Reports

Contents

• Reports in the Lobby
• Reports in the Room

Reports in the Lobby

NOTE: What reports you see differs depending on what role your user got.

You activate the reports by choosing Reports in the toolbar. When you have made your choice, a report window is opened where you can choose what type of report you want to see. Common for all the reports is that you have the possibility to print them by clicking Print at the bottom of the report. In most reports, you can also Export to Excel and Export to PDF. You can choose between the following reports:

• Gantt chart
  The Gantt report shows your project activities in a Gantt schedule. In this report you can then choose to focus on different time frames of the project. This is done by choosing date in the field at the top of the report. You can also filter the activities by Started, Non started, Finished, Non finished or All activities. You can see that you have changed time frame on the activities you have chosen because they get a tag at the beginning/end of the activity where they cross the chosen date. If you want to show the whole project period again, you can click on the button Whole project at the top left corner of the window. You have also the possibility to change the display/printing format to A4 or A3 (Max is default) by clicking the box for this choice in the top right corner of the window.

• Gantt chart with status
  The Gantt report in this view shows you project activities in a Gantt schedule, but with the difference that your activities are shown with a blue field in them indicating how many percent of the activity. that is finished. Here you can also choose to focus on different time frames of the project. This is done by choosing date in the field at the top of the report. You can also filter the activities by Started, Non started, Finished, Non finished or All activities. Here too you can change the display/printing format to A4 or A3 (Max is default) and use  the button Whole project.

• Workspace summary
  The Workspace summary lists all the comprehensive planning data, such as start and stop date, costs for personal and material resources, activities, and lobby members. The summary gives a good summary and overview of your project.
• Portfolio summary (*removed from version 3.1.0)
  The Portfolio summary lists all the comprehensive planning data, such as start and stop date, costs for personal and material resources, activities, and project members. The summary gives a good summary and overview of your projects. NOTE: *From version 3.1.0 you can open a printer friendly view from inside the function, that you can adjust as you like and print.
• Activity list
  The activity list reminds very much of your ordinary activity list that you open and edit project activities from, but you have no editing options here. However you can, in the same way as for the Gantt reports, set focus on different time frames by choosing date in the field at the top of the report and filter the activities by Started, Non started, Finished, Non finished or All activities.
• Resource utilization
  The Resource utilization report shows the distribution of allocated time. You can also see Allocated time, Working hours, Available time and Allocation % for the resource/s. NOTE: This report can be very useful if you want to see the distribution between the resources. For example to see what resource that can be allocated more time. You can also choose to filter your search in several ways, depending of what information you want to see. The report can be generated for the entire portal, individual organizational units or even for individual projects, groups and users.
• Assigned activities per resource
  This report shows the assigned activities per resource for the selected time period. The report can be generated to show the information for one selected user filtered by Day, Week or Month.
• Assigned activities per unit and resource
  The report shows the assigned activities per unit and resource for the selected time period. You can also see Start date, Stop date, Project, Activities, Planned time, Reported time for the resource/s. The report can be generated for the entire portal, individual organizational units or even for individual projects, groups and users.

• Contacts
  Here you can see a contact report with all the room members (Users) contact information. The information is gathered from the contact information in the member’s personal settings. You can choose which project room you want to view the contact report of in the window where you generate the reports and then click on Generate report. If you want to view the contact report for the whole portal, you choose the name of the Lobby in the drop-down menu instead. You can also choose to view the Contacts in the same way, in the first drop-down menu.

• Last login report (only the administrator in the Lobby)
  The user/users that has the role Administrator in the Lobby can see this report. It shows when the users in the portal logged in the last time. You can choose to filter the report on different login periods. You can also choose the sort order in the report on Firstname, Surname, Email, Last login and Register date.

• Status summery per room (only the administrator and the coordinator in the lobby)
  The user/users that has the role Administrator or Coordinator in the Lobby can see this report. It shows the current status of every room in the portal. If you click in the box Expanded view you can see the history of the status for the rooms with the corresponding status comments. If you click in the box again, you can only see the current status for every room. If no status has been set for a room, the status will say Current status: Unknown.

