T16/ Power BI - Tutorial: Create a Resource report for your Ms Project Planning - Real-time update
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 assess the efficiency of resource usage, monitor workload, and predict future needs. In addition, sharing this information with the teams not only allows for better transparency, but also a fairer distribution of work. Team members can see their workload, organize themselves more efficiently, and participate more actively in resource management.
Let's start by creating maps to highlight the important aspects of our project, such as the number of projects, the number of tasks, the workload and the remaining to do. To create a map, click the map icon in the preview pane. For each card, be sure to select the corresponding metric in the field pane.
Now that our maps are created, we'll 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 get 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 maps a look that suits your preferences and brand. Formatting is a great way to improve the readability and visual appeal of your report.
Now that we have a map formatted to our liking, it would be interesting to create more maps with other important fields. And good news, there is no need to repeat the formatting process every time. We can simply duplicate the formatted map 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 map will appear next to the original. You can also use your mouse while holding down control. Click on the map and while keeping the mouse button pressed, drag the map to create a copy.
Now all you have to do is replace the field of the duplicated card with the new field you want to view. To do this, select the new map 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 the upcoming workload per 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 caption, we'll add the resource name. These parameters will allow us to clearly visualize the distribution of work among the different teams over time.
Now let's get to formatting our bar chart. To change the color of the bars, you can change the colors of the bars by selecting "Format", then "Data colors". From here you can choose a new color for your bars.
To add data labels, select "Data labels" and activate the switch button.
If you want to display the total data on your chart, enable the "Total labels" option.
Now it's time to filter out the non-summary and uncompleted tasks . To do this, go to the "Filters" section, then select "Tasks" and finally exclude non-summary and uncompleted tasks. This filter will give us a more accurate picture of the work to come.
At this point, we have a nicely formatted bar chart that clearly shows the workload per shift 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 toolbar at the top and click "Apply Formatting". Your cursor will then turn into a paintbrush.
Then click the bar chart to apply the same formatting to it.
Let's now create a Matrix table to have a summary according to the filter. To do this, select "Matrix" in the "Visualizations" pane and add the relevant columns.
Now let's move on to creating a pie chart to visualize the distribution of workload 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 let us know which resource each section of our pie chart represents.
Then add the sum of the work as a value. This will divide our pie chart into sections proportional to each resource's workload, allowing us to easily see who has the most work ahead.
Remember to filter out completed and summary tasks so you don't 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 a great tool for visualizing project progress 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 the timeline icon has been added to your visualizations pane. Click it to add a timeline to your report.
Lo and behold, we now have a timeline in our report that allows us to track 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 workload ahead. We hope this guide will help you maximize the effectiveness of your project management. If you have any other questions, don't hesitate to ask.
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