Exporting Resource Usage report to Microsoft Excel | MS-Project forum

Ok, thanks, i dont use projects but i found this article which looks helpful and if you know projects it looks simple to understand. if you are still lost after this please email me back and I will speak to project trainer.

Getting the WBS into excel is helpful. You can export to excel, but you loose your formatting and you have to configure the columns you want to export. The method I prefer is to copy the information I want and past it into excel. You will loose the MSP formatting this way too, but not to worry. TIP: Do not select rows; select the specific fields you want to copy. Do not select all the columns, so add one you won't need.

Add the "Summary" column to the Gantt, this indicates if a line is a summary. Select the fields you want and past them into excel. You can't copy the column titles from MSP. Now to get the formatting back: Use the following formula in the column next to the WBS #:
=LEN(A4)-LEN(SUBSTITUTE(A4,".",""))
"A" is the column that contains the WBS #, be sure to change it and the line number to match your spreadsheet. Add the auto filter, filter on "Summary", "yes" and bold all the tasks. Remove that filter and filter on the =LEN formula column. Select the task names and indent all the 1's one time, the 2's two times, and so on. You now have your WBS in excel. You can format the data. Use Find and Replace to get rid of "hrs" and "day" in the work and duration column.

Filters & Reports
The majority of the value of Project is contained in the columns on the WBS. Assessing Scheduled Start/Finish and Successor impact after entering actuals, adding or deleting tasks, changing resources, reassigning tasks, variance from Baseline and week-to-week can all be done from the WBS.

You can filter the WBS by resource and provide a to-do list to each resource. The advantage of this is the tasks are in the context of the WBS. You can use Start or Finish as a secondary filter to provide a to-do list for a specific period of time.

Grouping in the Gantt view removes the Summary tasks and provides group summaries. In the Gantt, group the resources by Company Name (Resource Initials) and Task Type (Text2). This will show you the number of hours by role. If the total number of hours for a specific Company is 640 for a given month this averages to 40 hours per week. If the Company has 4 resources this looks good; however if 320 of those hours are for development tasks and they only have one developer you have a problem.

The Resource Usage view, while not a report, is one of the most helpful views. It shows you when resources come on and off the project and hours per resource per day and the specific tasks assigned to each resource. You can also reassign tasks by simple drag and drop.

Grouping in the Resource Usage view groups the resources by the selected criteria and provides summaries for each criteria. The tasks assigned to each resource are still viewable, but you can't reassign a task with drag and drop while the resources are grouped. Group the resources by Company Name (Resource Initials) and Group (type of resource: Dev, Test, Architect, etc.). This will show you the number of hours by role your resources are assigned.

By adjusting the time scale and copying the names and hours into excel you can produce a histogram of hours per week and month. This allows you see total FTE's by category for a given period of time. Remember to use Find and Replace to get rid of the "h". Since the information is in excel you can add formatting and easily share the report.

When selecting some reports you can also select the Table the report pulls data from.
§ Assignments, Who Does What, with Schedule Detail is good to see and communicate tasks that should be starting each week.
§ Assignments, Who Does What When report provides the Resource Usage view data with row and column totals for the time period you choose to print. You can sort the resources making it easier to analyze
§ Assignments, To-Do List provides a to-do report by resource per week.
§ I prefer to use the filters to produce the Current Activities reports.
§ The Work Load, Resource Usage report is basically the same as the Assignments, Who Does What When report. And the Work Load, Task Usage report is basically the same as the Task Usage view.Robert Kelly
Former Project Manager
Expert Scheduler