynooby]

Sorry, the image uploads failed.

 

[garynooby]

Sorry, third post lucky!

This view you can see the main mpp file with the resource listed (Role/Position is the coulmn of info Id like to see in the separate mpp files)

https://docs.google.com/file/d/0B3-LnwnKWoikeWM2cFJqWmt6Rlk/edit?ups=drive_web

This one you can see the separate project mpp file where tasks are created and resources assigned (note only the names are extracted from the shared central resource list file):

https://docs.google.com/file/d/0B3-LnwnKWoikczFWdEt0bnNpVkU/edit?ups=drive_web

https://docs.google.com/file/d/0B3-LnwnKWoikMV84b2dLZ1BsOWs/edit?ups=drive_web

this screenshot you can see how it looks finally (task usage), and the columns that are displayed. Ideally one of these columns would reflect the Role of the person assigned - instead of duration for example, Role of each person assigned would be seen (info taken from the source resource file).

https://docs.google.com/file/d/0B3-LnwnKWoikd05BLTRtYWdJVVk/edit?ups=drive_web

Hope that clears it up.

Thanks!

 

[JulieInMaine]

The Role/Position value needs to be in the Group field on the Resource Sheet view. Open the resource pool file, look at the Resource Sheet view. Add the Role/Position information for each resource in the Group field.

Save the pool file. Open the file you wish to assign resources to. Click the task. Click the Assign resources button. In the Assign Resources window, click the plus mark to the left of "Resource List Options" to open the filter choices. Click the drop down to the right under Filter By - select group. Enter the group to filter only those resources with a Role?Position in the Group field.

You may add the Resource Group field to the Task usage view.

Julie