Quick improvement: Rolling up everything in Project Online

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Objective: Rolling up numbers and cost for the whole portfolio
Prerequisites:
  • The account needs to have permissions to update all projects and install custom apps. A Service or Administrator account preferred.
  • During the process, none or little activity in the environment. All projects should be checked-in. It is best to perform during night or managed down-time.
Quick steps: Create an Enterprise Custom Field (ECF) –> Install Bulk Edit –> Update all projects with Bulk Edit with the same value on the ECF –> Add the ECF to a view and group by it
Alternative: Use FluentBooks Community Edition. Follow instructions on how to bulk edit here.

The need: Getting the big picture

Views in Project Online are usually grouped by environment-specific fields, like Project Departments in the following:

Project Center - No big picture roll up

Project Center – No big picture roll up

While cost, numbers and progress fields roll up to the level of the grouping field specified, I am often asked to roll up values to everything in the view.

The solution: Roll up everything

  1. To accomplish this, create a Custom Enterprise Field (here: “All”):
Create Enterprise Custom Field

Create Enterprise Custom Field

Parameter Value
Name All
Entity Project
Type Text
Custom Attributes Single Line of Text

Any Name, Type or Custom Attribute works equally well.  It’s important to create the custom field for the Entity Project.

  • Next, we need to install “Bulk Edit” from the SharePoint App Store:
  • SharePoint Store

    SharePoint Store

    SharePoint Store - Bulk Edit Install 1

    SharePoint Store – Bulk Edit Install 1

    SharePoint Store - Bulk Edit Install 2

    SharePoint Store – Bulk Edit Install 2

     

  • Now we can bulk edit all projects to have the same value in our new ECF:
  • Navigate to Bulk Edit

    Navigate to Bulk Edit

    Bulk Edit - Select Fields

    Bulk Edit – Select Fields

    Bulk Edit - Fill ECF

    Bulk Edit – Fill ECF

  • Finally, add the new ECF to the Cost View, for example, in the Project Center and group by it:
  • Manage Views

    Manage Views

    Edit Cost View

    Edit Cost View

    Et voila! The view shows the highest level of roll-up for all given projects:

    Project Center - Big Picture All Rolled Up

    Project Center – Big Picture All Rolled Up

     

    Alternative: Using FluentBooks

    It is recommended to use FluentBooks, as does more than only bulk editing projects. Also, the bulk editing function in FluentBooks is generally more reliable than the “Bulk Edit” app. You can obtain a community edition here:

    https://customer.fluentpro.com/Home/GetFree?productCode=FB

    Instructions on how to bulk edit projects in FluentBooks can be found under the following link:

    https://help.fluentpro.com/fluentbooks_2013/how-to/bulk_edit_of_projects_with_owner_field_oob_fields

    By | 2017-11-17T11:30:34+00:00 October 17th, 2017|Categories: Project Online, Reporting|Tags: , , , , , , |Comments Off on Quick improvement: Rolling up everything in Project Online

    About the Author:

    Jakub reduces complexity and increases productivity in Projects and Portfolios for Fortune 500 and DAX 30 companies through educational methods and analysis of people, processes and technology. As a Solution Consultant he guides efforts on digital transformation.

    He further raises awareness in NGOs for Project Management to build sustainable solutions with a focus on strategic partnerships.

    Jakub is especially passionate about thought leadership in the areas of Demand Management, Portfolio Analytics & Selection, Business Intelligence & Reporting as well as Resource Management.