Reviewing Assignment Information
by Teresa S. Stover, Bonnie Biafore, and Andreea Marinescu
Microsoft® Project 2010 Inside Out
- Microsoft® Project 2010 Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Introduction
- I. Project Fundamentals
- 1. Introducing Microsoft Project 2010
- 2. Understanding Projects and Project Management
- II. Developing the Project Plan
- 3. Starting a New Project
- Getting from Idea to Proposal to Project
- Focusing the Project Vision
- Creating a New Project Plan
- Entering Tasks
- Sequencing and Organizing Tasks
- Organizing Tasks into an Outline
- Setting Up Your Work Breakdown Structure
- Adding Supplementary Information to Tasks
- 4. Viewing Project Information
- Understanding Project Information Categories
- Accessing Your Project Information
- Switching Between Views
- Using Views
- Scheduling with Gantt Charts
- Highlighting Tasks with the Timeline
- Flowcharting with Network Diagrams
- Visualizing the Project with the Calendar
- Reviewing Assignments with the Team Planner
- Charting Team Availability with the Resource Graph
- Tabling with Sheet Views
- Timesheeting with Usage Views
- Seeing Details with Forms
- Cross-Referencing with Combination Views
- Using Tables
- Using Fields
- Arranging Your Project 2010 Window
- Navigating to a Specific Location in a View
- Rearranging Your Project Information
- 5. Scheduling Tasks Manually or Automatically
- 6. Building Your Schedule
- 7. Setting Up Resources in the Project
- Understanding the Impact of Resources in the Plan
- Adding Resources to the Project
- Removing a Resource from the Project
- Identifying Tentative, Generic, or Budget Resources
- Setting When Resources Are Available for Work
- Adding Detailed Resource Information
- 8. Assigning Resources to Tasks
- Assigning Work Resources to Tasks
- Assigning Material Resources to Tasks
- Assigning Cost Resources to Tasks
- Reviewing Assignment Information
- Changing Resource Assignments
- Contouring Resource Assignments
- 9. Planning Resource and Task Costs
- 10. Checking and Adjusting the Project Plan
- Working with the Critical Path and Critical Tasks
- Controlling Schedule Changes with Task Types
- Bringing in the Project Finish Date
- Reducing Project Costs
- Balancing Resource Workloads
- Changing Project Scope
- Reviewing the Impact of Changes
- Obtaining Buyoff on the Project Plan
- 3. Starting a New Project
- III. Tracking Progress
- 11. Setting a Baseline and Updating Progress
- Saving Original Plan Information Using a Baseline
- Updating Task Progress
- Updating Actual Costs
- 12. Responding to Changes in Your Project
- 11. Setting a Baseline and Updating Progress
- IV. Reporting and Analyzing Project Information
- 13. Reporting Project Information
- Establishing Your Communications Plan
- Using Views to Report Project Information
- Generating Text and Visual Reports
- Generating the Right Reports
- Summarizing with Overview Reports
- Focusing on Tasks with Schedule Progress Reports
- Using the Unstarted Tasks Report
- Using the Tasks Starting Soon Report
- Using the Tasks In Progress Report
- Using the Completed Tasks Report
- Using the Should Have Started Tasks Report
- Using the Slipping Tasks Report
- Using the Baseline Report in Visio
- Using the Baseline Work Report in Excel
- Using the Task Status Report in Visio
- Using the Budget Work Report in Excel
- Analyzing Budget Status with Cost Reports
- Using the Cash Flow Report
- Using the Cash Flow Report in Excel
- Using the Cash Flow Report in Visio
- Using the Baseline Cost Report in Excel
- Using the Budget Report
- Using the Budget Cost Report in Excel
- Using the Resource Cost Summary Report in Excel
- Using the Overbudget Tasks Report
- Using the Overbudget Resources Report
- Using the Earned Value Report
- Using the Earned Value Over Time Report in Excel
- Evaluating Resource Allocation with Assignment Reports
- Using the Who Does What Report
- Using the Who Does What When Report
- Using the To-Do List
- Using the Overallocated Resources Report
- Using the Resource Availability Report in Visio
- Using the Resource Work Availability Report in Excel
- Using the Task Usage Report
- Using the Resource Usage Report
- Using the Resource Work Summary Report in Excel
- Using the Resource Remaining Work Report in Excel
- Using the Resource Status Report in Visio
- Revising a Built-In Report
- Building a Custom Report
- Saving Project Data Fields
