Managing Views

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As the Project Server administrator, you are responsible for creating and modifying the Project Center, Resource Center, Timesheet, and Portfolio Analyzer views, as well as setting permissions for users to see these views.

The following sections provide information on creating and modifying Project Center, Resource Center, and Timesheet views.

For details on creating or modifying Portfolio Analyzer views, see "Creating a Portfolio Analyzer View," on the CD accompanying this book.


Creating and Modifying a Project Center View

To create a Project Center view, you need to select Admin, Manage Views, Add View and then select the Project Center radio button.

To modify a Project Center view, you need to select Admin, Manage Views and then select the Project Center view that you want to modify and click Modify View.

graphics/new_icon.jpg

In Project 2003, you now have the ability to copy an existing view to modify a view.

The functionality and options associated with creating and modifying a Project Center view are identical, except that the view's current configuration information is displayed when modifying a view.

For example, if you want to add the Location enterprise project outline code to the Project Work view, you need to perform the following steps:

  1. In Project Web Access select Admin, Manage Views.

  2. Select the Work view underneath Project Center and then click Modify View. The screen to add or modify a Project Center view is divided into sections, as shown in Figure 25.1:

    • View Type The view type is already set to the Project Center view when you are modifying a Project Center view. However, you need to select it if you are creating a new Project Center view.

    • View Name and Description The view name must be unique. Pick a name that describes either the type of view or the view's user (s), so that users can easily recognize the view in the Project Center screen. The Description field is accessible only to the administrator, and it can be used to define the view in more detail.

    • Fields This section consists of two panes. The pane on the right side defines the Microsoft Project fields that are currently defined for the View. The left pane contains the list of Microsoft Project fields that are available for use in the view but have not yet been included. You can move fields between panes by selecting fields and clicking the Add, Remove, or Remove All buttons .

    • graphics/new_icon.jpg In the Field Width field just beneath the right pane, you can define the width you would like to display for the field to display in the view. The default is to allow Microsoft Project to automatically adjust the column width for the field.

      NOTE

      Three fieldsProject Name, Start, and Finishare predefined for Project Center views and cannot be removed.

    • After the desired fields have been added to the Project Center view, you can change the sequence in which the fields are displayed in the view by using the Up and Down buttons.

    • The top field in the right pane when you are defining the view will appear on the far left in the Project Center view, the second field from the top in the right pane will appear second from the left, and so on, when the view is displayed.

    • Splitter Bar graphics/new_icon.jpg The Splitter Bar feature allows you to choose where you would like the splitter bar to appear in the view. You can change the default number pixels displaying in the field.

    • Gantt Chart Format The Gantt Chart Format section allows you to choose the type of Gantt Chart or custom Gantt Chart you want to use to display information. The default Gantt chart value is Gantt Chart (Project Center). You can change this value by selecting the drop-down list box and selecting an alternative Gantt Chart value.

    • Grouping Format The Grouping Format section allows you to associate a unique grouping format with different views. You might want to do this to provide visual cues for users about the view that is being used. The default grouping value is timesheet. You can change this value by selecting the drop-down list box and choosing an alternative grouping value.

    • Default Group , Sort graphics/new_icon.jpg You can select the default groups and/or sorting order you would like to appear on the view. The user may change the group or sort when they use the particular Project Center view, and press the Revert button on the Filter, Group, Search section of the screen to return to the default settings.

    • Outline Levels graphics/new_icon.jpg You can select the default outline levels for this view. This feature allows the administrator to set a view from summary level views to full level detail views.

    • Filter You can optionally specify filters to be applied to a view when you define the view. If you specify a filter, it is applied to the raw data before the view is displayed. For example, you could filter the view to display only projects in Denver. There are four components to each filter:

      Field You can click the cell under the Field column header to see a drop-down list box of all fields that can be used as part of a filter.

      Operator You can click the cell under the Operator column header to see a drop-down list box of all the operators that can be used to test against the contents of the corresponding Field cell.