• Document structure (only the administrator in the lobby)
  The user/users that has the role Administrator in the Lobby can see this report. It shows what the document structure looks like in the lobby and every room on the portal, and how much space each file and folder allocates. You can also see how many versions there are of each file. If you click in the box Expanded view you can see all folders and all files. If you mark the checkbox again and click Update, you can only see the folders. In the drop-down menu you can choose from which room you want to view the document structure report. If you want to view the document structure report for the portal, you choose the name of the Lobby in the drop-down menu instead. The document structure report only shows the structure found under Documents and Images in the rooms and in the Lobby, i.e. not My documents and My images.

• Storage utilization
  The report is a summary of the storage use for different users and rooms in the portal. In the rooms storage space of documents and images are counted.

• Incomes (only the administrator in the Lobby)
  The user/users that has the role Administrator in the Lobby can see this report. The report shows budgeted incomes, actual incomes and earnings, both in tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Expenses (only the administrator in the Lobby)
  The user/users that has the role Administrator in the Lobby can see this report.
  The report shows budgeted costs, actual costs and results in both tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Budget (only the administrator in the Lobby)
  The user/users that has the role Administrator in the Lobby can see this report.
  The report shows budgeted incomes, budgeted costs and budgeted results, both in tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Cash flow (only the administrator in the Lobby)
  The user/users that has the role Administrator in the Lobby can see this report.
  The report shows actual incomes, actual costs, results and accumulated results for the period in both tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Table with incomes/expenses (only the administrator in the Lobby)
  The user/users that has the role Administrator in the Lobby can see this report.
  Showing all budgeted / actual incomes and / or costs for the selected time period. The report can be generated for the entire portal or for individual projects. The report can also be generated in different currencies.

• Time sheet
  • All users.
    Displays your time report.
  • The user/user that has the role Administrator in the Lobby can see this report and use it for all users.
    Show the time report for one selected user, all users, one selected activity, all activities, one selected project or all projects during the selected time period.

• Salary report
  Display the time reported by the users, with information filtered for one selected user or all users by one selected project/organizational unit/group or all projects/organizational units/groups during the selected time period.
• Tasks
  The Task list reminds very much of your ordinary Task list that you open and edit project tasks in, but you have no editing options here. You can in the drop-down menu at the top of the report filter the tasks by Tasks, Grouping and Users.
• Resource allocation per user
  This report shows the Resource allocation per user for the selected time period. You can see the resource allocation in either Percent or Hours for the resource/s. The report can be generated for the entire portal, individual projects, groups and users. It can also be filtered by Day, Week or Month. You can do your filtering selections in the drop-down menus at the top of the report and click Generate Report to show the result.
• Resource allocation per unit
  This report shows the Resource allocation per unit for the selected time period. You can see the resource allocation in either Percent or Hours for the unit/s. The report can be generated for the entire portal, individual projects, groups and users. It can also be filtered by Day, Week or Month. You can do your filtering selections in the drop-down menus at the top of the report and click Generate Report to show the result.
• Resources - budget, allocation, capacity & outcome
  The report shows the outcome between the four parameters: Estimated time, Allocated time, Available time and Reported time depending of the filtering options, both in tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects, groups and users. It can also be filtered by Day, Week or Month. You can do your filtering selections in the drop-down menus at the top of the report and click Generate Report to show the result.

Reports in the Room

NOTE: What reports you see differs depending on what role your user got.

You activate the reports by choosing Reports in the toolbar. When you have made your choice, a report window is opened where you can choose what type of report you want to see. Common for all the reports is that you have the possibility to print them by clicking Print at the bottom of the report. In most reports, you can also Export to Excel and Export to PDF. You can choose between the following reports:

• Gantt chart
  The Gantt report shows your project activities in a Gantt schedule. In this report you can then choose to focus on different time frames of the project. This is done by choosing date in the field at the top of the report. You can also filter the activities by Started, Non started, Finished, Non finished or All activities. You can se that you have changed time frame on the activities you have chosen because they get a tag at the beginning/end of the activity where they cross the chosen date. If you want to show the whole project period again, you can click on the button Whole project at the top left corner of the window. You have also the possibility to change the display/printing format to A4 or A3 (Max is default) by clicking the box for this choice in the top right corner of the window.

