Project Manager

This guide is aimed mainly at Project Managers who will be using BrightWork to manage projects; however, any member of the organization who will be using BrightWork extensively, or who will be customizing and configuring BrightWork, should also complete this training.

1. Training Introduction

Note: If you are new to SharePoint and BrightWork, we recommend that you take the Team Member training before taking this training. We also recommend completing the Create a BrightWork Training Project Office training before starting this guide. By completing the Create a Training Project Office training guide you will have created the project office needed to complete this training guide.

Prerequisites

You will need to have your own Training Project Office created with your own versions of the BrightWork training templates. For more information, please see the Create a BrightWork Training Project Office guide.

Training Outline

  • Project Office: High-Level Management Here you manage the high-level details of a few projects.
  • Project Lite: Manage a Small Project Here you manage a small project with a few tasks.
  • Project Standard: Manage a Medium Sized Project Here you manage a medium sized project with tasks, issues and Project Metrics.
  • Project Structures: Manage a Large Project Here you use Microsoft Project Professional to manage a large project with lots of tasks.
  • Manage Across Projects Here you see how to successfully manage across projects.
  • Update Project Reporting Here you get a small taste of the wide range of configuration options available in BrightWork.

Suggested Exercises

At the end of nearly every chapter you will see some Suggested Exercises that you should be able to complete on your own, based on what you have just done. These suggested exercises will not contain any steps – you will need to apply what you have learned to do the exercise. We strongly recommend you complete these suggested exercises, as they will help to reinforce what you have just learned.

System Requirements

BrightWork has the same system requirements as SharePoint. One of the exercises in this guide requires Microsoft Project Professional. You can download a 60 Day trial at the below link.

Download Microsoft Project Professional 2013

2. BrightWork Overview

In this chapter, you will get a high-level overview of BrightWork.

What is BrightWork?

BrightWork is a SharePoint- based application for managing work, projects and portfolios on Microsoft SharePoint.

BrightWork Site Collection

This section will describe a number of important pages and areas in your BrightWork site collection. We will use the left to right layout of the Top-Link bar to do this.

Home

The Home page includes a number of important links. Hover over a link for more detail.

Templates Area

This is where the Project and Portfolio site templates that come with BrightWork are stored and maintained.

Projects Area

This is where you create and manage your projects. You can have more than one Projects Area.

Portfolios Area

This is where you can create special groups of projects for custom reporting purposes.

Training Area

This is where you will complete this guide.

Sample Area

This is a Project Area with sample data to give you an idea of how BrightWork can be used to manage projects.

Manage User Accounts

The main navigation elements that will be used in this guide are called out in the below screenshot.

  • The Navigation Controls move you up projects in the hierarchy, or let you see all the projects in your collection. Use these controls if you feel lost or want to quickly head to another part of the site.
  • The Top Link Bar generally provides access to the top-level areas and main elements in a BrightWork site collection. In the example above, you can see the Top Link Bar brings you to areas such as BrightWork Help, the Portfolio area and the Templates area.
  • Report Tabs are unique to BrightWork. This extra level of SharePoint navigation provides access to multiple pages with a common grouping. In BrightWork, they generally link to report pages.
  • The Quick Launch provides the navigation for the current site and as such, all of the links are generally to SharePoint lists, document libraries and web part pages. If the project site has sub-sites, links to these sites will also be available on the Quick Launch. You can think of the Quick Launch as a menu into the project management process of the project at hand.
  • The Hierarchy web part displays and links to all the sites underneath it in the hierarchy. The web part is generally available on the home page of a multiple project site or available from a link on the Quick Launch (e.g. Web Hierarchy View).

About the BrightWork Templates

In BrightWork, a template is essentially a SharePoint site that you copy when creating a project site or another template.

BrightWork ships with the templates depicted in the Project and Portfolio Management Spectrum diagram below. What defines the location of a template on the spectrum is the amount of ‘project management’ in the template; generally, this is determined by the number of lists in the template and the complexity of those lists.

The training exercises in this guide use the templates highlighted on the spectrum diagram. These training exercises are to be performed in the Training Area.

NoteTo make your training more realistic, most of the templates you will use will contain some sample data.

See the Templates Overview BrightWork help topic for more information about the BrightWork Templates.