      Value This field specifies the value that is being tested by the operator.

      And/Or Up to three separate fields can be tested, if necessary, using logical And and Or operations. If you select And, the data must pass all tests for it to be excluded from the view. If you select Or, the data is excluded if any of the tests are passed. For example, if you specify Generic equals Yes And RBS equals USA.Denver, all resources that are both generic and have the location code USA.Denver are excluded. If you specify Generic equals Yes Or RBS equals USA.Denver, all resources that are either generic or have the location code USA.Denver are excluded.

    • Categories (Optional) You can control which users will be able to see and use the view by selecting and adding the desired categories. Users associated with categories that are defined as belonging to this view will then be able to see the view in the Project Center.

      The Categories section consists of two panes. The pane on the right side defines the categories that the view currently belongs to. The left pane contains the list of available categories. You can move categories between panes by selecting categories and clicking the Add, Add All, Remove, or Remove All buttons.

    Figure 25.1. You need to enter the information required to create a new Project Center view.

    graphics/25fig01.gif

  3. Select Enterprise Project Outline Code1 from the list of available fields. Click Add.

  4. Select Enterprise Project Outline Code1 at the bottom of the list of displayed fields, and click the Up button as many times as necessary to move the code where you want it to display in the project view.

  5. Click Save Changes.

  6. In Project Web Access navigate to Project Center and make sure the Work view is selected.

  7. Select the Filter, Group, Search tab, and from the Group By pull-down list, select Location. Your projects should now be grouped by location, as shown in Figure 25.2. Remember that your enterprise project outline codes may be named differently than the codes shown in the figure.

    Figure 25.2. Data (Work, for example) will roll up in the way it is grouped.

    graphics/25fig02.jpg

NOTE

You can use the horizontal scrollbar at the bottom of the project list to find newly added enterprise project outline code. Remember that you can change the column placement by using the Up and Down buttons in the Modify Views page (where you add or modify fields within a view).


Creating or Modifying a Resource Center View

Microsoft Project Web Access has one Resource Center view, called Resources Summary, installed and created by default in a standard implementation of the product set. You can create another Resource Center view by selecting Admin, Manage Views, Add View and then selecting the Resource Center radio button. As with the Project Center, you can copy an existing view to make modifications as well.

To modify a Resource Center view, you need to select Admin, Manage Views, and then select the Resource Center view that you want to modify and click Modify View.

The functionality and options associated with creating and modifying a Resource Center view are identical, except that the view's current configuration information is displayed when you are modifying a view.

To create or modify a Resource Center view, follow these steps:

  1. Using Project Web Access, log on as the administrator and select the Admin tab.

  2. Select Manage Views from either the main screen or the sidepane.

  3. To add a new Resource Center view, select Add View, and then select the Resource Center radio button. To modify an existing Resource view, locate the view in the list, select the view, and click Modify. The screen to add or modify a Resource Center View is divided into the sections, as shown partially in Figure 25.3:

    • View Type The view type is already set to the Resource Center view when you are modifying a Resource Center view. However, you need to select it if you are creating a new Resource Center view.

    • View Name and Description The view name must be unique. Pick a name that describes either the type of view or the view's user(s), so that users can easily recognize the view in the Resource Center screen. The Description field is accessible only to the administrator, and it can be used to define the view in more detail.

    • Fields: Select the Fields You Want Displayed in the View This section consists of two panes. The pane on the right side defines the Microsoft Project fields that are currently defined for the View. The left pane contains the list of Microsoft Project fields that are available for use in the view but have not yet been included. You can move fields between panes by selecting fields and clicking the Add, Remove, or Remove All buttons.

    • graphics/new_icon.jpg In the Field Width field just beneath the right pane, you can define the width you would like to display for the field to display in the view. The default is to allow Microsoft Project to automatically adjust the column width for the field.

      NOTE

      Two fieldsUnique ID and Resource Nameare predefined for the view and cannot be removed from a Resource Center view.

