In this Microsoft Power BI tutorial, you will learn how to create a Resources report for your Planning Ms project.
Create advanced reports to track your complex projects in real time.
Real-time resource tracking is essential in project management. This allows you to evaluate the efficiency of resource use, monitor workload and forecast future needs. Additionally, sharing this information with teams not only allows for better transparency, but also a fairer distribution of work. Team members can thus visualize their workload, organize themselves more efficiently and participate more actively in resource management.
Let's start by creating maps to highlight important aspects of our project, like number of projects, number of tasks, workload, and what's left to do. To create a map, click the map icon in the preview pane. For each card, make sure to select the corresponding metric in the field pane.
Now that our maps are created, we will format them to improve their appearance and readability. Power BI offers many options for customizing your maps. To add a shadow, select the map you want to edit, then click the format icon in the preview pane. In the shadow section turn on the switch to enable this feature. You can adjust the color, blur, angle and depth of the shadow to achieve the desired effect.
If you want to add a border to your card, navigate to the border section in the same format menu and turn on the switch. You can also choose the color, radius and thickness of the border. Take the time to play around with these options to give your cards a look that matches your preferences and your brand. Formatting is a great way to improve the readability and visual appeal of your report.
Now that we have a card formatted to our liking, it would be interesting to create more cards with other important fields. And the good news is that you don't have to start the formatting process again every time. We can simply duplicate the formatted card that we have already created. To do this, select the card you want to duplicate, then press control plus C on your keyboard to copy it. Then press control plus V to paste it. You will see that an exact copy of the card will appear next to the original. You can also use your mouse by holding down control. Click on the map and while holding the mouse button, drag the map to create a copy.
Now simply replace the duplicate card field with the new field you want to view. To do this, select the new card go to the field pane, uncheck the current field and check the new field you want to add.
Now it's time to move on to our bar chart to visualize upcoming workload by team. To do this, select the bar chart icon in the visualization pane. For the X axis we will add the start date. For the y axis we will add the work. And for the legend, we will add the name of the resource. These parameters will allow us to clearly visualize the distribution of work among the different teams over time.
Now let's move on to formatting our bar chart. To change the color of the bars, you can change the bar colors by selecting "Format", then "Data colors". From there you can choose a new color for your bars.
To add data labels, select "Data labels" and activate the toggle button.
If you want to display the total data on your chart, activate the "Total labels" option.
Now it's time to filter out non-summary and uncompleted tasks . To do this, go to the "Filters" section, then select "Tasks" and finally exclude non-summary and unfinished tasks. This filter will give us a more precise picture of the work to come.
At this point, we have a well-formatted bar chart that clearly shows workload per team over time.
To apply the same formatting as the cards, click on one of your formatted cards to select it, then go to the "Home" tab on the top toolbar and click "Apply Formatting." Your cursor will then turn into a brush.
Then click on the bar chart to apply the same formatting to it.
Now let's create a Matrix table to have a summary based on the filter. To do this, select "Matrix" in the "Visualizations" pane and add the relevant columns.
Now let's create a pie chart to visualize the workload distribution by resource. Pie charts are very useful for quickly comparing proportions.
To get started, select the pie chart icon in the “Visualizations” pane. Next, configure your chart settings. Put the name of the resource in the caption. This will allow us to know which resource each section of our pie chart corresponds to.
Then add the sum of the work as the value. This will divide our pie chart into sections proportional to the workload of each resource, allowing us to easily see who has the most work coming up.
Remember to filter completed and summary tasks so as not to double the workload. To do this, go to "Filter", then "Tasks" and exclude completed and summary tasks.
Now it's time to add a timeline to our report. A timeline is an excellent tool for visualizing the progress of the project over time. To add a timeline, go to the "Visualizations" pane, then click the "Get more visuals" icon. This will take you to the Visuals Library.
Once in the Visuals Library, search for “Timeline” in the search bar. When you find the “Timeline” visualization, click “Add” to add it to your report.
Now go back to your report and you will see that the timeline icon has been added to your visualizations pane. Click on it to add a timeline to your report.
And there you have it, we now have a timeline in our report which allows us to follow the progress of the project over time. You can customize this timeline by adding and modifying fields to suit your needs.
Now we'll add a bar chart to visualize tasks by status. To do this, select the bar chart icon in the “Visualizations” pane. Next, add the “Task” column as the axis and the “Status” column as the value.
Now that our report is complete, we can save it and share it with others. To save your report, go to “File” then “Save”. To share your report, go to “File” then “Publish”.
By following these steps, you will be able to create a detailed report that highlights the current status of your project and gives you a clear overview of the upcoming workload. We hope this guide will help you maximize the effectiveness of your project management. If you have any further questions, please don't hesitate to ask.
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