Resource Calendar Report

This video covers how to use the Resource Calendar Report

• See video [7 min, 5 sec]

Using the Gantt Chart with Project Timelines

This video covers how to use the Gantt chart with the Global Project Report to display project timelines. To see how to use the Gantt chart to display task timelines see the video Using the Gantt Chart with Task Timelines.

• See video [4 min, 41 sec]

Creating Report Templates: Global Task and Resource Calendar Reports

This video covers how to create report templates for the Global Task and Resource Calendar Reports.

• See video [7 min, 9 sec]

How to use the Global Task Report

The Global Task Report is one of the most important reports for the project manager. It provides an easy-to-use tool for tracking task status and progress across all tasks from all projects. To find this report, click Reports in the main menu, then Global Task in the secondary menu. Several options are available to allow you to create everything from a simple status report to a data-rich report useful for controlling the implementation and outcome of your projects.

A report can be created as a one-time report by using the search fields and clicking the Search button, or you can save your search by creating a report template. This how-to describes creating a one-time report. See the video Creating Report Templates: Global Task and Resource Calendar Reports for a demonstration of how to create a report template.

Global Task Report search fields

To the upper-left of the page you will find a section labeled Period. This allows you to search for tasks according to the scheduled start date and due date. Use the Filter field to indicate whether you want to search by the task start date, due date, both the start and due dates, the task completion date, or dates when the task is in progress. For example, if Tasks Starting is selected in the Filter field, and November, 2008 is selected from the By Month field, Vertabase will search for tasks that were scheduled to begin in November, 2008. If you need to find tasks, but your search is not dependent upon when the task was scheduled, select the option All from the Period section.

Grouping options are available to the upper-right of the page. Use the Group By section to organize the list of tasks into the categories available. Selecting Department, for example, would allow you to see the Total Actual Hours worked for each department.

Click the link Show More Advanced Fields to see options in the Advanced Search section. The Task Name field is very useful when searching for tasks using parts of the task name. Using a task naming convention will allow you to make effective use of this field. Type the full task name or part of the name. Vertabase will display all tasks having the search text anywhere in the name. If you have tasks named “Approval” in several of your projects, you could run a report to find all tasks with the word “Approval” to see the status of these tasks across all projects.

Use the Current Status field to find tasks according to the status they have at the very moment you are conducting your search. To search for all incomplete tasks, highlight all the options except Completed. As with all the fields listing several options, leaving all options deselected is equivalent to including all options in the search.

The Task Type field can be used to search for milestones, critical tasks, tasks that are both milestones and critical or regular (non-milestone and non-critical) tasks. The User field is used to narrow the scope of the search to one or more resources that have been assigned to the tasks. Selecting a single user name, for example, would produce a list of tasks assigned to the same resource. The Project field allows you to choose which tasks should appear based upon the projects selected. For information on the other fields under Advanced Search click the Help Files link at the top-right of the page.

Below the Advanced Search section a series of checkboxes is available labeled Please choose the columns you wish to display in the report. Use these checkboxes to determine what task information should appear in the report. A simple report might display the current start date, current due date, status, and percent complete. The project name, task name and user name will automatically appear. Click the Help Files link at the top-right of the pgae for information on each of the options available.

Click the Search button to run a one-time report. This will display the report results page. Only click the Reset button when you need to clear all the settings on the report Search page.

Report Results Page

The report results page displays the total number of tasks in the Number of Results field. You can also see the search criteria used to generate the task list in the Search Criteria field. Use the Group By field to re-group the tasks if you wish. This will provide different group totals for the Total Estimated Hours and Total Actual Hours columns. Click Select Columns to View to add or remove columns from the report. The task names serve as links allowing you to jump to the schedule page of the corresponding project. To keep the report available while jumping to a project schedule, use the PopOut option. This will display the report in a pop-up window allowing you to use the task name links to navigate to various project schedules without losing the report.

You can choose the sort order of the tasks by clicking any column header name that is displayed as a link. The column currently used for sorting is identified by a triangle appearing next to the column name. A right side up triangle indicates ascending order. An upside down triangle indicates descending order. With each click of the column header name you can switch between ascending and descending order. Tasks are first grouped according to the Group By option chosen, then sorted by the column with sort triangle.

Export options

There are several export options available with the Global Task Report. The options make sharing task information easy. The Microsoft® Excel option exports the report as a CSV file. You can use the CSV file in Excel to further process the data or simply reformat the presentation before printing. Share task timelines using public or shared calendars in Microsoft® Outlook and Google Calendar using their export options. A printer-friendly option is available that presents the report table in a format to fit a standard page size. The PDF export generates a PDF file containing the report for easy sharing through email.

Click the Refine Search link near the upper-right of the page to return to the report search page. Search criteria used to generate the original report will remain. You can edit your previously used search and click the Search button to run another search or save the search as a template.

See related video: Global Task Report

Time Usage Report

This video covers how to create Time Usage Reports.

See video [2 min, 53 sec]

How do I export time reports to MS Excel?

This video covers how to export Time Usage Reports to MS Excel.

See video [1 min, 47 sec]

Creating Report Templates: Time Usage, Resource Allocation, and Global Expense Reports

This video covers how to create report templates for the Time Usage, Resource Allocation and Global Expense reports.

See video [5 min, 21 sec]

Resource Allocation Report

This video covers how to create Resource Allocation reports.

See video [9 min, 52 sec]

How do I export time reports to QuickBooks?

This video covers how to export Time Usage Reports to QuickBooks.

See video [2 min, 13 sec]

Global Project Report

This video covers how to create Global Project reports.

• See video Global Project Report [6 min, 8 sec]
• Read How To Use the Global Project Report