3. Project Office: High-Level Management

In this exercise, you will use the BrightWork Projects Tracker list to manage a number of projects at a very high-level.

Overview

As you will see in the later exercises, the majority of BrightWork templates take a ‘site per project’ approach. The Projects Tracker list in the Project Office takes a different approach, it assumes that you just want to track high-level details about projects and that, as a result, you don’t need a site per project and can manage all these projects from a single location.

NoteMany BrightWork customers use the Projects Tracker first, as it enables them to get up and running with BrightWork as early as possible in their deployment.

  1. Navigate to the Project Office site created using the ‘Create a BrightWork Training Office’ guide. It should be named: ‘Project Office’.
    NoteIf you have not created a Project Office site, please refer to the Prerequisites on page 5.
  2. Click Edit Tracker on the Quick Launch.
  3. Make some changes to the displayed projects (e.g. make yourself the project manager, scroll out to the right and change some of the indicators) and add one or two new projects.
  4. Click Projects Office on the Quick Launch to see your changes.
  5. Click the other tabs to explore the available reporting dashboards.

You should see the projects of which you just made yourself manager.

Suggested Exercise

Add a project to the Projects Tracker.

4. Project Lite: Manage a Small Project

In this exercise, you will update manual metrics and assign some work to a project created with the Project Lite template.

You will explore the inbuilt reports that assist you with tracking the project’s progress. You will also upload a document and open it for editing

In reality, it is likely that you will want to take the ‘site per project’ approach for some or all of your projects.

This does not mean that you necessarily have to follow a complex or advanced project management methodology; the Project Lite template offers a very small amount of project management for those situations that call for it.

Define to Project

In the Project Lite template, some high-level project details are manually maintained as metrics.

  1. Navigate to the Project Lite you created in the Create a Training Project Office guide. It should be named: Hardware Upgrade.
  2. Click the Project ribbon tab, and click Edit Manual Metrics.
  3. Change the Start Date to today and the Planned Finish Date to a date in the future, then click Update.

Manage Tasks and Assign Work

Once you assign work to team members, it is very difficult for them to forget about it. It also makes life easier for them, as keeping their work items up to date is all the status reporting they will have to do.

The SharePoint 2013 Tasks list includes some very useful features that allow you to structure and organize the tasks into a hierarchy that makes sense to you. You can also add or close tasks directly from this list. You will exercise these features next.

  1. Click the add tasks tile.
  2. Click edit this list.
  3. Assign some of the items to yourself.
  4. Scroll down to the bottom of the Datasheet and enter a new task e.g. Suppliers and click Enter on your keyboard.
  5. Select each item referring to ‘suppliers’ and click Tasks | Move Down until they each sit under the newly created task.

    NoteYou can also click Alt+Shift+Down on your keyboard to move items down.
  6. Select each item under the new ‘Suppliers’ task and click Tasks | Indent.

    NoteYou can also click Alt+Shift+Right on your keyboard to indent items.
  7. Set the % Complete of the ‘Identify Suppliers’ task to 100, marking it as complete.
  8. Click Stop editing this list.
  9. Click Project Home to return to the Project home page.

Track Project Progress

No matter what size a project is, knowing what is going on in the project is key to its success.

Click My Work Reports on the Quick Launch. You will see a report that details the items you assigned to yourself earlier. This is where Team Members go to find out what they have to do in the project. You can select Team Members from the drop-down menu to assess how they are getting on with their work.

Click Project Home and click Gantt on the tabs. This report shows all the work items in the project.

Manage Documents

If you know one thing about SharePoint, it will probably be that SharePoint is great for managing documents, especially Microsoft Office documents.

Upload a Document

  1. Click Documents on the Quick Launch.
  2. Click new document.
  3. Click Browse and select a Microsoft Office Document from your computer (ideally, a Word doc).
  4. Click OK.

Open Document in Office Client

  1. Click Edit on the item menu of the document you just added.

The document will open in the appropriate Microsoft Office client. Make some changes, and save and close the document.

Suggested Exercise

Use the tasks list to mark some of the items you assigned yourself as complete.