• Gantt chart with status
  The Gantt report in this view shows you project activities in a Gantt schedule, but with the difference that your activities are shown with a blue field in them indicating how many percent of the phase, activity etc. that is finished. Here you can also choose to focus on different time frames of the project. This is done by choosing date in the field at the top of the report. You can also filter the activities by Started, Non started, Finished, Non finished or All activities. Here too you can change the display/printing format to A4 or A3 (Max is default) and use  the button Whole project.

• Workplace summary
  The project summary lists all the comprehensive planning data, such as start and stop date, costs for personal and material resources, activities, and room members. It also shows the current status for the room and the room description. The summary gives a good summary and overview of your project.

• Activity list
  The activity list reminds very much of you ordinary activity list that you open and edit project activities from, but you have no editing options here. However you can, in the same way as for the Gantt reports, set focus on different time frames by choosing date in the field at the top of the report and filter the activities by Started, Non started, Finished, Non finished or All activities.

• Resource utilization
  The Resource utilization report shows the distribution of allocated time. You can also see Allocated time, Working hours, Available time and Allocation % for the resource/s. NOTE: This report can be very useful if you want to see the distribution between the resources. For example to see what resource that can be allocated more time. You can also choose to filter your search in several ways, depending of what information you want to see. The report can be generated for the entire portal, individual organizational units or even for individual projects, groups and users.

• Contacts
  Here you can see a contact report with all the room members (Users) contact information. The information is gathered from the contact information in the member’s personal settings. You can choose which project room you want to view the contact report of in the window where you generate the reports and then click on Generate report. If you want to view the contact report for the whole portal, you choose the name of the lobby in the drop-down menu instead, You can also choose to view the Contacts in the same way, in the first drop-down menu.

• Document structure (only the administrator in the room)
  The user/users that has the role Administrator in the Room/Project can see this report. It shows what the document structure looks like in the room and every room on the portal, and how much space each file and folder allocates. You can also see how many versions there are of each file. If you click in the box Expanded view you can see all folders and all files. If you click in the checkbox again and click Update, you can only see the folders. The document structure report only shows the structure found under Documents and Images in the rooms and in the lobby, i.e. not My documents and My images.

• Incomes (only the administrator in the room)
  The user/users that has the role Administrator in the Room/Project can see this report.
  The report shows budgeted incomes, actual incomes and earnings, both in tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Expenses (only the administrator in the room)
  The user/users that has the role Administrator in the Room/Project can see this report.
  The report shows budgeted costs, actual costs and results in both tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Budget (only the administrator in the room)
  The user/users that has the role Administrator in the Room/Project can see this report.
  The report shows budgeted incomes, budgeted costs and budgeted results, both in tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Cash flow (only the administrator in the room)
  The user/users that has the role Administrator in the Room/Project can see this report.
  The report shows actual incomes, actual costs, results and accumulated results for the period in both tabular and graphic for the selected time period. The report can be generated for the entire portal, individual projects or even for individual activities and accounts. The report can also be generated in different currencies.

• Table with incomes/expenses (only the administrator in the room)
  The user/users that has the role Administrator in the Room/Project can see this report.
  Showing all budgeted / actual incomes and / or costs for the selected time period. The report can be generated for the entire portal or for individual projects. The report can also be generated in different currencies.
• Time sheet
  • All users.
    Displays your time report.
  • The user/user that has the role Administrator in the Lobby can see this report and use it for all users.
    Show the time report for one selected user, all users, one selected activity, all activities, one selected project or all projects during the selected time period.

NOTE: You can read more about the content and functions of every report, in the document here.