      After the desired fields have been added to the Resource Center view, you can change the sequence in which the fields are displayed in the view by using the Up and Down buttons.

      The top field in the right pane when you are defining the view will appear on the far left in the Resource Center view, the second field from the top in the right pane will appear second from the left, and so on, when the view is displayed.

    • Grouping Format You use the Grouping Format section to provide visual cues for users about the view that is being used. The default grouping value is Views. You can change this value by selecting the drop-down list box and choosing an alternative grouping value.

    • Default Group, Sort graphics/new_icon.jpg You can select the default groups and/or sorting order you would like to appear on the view. The user may change the group or sort when they use the particular Resource Center view, and click the Revert button on the Filter, Group, Search section of the screen to return to the default settings.

    • Outline Levels graphics/new_icon.jpg You can select the default outline levels for this view. This feature allows the administrator to set a view from summary level views to full level detail views.

    • Filter (Optional) You can optionally specify filters to be applied to a view when you define the view. If you specify a filter, it is applied to the raw data before the view is displayed. See the four components for applying a filter in the Filter subsection of "Creating and Modifying a Project Center View," previously in this chapter.

    • Categories Individual users, like views, are linked to categories. If a user belongs to the same category as a view, that user has access to the view.

      The Categories section consists of two panes. The right pane defines the categories that the view currently belongs to. The left pane contains the list of available categories. You can move categories between panes by selecting categories and clicking the Add, Add All, Remove, or Remove All buttons.

    • RBS Filter graphics/new_icon.jpg When the administrator checks the box to implement this filter, the resources listed in a view will be limited to the resources below the RBS level of the user who is viewing the resource list.

    Figure 25.3. You need to provide the information required to create a Resource Center view.

    graphics/25fig03.gif

  4. Click OK to save the new or modified Resource Center view. Click Cancel to return to the Specify Views screen without making any changes.

Modifying a Timesheet View

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In Project 2003, the Timesheet view allows you to enter other fields into the default columns already existing for the timesheet as displayed on the Project Web Access Tasks page. You can only modify the Timesheet view.

To modify the Timesheet view, you need to select Admin, Manage Views and then select the Timesheet view.

  1. In Web Access select Admin, Manage Views.

  2. Select the Timesheet view as shown in Figure 25.4, which is the last selection in the view list, and then click Modify View. The screen is divided into the sections described below:

    • Fields This section consists of two panes. The pane on the right side defines the Microsoft Project fields that are currently defined for the View. The left pane contains the list of Microsoft Project fields that are available for use in the view but have not yet been included. You can move fields between panes by selecting fields and clicking the Add, Remove, or Remove All buttons.

      In the Field Width field just beneath the right pane, you can define the width you would like to display for the field to display in the view. The default is to allow Microsoft Project to automatically adjust the column width for the field.

      After the desired fields have been added to the Timesheet view, you can change the sequence in which the fields are displayed in the view by using the Up and Down buttons.

      The top field in the right pane when you are defining the view will appear on the far left in the Timesheet view, the second field from the top in the right pane will appear second from the left, and so on, when the view is displayed.

    • Splitter Bar The Splitter Bar feature allows you to choose where you would like the splitter bar to appear in the view. You can change the default number pixels displaying in the field.

    Figure 25.4. The Timesheet view allows you to add or remove fields on the Tasks page.

    graphics/25fig04.gif

NOTE

In order for the columns to appear in the timesheet on the Tasks page, project managers must add the new fields to their projects. This is accomplished by using Tools, Customize, Publish Fields in Project Professional. In the Customized Publish Fields dialog box, the project manager will move the fields needed into the tasks view, and publish their project schedule to the Project Server.


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Special Edition Using Microsoft Office Project 2003
Special Edition Using Microsoft Office Project 2003
ISBN: 0789730723
EAN: 2147483647
Year: 2004
Pages: 283
Authors: Tim Pyron

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