5. Project Standard: Manage a Medium Sized Project

In this exercise, you will manage some project issues, learn how to schedule tasks and update the inbuilt Project Metrics in a project site with a Project Standard template. You will also create a dynamic Project Status Report.
Some projects just require a little more process than is offered by the Project Lite template; however, this does not have to mean a fully structured methodology is called for. The Project Standard template provides a semi-structured process that is useful for a range of business departments to run their projects including sales, marketing, engineering, finance, etc.

Using this Template

This template contains similar features to the Project Lite template, for instance, there is a Project Statement, Documents library and a Tasks list.

NoteThe amount of project management in a BrightWork project template can generally be gauged by the number of links on the Quick Launch. The Project Standard template has more links to functionality like lists and reports than the Project Lite template.

Manage Issues

BrightWork templates generally offer two types of Issue Management. You can create standalone Issues, using the Issues list or you can mark an ordinary work item as an Issue. Both ways means that the items will appear in Issue reports in the project and in the Project Office that contains the project.

Mark an Item as an Issue

To mark a task as an Issue:

  1. Click Tasks Update on the Quick Launch and select Edit Item from the menu of one of the tasks.
  2. Assign the task to yourself.
  3. Select the Issue Indicator checkbox, enter an Issue Description and click Save.

Create an Issue Item

Selecting the Issue Indicator checkbox only means that the item will appear in Issue reports – it does not actually create an item in the Issues list.

To create an Issue item:

  1. Click Issues Update on the Quick Launch.
  2. Click new item.
  3. Fill out form with some fictional issue details and assign it to yourself.
  4. Click Save.
  5. Click Project Home on the Quick Launch – the two issues you added should be visible in the Top Open Issues web part.

Task Scheduling

How to Schedule Tasks

BrightWork makes it easier to schedule tasks. In this exercise you will calculate the schedule for a number of existing tasks starting from todays date.

  1. On your BrightWork Site Collection homepage click the Where Am I? icon.
  2. Click Expand All and select Hardware Upgrade (PStd).
  3. On the Quick Launch click Tasks Update. There should be several tasks already set up.
  4. Click edit this list.
  5. Click the first task and set the Start Date to today’s date and hit the return key.
  6. Ensure all of the % Complete for tasks are set to 0%.
  7. Click Tasks on the ribbon, Calculate Schedule and click OK.

You will notice that the start and finish dates have been updated.

Tip: To see your tasks in a Gantt chart click Task Reports on the Quick Launch.

Create a Summary Task

In this exercise, we are going to create a summary task that summarizes the three Upgrade Hardware items at the end of the list.

  1. Click on Tasks Update on the Quick Launch.
  2. Click edit this list.
  3. Right-click in the empty column on the Upgrade hardware in sale dept row.
  4. Click Insert.
  5. Type Upgrade Hardware in the Task Name column. Hit the return key.
  6. Select the three rows underneath and click Tasks and Indent in the ribbon.
  7. Upgrade Hardware has now become a summary task for these three items. Your list should look something like the image below.
  8. You will notice that there are no dates in the summary task, so click Calculate Schedule again.

Create a Schedule

In this exercise, we will create a simple schedule from scratch. We will create a new Project Standard site from the Project Standard template. This will give you an empty tasks list and enable you to create a new schedule.

  1. Navigate to the project office site you created earlier. See the Create a Training BrightWork Project Office training guide to remind you of the steps.
  2. When the project site is created click Add Tasks.
  3. Add four tasks. Name them: Task 1, Task 2, Task 3 and Task 4.
  4. Click edit this list.
  5. Set the start date of Task 1 only.
  6. Set the duration in days for the other tasks.
  7. Set Task 2’s predecessor to be Task 1.
  8. Set Task 3’s predecessor to be Task 2.
  9. Set Task 4’s predecessor to be Task 3.
    Tip: Copy and paste the titles for Tasks 1-3.
  10. Click TasksCalculate Schedule and OK.

Create Status Report

The status report list includes a workflow that captures a snapshot of the project and its metric for historical purposes. The Status report also feeds details to the Metrics list; which you will learn about in the next section.

A Project Manager may be asked to create such a report once a week.

  1. Click Status Reporting on the Quick Launch.
  2. Click new item.
  3. Fill out the form and click Save.

Update Project Metrics

A metric is an analytical measurement intended to quantify the state of a system; for example, population is a metric. Metrics matter because they enable planners to make decisions based on empirical data.