- Sharing Project Reports Electronically
- 14. Analyzing Progress Using Earned Value
- 13. Reporting Project Information
- V. Managing Multiple Projects
- 15. Managing Master Projects and Resource Pools
- Structuring Master Projects with Subprojects
- Consolidating Project Information
- Opening Multiple Project Files as a Set
- Sharing Resources by Using a Resource Pool
- 16. Exchanging Information Between Project Plans
- 15. Managing Master Projects and Resource Pools
- VI. Integrating Project 2010 with Other Programs
- 17. Exchanging Information with Other Applications
- 18. Integrating Project 2010 with Excel
- 19. Integrating Project 2010 with Visio
- 20. Integrating Project 2010 with Outlook
- 21. Collaborating as a Team by Using SharePoint
- Creating a Project Tasks List on a SharePoint Site
- Exchanging Project Information with SharePoint
- Synchronizing Changes Between Project and SharePoint
- Opening and Viewing Connected Project Information
- Collaborating with Team Members on Task Updates
- Assigning Tasks to Team Members
- Updating Task Progress
- Updating Task Progress in SharePoint
- Updating Task Progress in Project
- VII. Managing Projects Across Your Enterprise
- 22. Understanding Enterprise Project Management
- 23. Administering Your Enterprise Project Management Solution
- Signing In and Out
- Configuring Project Server Security
- Administering the Enterprise Resource Pool
- Establishing the Enterprise Portfolio
- Setting Up Project Workflows
- Standardizing Enterprise Project Elements
- Setting Up Team Member Work Pages
- Managing Pages, Views, and Reports
- 24. Managing Enterprise Projects and Resources
- Connecting to Your Project Server
- Working with Enterprise Projects
- Following a Project Workflow
- Building Your Enterprise Project Team
- Finding Resources to Meet Your Needs
- Building Your Project Team in Project Professional
- Building Your Project Team in Project Web App
- Identifying Resource Attributes by Using Custom Enterprise Fields
- Using Generic Resources as Placeholders
- Adding a Team Assignment Pool to Your Project Resource List
- Finding Enterprise Resources That Meet Specific Criteria
- Review Resource Assignments and Availability
- Replacing an Existing Project Resource with an Enterprise Resource
- Matching an Existing Project Resource
- Matching and Replacing Generic Resources
- Proposing Tentative Resources
- Assigning Tasks to Enterprise Resources
- Finding Resources to Meet Your Needs
- Collaborating with Your Project Team
- 25. Participating on a Team Using Project Web App
- Getting Started with Project Web App
- Working with Your Assignments
- Submitting Text-Based Status Reports
- Logging Time by Using Timesheets
- Working with Issues and Risks
- Setting Up E-Mail Reminders and Outlook Tasks
- Managing Resources in Project Web App
- 26. Making Executive Decisions Using Project Web App
- 27. Managing and Analyzing Project Portfolios
- VIII. Customizing and Managing Project Files
- 28. Customizing Your View of Project Information
- Customizing Views
- Changing the Content of a View
- Creating a New View
- Saving a View
- Changing Text Formatting in Views
- Formatting a Gantt Chart View
- Modifying the Timescale
- Modifying a Network Diagram
- Modifying the Timeline
- Modifying the Team Planner
- Modifying the Resource Graph
- Modifying the Calendar
- Modifying a Sheet View
- Modifying a Usage View
- Customizing Tables
- Customizing Fields
- Working with Outline Codes
- Customizing Groups
- Customizing Filters
- Sharing Customized Elements Among Projects
- Customizing Views
- 29. Customizing the Project 2010 Interface
- 30. Automating Your Work with Macros
- 31. Standardizing Projects by Using Templates
- 32. Managing Project Files
- Saving Project Files
- Opening Project Files
- Saving and Opening with Different File Formats
- Comparing Project Plans Side by Side
- Safeguarding Your Project Files
- 28. Customizing Your View of Project Information
- IX. Appendixes
- D. Index to Troubleshooting Topics
- E. About the Authors
- Index
- About the Authors
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
There are several ways to look at resource assignments. You can switch to a usage view, which shows assignments for each task or assignments for each resource. You can also add a form to your Gantt Chart or other task view and review assignment information in relation to selected tasks.
