Use Project Center to Display Summarized Calculated Values


Use Project Center to display summarized calculated values from other Lists

Ok, Ok, the title is a little confusing.  So what do I really mean?  Let me provide an example:

Let's say your organization is using Risks within EPM Live to manage risks and their impact, cost, etc...  It would be really valuable to view the total potential cost of all risks for a specific project in the Project Center Rollup List at the top level.  Let me illustrate:

1.  Risks are created in a workspace and potential costs are entered.



2.  The total potential cost of all risks for the project is displayed in the Project Center of the Workspace.



3.  The total potential cost of all risks for specific projects are displayed in the Project Center at the top level.





How to Configure

1.  Create a new column in your Project Center List at the top level called "PotentialRiskCostCalc" (we'll rename the display name to something more friendly in a minute). 

2.  Select the "Total Rollup" field type.

3.  In the Rollup Options section, select the List that you want to pull values in from.  In this case, we want to pull values from the Risks List.  Select Risks from the dropdown.

4.  Next, select which column is the Lookup column back to your Project Center List.  In this case, the Project column of the Risks List is a Lookup back to the Project Center List.  Select the Project column from the dropdown.

5.  Select "Sum" as the aggregation type.  We want to select Sum in this case because we want to display the sum of all Risk costs.

6.  Select "Cost" as the aggregation column.  This is the column that we want to sum.

7.  Choose 2 decimals since this is a currency value.

8.  Leave the CAML Query section blank for this example, however, if you wanted to, you could enter a CAML Query which would filter the result set.  For example, you may only want to sum Risks where Status is set to "Active".

9.  Click the OK button when finished.

10.  Now that the field is created using the "PotentialRiskCostCalc" internal name, click on the column again so you can edit the Title to be "Potential Risk Cost Calc".

11.  Now we are going to create a calculated column that is simply going to read the value from the PotentialRiskCostCalc field and display it as a currency.  Create a calculated field called PotentialRiskCost and have it output a currency type with two decimals.  Click OK when finished.

12.  Rename the PotentialRiskCost field to Potential Risk Cost.  Add this column to the desired Project Center View.

13.  Now that you have modified the Project Center, you'll now have to synchronize the Project Center down to your existing sites including your template.

14.  From Site Settings, select Synchronization Settings from within the EPM Live Administration section.

15.  If it's not already added, add the Project Center List by clicking the Add Existing List link.

16.  Now that the Project Center List is added, click the Synchronize link.  Your existing sites will now be updated with the two new fields that you created.

17.  Save your Site Template.

18.  Now, test your solution by adding Costs in your Risks and seeing that it sums all costs and rolls the values up.  Keep in mind that the calculation to sum only runs automatically when your timer service is set to run, however, you can test this by manually clicking the "Recalculate" button on the Project Center menu bar at the Workspace level once your costs have been added to your Risks.

Posted Friday, October 30, 2009 by Jeremy Boatman
http://kb.epmlive.com/KnowledgebaseArticle50382.aspx