Project metrics are important because they give you and the other project stakeholders an easy, objective and scientific way of measuring the progress of the project. They also provide data with which to make important decisions as to the direction and scope of the project.

In BrightWork, the Metrics list queries other lists (like the Project Status list you just worked with) and BrightWork Reports to generate important project metrics like % Complete, Planned Finish Date, Project Health and so on. Metrics can also be manually maintained.

In the previous exercise, you updated the Start Date in the Manual Metrics and the dates in the Tasks list. You also just updated the % Complete when you created a Status report. This data is used by the Metrics list but it is likely that this data is not reflected in the Gantt on the project home page. The Metrics list is typically set to refresh every night but you can manually refresh it to ensure that the information is up-to-date.

To update the Metrics list:

  1. Click Project on the Ribbon.
  2. Click Refresh Project Data, then click OK.
  3. Click Project Home on the Quick Launch to navigate back to the project home page and you will notice Gantt has updated.

Suggested Exercise

  • Assign some tasks to yourself.
  • Navigate to the help topic on Configure Task Scheduling to learn how to extend task scheduling capabilities.

6. Project Structured: Manage a Large Project

In this exercise, you will populate the project site created with the Project Structured template with data from a Microsoft Project file. You will see how the template used to create this site facilitates extra data sharing between Microsoft Project and SharePoint.

Overview

Some projects and some project managers just love and need Microsoft Project. Not only that, many project managers need more process in their larger projects than they would typically need in a smaller project.

The Project Structured template provides a fully structured project management environment, with full Microsoft Project syncing.

Note: If you do not plan to use Microsoft Project Professional to manage projects, you can skip this chapter.

You need to have Microsoft Project Professional installed to complete this section.

Download Microsoft Project Professional 2013

Sync in the Work Breakdown Structure(WBS) with Microsoft Project

The Microsoft Project file includes a macro that automatically links the file and the Project Task list in the site. It also takes care of the first sync and facilitates extra column mapping between SharePoint and Microsoft Project. This Microsoft Project file is stored in the Site Assets Library.

To sync in the Work Breakdown Structure (WBS):

  1. Navigate to the Project Structured site you created in the ‘Create a Training Project Office’ guide. It should be named: ‘Hardware Upgrade Global’.
  2. Click the add tasks tile.
  3. Click List | Open with Project.
  4. Click Yes.
  5. If asked, enter your Username and Password and click OK.
  6. Click Enable Macros.

    NoteThe BrightWork macro facilitates easier setup and syncing. It ensures the Project Tasks list connects to the custom Microsoft Project file and takes care of the extra column mapping between SharePoint and Microsoft Project.
    If you do not enable the Macros, you will need to manually establish the link between SharePoint and the Microsoft Project file, using the File | Save and Sync Your Project page to set the SharePoint URL.
    Please see the About the Project Structured Macro BrightWork help topic for more information.
  7. Return to the project site in SharePoint and click Task Reports on the Quick Launch. Note all the items pulled into BrightWork when you synced the plan – see how they are all late?

Move Project

Many projects, although all different, will have a lot in common. You can reuse the project plan, however the plan you are using is out of dat so every item will have a late flag.

In this exercise you will move the entire project forward in time.

  1. Return to Microsoft Project and click Project | Move Project.
  2. Set the New project start date to a few days before today’s date.
  3. Click OK.
  4. Click Ctrl-S to save and push the changes back to SharePoint.
    NoteWith Project and SharePoint, every time you click Save or Ctrl-S, the plan will be synced to SharePoint. If you want to do some ‘what if analysis’, you will have to remember not to save, or else everyone will see your updates.
  5. Now, return to SharePoint where you looked at the Tasks Gantt and refresh the page. The tasks will have picked up the new dates (with now only two or so tasks running late).

Assign Work Items

  1. Return to the Microsoft Project plan and assign lots of the tasks to yourself. Because you have linked the plan and the SharePoint Tasks list, your name should be available in the Resource dropdown.
  2. Save the plan again to sync the changes to SharePoint.
  3. Return to the project and click My Work Reports on the Quick Launch. You will see the items assigned to you in the My Open Work web part.