You can see work assigned to resources in either the Task Usage or Resource Usage views. As shown in Figure 8-16, the Task Usage view lists assignments by tasks. The information for each assignment is rolled up, or summarized, in the row representing the task. To switch to the Task Usage view, click View, Task Views, Task Usage.
As shown in Figure 8-17, the Resource Usage view lists assignments by resources. The information for each assignment is rolled up, or totaled, in the row representing the resource. To switch to the Resource Usage view, click View, Resource Views, Resource Usage.
Either usage view is great for reviewing assignment information. Which one you use depends on whether you want to see assignments within the context of tasks or resources.
The usage views are the only two views in which you can see detailed assignment information. From these two views, you can also access the Assignment Information dialog box, shown in Figure 8-18. To display the dialog box, click the assignment for which you want to see detailed information, and then click Format, Assignment, Information.
Figure 8-18. You can open the Assignment Information dialog box by double-clicking an assignment in the Task Usage or Resource Usage view.
Note
You can enter a note about an individual assignment. In the Task Usage or Resource Usage view, click the assignment. On the Format tab, in the Assignment group, click Notes. The Notes tab in the Assignment Information dialog box appears. Type the note, and then click OK. The Notes indicator appears in the Indicators column of the usage view.
Troubleshooting: The Assignment Information dialog box does not open
If you’re working in the Task Usage view or Resource Usage view and you want to open the Assignment Information dialog box, be sure that you actually have selected an assignment. In the usage views, assignments appear under the task name or resource name. If you double-click the task or resource name at the summary level, the Task Information or Resource Information dialog box opens.
Instead, double-click the assignment under that summary level. In the Task Usage view, the summary level shows the task name, and the subordinate assignment level shows the resource names. Those are the resources assigned to the task; that is, the task’s assignments. If you double-click a resource name in the Task Usage view, the Assignment Information dialog box appears.
In the Resource Usage view, the same principle applies. The summary level shows the resource name, and the subordinate assignment level shows the task names. Those are the tasks to which this resource is assigned; that is, the resource’s assignments. If you double-click a task name in the Resource Usage view, the Assignment Information dialog box appears.
You can use different types of forms under the Gantt Chart or other task view to see detailed information about assignments. To do this, first display the task view you want. Then on the View tab, in the Split View group, select the Details check box. As shown in Figure 8-19, the Task Form appears as the lower pane.
Figure 8-19. Detailed task and assignment information is shown in the Task Form in the lower pane for the task selected in the Gantt Chart in the upper pane.
Note
Adding details to the Gantt Chart produces the same result as applying the Task Entry view, which is a built-in combination view made up of the Gantt Chart and the Task Form. On the View tab, in the Task Views group, click Other Views, and then click More Views. In the dialog box, click Task Entry, and then click Apply.
With the Task Form, you can easily see all schedule-related information—including duration, task type, units, assigned resources, and work—for the selected task in the Gantt Chart. Click the Previous or Next button to move to different tasks.
In the Task Form, the default table information includes resources on the left and predecessors on the right. You can change which categories of information are shown. To do this:
Click in the lower pane to make the form the active pane.
On the Format tab, in the Details group, click the information you want to see in the form—for example, Schedule or Work.
You can also simply right-click in the form, and then click the categories of information you want to see.
You can see more detailed information about resources assigned to the selected task by applying the Resource Form as the lower pane under a task sheet. To apply the Resource Form:
In the lower pane, right-click the view title bar.
In the drop-down menu, click More Views.
In the dialog box, click Resource Form, and then click Apply.
In the Resource Form, you can review detailed information about the resources assigned to the task selected in the task sheet in the upper pane, as shown in Figure 8-20. This data includes availability and cost information.
By default, schedule information is shown in the table area. To change the category of table information, right-click the form, and then click a category such as Cost or Work. Click the Previous or Next button to move to the resources assigned to the current task.
Note
To return to a single-pane view, double-click the split bar dividing the two panes. Another method is to right-click in the form, and then click Show Split to turn it off. And here’s a third method: On the View tab, in the Split View group, clear the Details check box.
Show Assignment Information Under a Resource View
You can also show details about resources and assignments under a resource view. Display the Resource Sheet, which is often the most useful view to be paired with a resource form. On the View tab, in the Split View group, select the Details check box. The Resource Form appears as the lower pane under the Resource Sheet. The information in the Resource Form corresponds with the selected resource in the Resource Sheet.
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