Mapping
A Microsoft Project plan contains a huge amount of data. Each task is made up of over 200 fields, (many of which are empty and rarely used) in a similar way a resource have over 150. Project pressents only a small portion of this information at one time, with views and tables being used to display the required information, making the mass of data manageable.
When we create a report we need to sepcify what we require from this large pool of data. This is achieved through the use of filters and tables, the filter determines which tasks or resources will be listed and a table specifies which fields will be appear. With traditional paper reports this is achieved through the Custom Reports feature, with electronic reports we use mapping.
A map is used to export project data into a different file format, in this case HTML. It specifies which tasks and/or resources will be transfered across and also the selection of fields and thus the data there in. So if you want to change the data that apppears in your electronic report you have to change the map, or more specifically, the mapping tables.
Mapping Tables
The mapping tables that control the transfer process are part of the Define Import/Export Map window and, as we found earlier, this can only be accessed during the process of creating a project web page. Move to and ( in Project 98) and select the you created ealier - Web page map and click on
The Define Import/Export Map window has three mapping tabs. Each of these specify the data that will be transfered into your electronic reports tables. If you do not require all of the tables simply un-check the appropriate checkbox and the associated table will be incative.
The mapping process is similar for Tasks Resources and Assignments so we will only consider Tasks.
Click on the Task Mapping tab. The will appear as a header title in your report. To make this title more descriptive change it to Summary list of Tasks
The central area of a mapping tab is the mapping table. It contains three columns and as many rows as are required. Each row generates a coloumn in the reports table. A task field is entered in the first coloumn: . The second column, is used to enter the column header name that will appear in the report table. The column defaults to Text, however it is not used when mapping to HTML.
The buttons above the table are useful aids when defining a map. We will begin by clicking to remove the predefined list. To save time and effort we will use Select Base Table for Field Mapping lists Project's task tables, scroll down the list and select Summary and click on
We now have the feilds of the Summmary table in our map. However, we still need to add another field. Scroll down to the first blank row and select the first column. Use the drop down to select % Work Complete
We will also move % Complete up the list so it appears bellow the Duration row. Select % Complete and then click on up button twice.
Filtering
The mapping table determines which fields will appear in your report, if you need to control which tasks will appear you must apply an
The drop-down lists all of Projects task filters, any of which can be applied to the map. If an interactive filter is used, a message box will be displayed when a web page is saved and a suitable value can be entered. Unfortunately the highlight feature, which is normally avaliable in Project, is not included in an export map. So for this map we won't apply a filter so leave the Export Filter on All Tasks
Task mapping is now complete. If you wish to make changes to resource or assignment maps follow the same techinques outlined for task mapping. Once you have completed all the changes click on and then on
Now open the web page you have just created and review the changes.