Manage Project Costs

Many projects require that resource costs be tracked and managed (especially external resources). Microsoft Project includes the ability to assign costs to resources and to estimate the current costs of the project using this data. The BrightWork Project Structured template includes placeholder columns to capture this data.

  1. Click Tasks Reports on the Quick Launch.
  2. Click the link to the top summary item in the plan.

    Note how there is no cost data in this item.
  3. Return to the Microsoft Project plan, click the Task tab and select Resource Sheet from the View menu.
  4. Enter some costs – you should be the only resource visible (unless you have added other resources).
  5. Click Project | Calculate Project to refresh the custom columns in Microsoft Project.
  6. Save the plan to sync the changes to SharePoint.

The cost columns in the top summary item will show the total cost of assigned items based on the cost of the resource assigned TO those items and the amount of time it will take to compete the items. The individual assigned items will also include costs.

Create Baseline

Once you have your Microsoft Project plan finalized, you should create a baseline in Microsoft Project. This enables you to track details like Planned Start; Planned Work, Variances etc.

Baselines are used to capture a snapshot of the initial plan and then again at agreed checkpoints. They can be used as the primary reference point against which you measure change and variance in the project. The BrightWork Project Structured template and supplied Project MPP include extra columns to enable capture and reporting of the baseline in SharePoint.

To create and capture a baseline:

  1. Again, return to the top summary item in SharePoint.Note how the columns that reference the baseline have no data in them (some of them are highlighted in yellow below).
  2. Return to Microsoft Project and click Project | Set Baseline.
  3. Click OK.
  4. Click Calculate Project to refresh the custom columns in Microsoft Project.
  5. Save the plan to sync the changes to SharePoint.
  6. Return to SharePoint and refresh the main project item: you will see baseline data in it – see below for the before and after state. If you open any task or summary item you will also see the baseline data pertaining to it has also been added to the item.

NoteThe Duration Variance and Work Variance columns have reverted to zero because the project has not yet varied from the state set in the baseline. If everything in the project goes exactly to plan, these columns will stay at zero (not very likely though – right?!) The values in these columns are auto-calculated in Project and written to SharePoint. For that reason, you should not attempt to edit the values in these extra columns in either Project or SharePoint.

Manage the Project

Once you have the project up and running, your main task will be to monitor the project and make adjustments as needed.

Run a Metrics Update

  1. Click Project Home on the Quick Launch – note how the report on the home page contains no data as of yet.
  2. Click Project on the Ribbon.
  3. Click Refresh Project Data, then click OK.

When the page is refreshed, the report will show project data!

NoteFor more information about metrics in BrightWork, please refer to the BrightWork Project Metrics List Training Guide.

Update Tasks Based on Progress

The great thing about the Microsoft Project to SharePoint sync is that it introduces collaborative project management to Microsoft Project users. In SharePoint, team members are enabled to maintain the information in their assigned work items and this information automatically feeds back to Project via the sync. This means you no longer have to chase team members to find out what is complete, and what is nearly complete, and they benefit as they are no longer asked to prepare reports on the status of their assigned work!

In this exercise, you will update some work items and mark them as complete.

To update tasks:

  1. Click Task Reports on the Quick Launch and click the Identifying Suppliers item.
  2. Click Edit Item and change the % Complete to 100.
  3. Click Save.
  4. Repeat for the next item (the ‘Create draft budget for upgrade’ item).
  5. Return to the project plan in Microsoft Project click Save again to sync.You will see that the items get updated in the plan with the changes you made in SharePoint.
  6. Switch back to SharePoint and refresh the Gantt view. The completed items will disappear (as this view only shows active items) and the % Complete of the project will update.Also note how the project and the summary items are no longer late. This is because the two items that were causing these summary tasks to be late are now complete.
  7. Run another Metric Update to see the changes reflected in the Project Gantt on the project home page.

Replan in SharePoint

As a project manager, you will probably prefer to do your replanning in Microsoft Project; however, occasionally you may need to do some replanning in SharePoint.

  1. Click Tasks Update on the Quick Launch.
  2. Click edit this list.
  3. Scroll down and right-click on the Update Migration Plan and Risk Plans item and click Insert.
  4. Enter ‘Implementation – Iteration 2’.
  5. Click Shift-Alt and the left arrow on your keyboard to outdent the item and make it a summary item.
  6. Scroll up and click stop editing this list.

NoteSee here for some more information on indenting, outdenting, moving and deleting tasks. The important thing to realize about replanning in SharePoint is that for changes that affects other items to be realized, you have to open the plan in Project and sync it, as SharePoint cannot do any recalculation – this can only be done in Project.

Suggested Exercise

Create a new Structured project and sync it with your own Microsoft Project file, filling out the Project data to reflect your own management needs.

7. Manage Across Projects

In this exercise, you will explore how BrightWork can assist you to gain oversight over multiple projects, find projects in trouble, identify escalated project issues and find your work across multiple projects.

 

Overview

In the prior exercises, you have seen how it is possible to setup sites in SharePoint to manage different project types. But what if you are responsible for more than one project?

The Project Office template is for situations where you want to report on key items (e.g. project status, tasks, issues, risks, milestones, deliverables, etc.) from multiple projects. The Project Office template includes collections of cross-project reporting dashboards (Projects, My Work, Work, Issues and Resourcing) that roll up data from the sites that exist under the Project Office.

Monitor Many Projects

  1. Use the Navigation controls on the Quick Launch to navigate to your Project Office.

    Note how there are multiple projects on the Project Summaries Gantt. Some are from the Projects Tracker list and the others are from the project sites you created in the previous exercises.
  2. Click Status Charts on the Tabs bar.

Note the Project Office Scorecard, this shows the history of multiple Project Office Metrics. It also shows a trend icon that indicates if a metric has recently changed for better or worse.

Find Projects in Trouble

Look at the Project Summaries report on the Project Office home page. It appears that overall, the general health of all projects is fine; however, some projects are late, others are in danger of being late. If you wanted, you could drill down into the projects to find out what is causing these issues, or you could contact the various project managers directly and ask them what is going on.

Find Escalated Issues

Click Issues on the Quick Launch. You will see a report showing all the issues in the sites under the Project Office, including some you created yourself earlier.

Find your Work

Click My Work on the Quick Launch. You will see all the work items assigned to you across all the projects under the Project Office.

Update Metrics for the Project Office

  1. Click Project Office on the Quick Launch to return to the Project Office home page.Note how the Project Office Summary web part displays no data.
  2. Click Project on the Ribbon.
  3. Click Refresh Project Data, then click OK.When the page refreshes, the Project Office Summary web part will show updated data.

Suggested Exercise

Find and close one of the Issues you created earlier.

8. Update Project Reporting

In this exercise, you will get a taste of the many configuration options that are available with BrightWork, by firstly creating a personal report and then adding a filter to a shared report.

As BrightWork is built on SharePoint, the full range of standard SharePoint configuration options are available, as well as many extra BrightWork options. This section will give some very simple yet powerful examples of the BrightWork configuration options.

Create a Personal Report

As you have just seen, BrightWork includes a large number of reports that enable you to get a good understanding of what is going on in all projects in your organization.

BrightWork also allows you to create a personal report that suits your needs better. You can toggle back to the default shared report as needs be.

  1. Click the Project Summaries report header on your Project Office home page.

    NoteClicking the report header is how to make the Reporter Tools ribbon appear for a BrightWork report.
  2. Click the Reporter tab.
  3. Click the Columns button in the Personalize this Report section.
  4. Unselect Priority (Icon), Status Indicator (Icon), Time and Cost.
  5. Select 1 from the Position from Left menu for the Project Link column and change the column width to 200 and click OK.

    The personal report should now look something like the below.
  6. Click the Filters button.
  7. Select Finish Date and is less than or equal to and enter [Today] +30.
    Note the Alert under Valid? This indicates that there is something wrong with the syntax in the filter.
  8. Mouse over the Alert symbol to get a possible explanation.As you can probably see, the comparison value should be [Today + 30].
  9. Enter [Today+30] in the Comparison Value field. 10. Click OK.

Now you should have a personal report that focuses on projects due to finish in the next 30 days!

Toggle between a Personal and Shared Report

It is very important to remember that the personal report is the report that will load first whenever you visit the page. There will be no indication of this when you land on the page. The only way to tell if a report is actually a Personal one, is to expose the Reporter Tools ribbon.

If the displayed report is a personal one, the Personal button will light up. Click the Shared button to toggle back to the original shared version.

Reset a Personal Report

You can easily reset a personal report back to its default state by clearing your personal settings.

  1. Click Columns in the Personalize this Report section.
  2. Click Reset.
  3. Click OK to confirm.
  4. Click the Filters button in the Personalize this Report section.
  5. Click the Reset button.Click OK to confirm and the report will now default back to the Shared version.

Configure Shared Report

In the previous section, you created a personal report. Next, you will configure the shared report that all users will see. Technically speaking, all the options that you exercised when creating the personal report are available when editing the shared report. In this section, we will again explore the report filter.

To create a report filter:

  1. Navigate to your Project Office home page and click Work on the Quick Launch.
  2. Click the Open Work tab.If you have completed all the exercises in this guide, the report will display a mix of list types: Project Issues, Project Tasks, Project Risks, and Project Goals. Let us imagine you don’t want Project Risks and Project Goals displayed at this level.
  3. Click on the report header to make the Reporter ribbon visible.
  4. Click Filters on the Configure Reporter Settings menu to open the Filter Settings editor.
  5. Select List Name from the Column Name menu.
  6. Select is not equal to from the Comparison Type menu.
  7. Enter Project Goals in the Comparison.
  8. Click the Green plus icon on the right to add another filter and create a similar filter for the Project Risks list.
  9. Click OK.

Suggested Exercise

Create a personal report based on your own reporting needs.

9. Share Reports

In this section, you will learn how to email a report and how to set up an Excel report refreshed from a web query.

BrightWork reports can be shared in various ways; reports can be printed, emailed and exported.

Email a Report

You may need to contact a team member regarding their My Work report or you may need to send information higher up the chain.

NoteReports can only be emailed to email addresses that exist in the active directory or list of users added to the site collection.

  1. Click Work on your Project Office Quick Launch.
  2. Click in the Work Due Soon report header to activate the Reporter Tools ribbon.
  3. Click Reporter | Email.
  4. Click the Browse button.
  5. Enter the first letter of your name and click Enter on your keyboard.
  6. Double-click on your name and click OK.
  7. Enter a Subject and a message.
  8. Click Send.

NoteAs well as being able to email report on demand, you can also setup reports to email on a schedule (e.g. every Monday morning). You can even set reports with user filters (e.g. My Work) to email each user about their assigned items. We recommend that Scheduled Emails are only sent at the Project Area level and not from individual projects. Users will pay more attention to a single email; furthermore, this method prevents users from receiving multiple emails about the same items. See the Create Scheduled Report Email BrightWork help topic for more details on creating scheduled report emails.

Print a Report

Need to rush to a meeting without your laptop? Just print the relevant report.

  1. Click in the Work Due Soon report header to activate the Reporter Tools ribbon.
  2. Click the Print button in the Share section of the Reporter Tools ribbon.
  3. Ensure you have the correct printer selected and click Print.

Export a Report to Static Excel

Many managers live and breathe with Microsoft Excel. Fortunately, you can export BrightWork reports to Static Excel.

  1. Click in the Work Due Soon report header to activate the Reporter Tools ribbon.
  2. Click Export | Static Excel on the Reporter Tools ribbon.
  3. Click Open.
  4. Click Yes.

The Excel file will open.

Export a Report to Dynamic Excel

BrightWork also enables you to create a web query that establishes a refreshable data connection with a selected report that will update every time you open the Excel file. This means you can do things like combine live data from BrightWork with data from other sources and use Dynamic Excel to analyze this data.

  1. Click in the Work Due Soon report header to activate the Reporter Tools ribbon.
  2. Click Export | Dynamic Excel.
  3. Click Open.
  4. Click Enable.
  5. Enter your Username and Password and click OK.
  6. Click Data | Properties and select Refresh data when opening the file.
  7. Click OK.
  8. Save and close the file to a suitable location.Now, whenever you open this file, it will automatically update with the latest information from the report.

NoteReporter Tools filters, like you added previously, are not supported when exporting report data – all the data returned by the uncustomized report will be exported.

Reporter Tools Sharing and Configuration Options

The table below displays the options that are available from the Reporter Tools ribbon for each report type.

Suggested Exercise

Use the reporter toolbar to print a report.