Automatic Formatting

[Té]

When viewing the variance table is there a way in Project that you can
automate the tasks that have changed from the baseline finish to become red
or any other color? Kind of like in Excel where you can apply conditional
formatting? My dates for the baseline are different than those on the
interim start and finish and I want to be able to identify where they changes
occurred.

 

[Andrew]

Normally, you would do that through the Format > Text option, but there is no
option for slipping tasks, unfortunately. Thus you have two options:

1) Insert the Status field. Develop a custom field based on the Status
field which does a green light/red light traffic light indicator. (my
preference)

2) Insert the Marked field. In Format > Text, select the Marked tasks, and
change the background to Red (too much work for me).

Option 1 is automatic. Option 2 isn't.

-A

 

[Té]

Andrew can you walk me step by step on how to do the first option please. Do
I create a brand new column

 

[Andrew]

No problem:

1) Insert the Status field in whatever table you're looking at. (Right
click on the column header, insert field, pick the status field)
2) Right click on the column header again, select customize field. Pick the
Number1 field
3) Rename that field something like _Status Rollup
4) Click on the Formula button, and enter the following for the formula:
[Status]

*This will make the new field show whatever is in the Status field. Note
that the Status field has four possible settings:

Complete (0)
On Schedule (1)
Late (2)
Future (3)

They show up as text labels in the status field, but are stored in the back
as numbers.

5) Click on the Graphical Indicators button for the custom field
6) Set the Graphical Indicators test so that if it equals 2, it is red, if
it equals 1, it is green, and so forth....
7) Hit OK
8) On the main custom fields dialog box, for the same field, select Use
Formula for the calculation for task and group summary rows option.
9) Insert the field in your table. (Right click in the column headers,
insert new field, find your new custom field name)

How's that?

 

[Té]

Its me again! When I right click on my column I dont have the option insert
field. I just have insetr column and customize field. Sorry to bug you!!!

 

[Andrew]

No problem. My fault for being unclear.

Insert column is the same thing as insert field.

Let me know if you have any other questions....

-A

 

[Té]

lol okay I did everything, but when I enter is greater than or equal to 1 the
red circle only goes to those tasks that are late. I want the tasks that
have a change in their variance to become red. Does that make sense?

 

[Andrew]

So you want tasks that are either early or late? By how much. If we take 1
week as an example, then you just do a custom flag field, and set up the
formula like this:

IIf([Finish Variance]>2400,Yes,IIf([Finish Variance]<-2400,Yes,No))

2400 = 60 minutes/hr * 8 hours/day * 5 days (if 5d is too much/little, just
use this formula to calculate out how much it should be)

Then make the Graphic indicators red/green by whether or not the flag field
is yes or no.

How's that work?

 

[Té]

I'm horrible with Project! Its not working. What I want to do is have some
kind of automatic display that stands out when I go to the variance or
tracking table that will let me know where my project has changed since the
baseline finish. Almost like a conditional formatting on Excel.

 

[Andrew]

I can't help you if you don't tell me what you're seeing....and I've given
you the instructions to get very close to what you're looking for.

Seriously though, MS Project is a complex application, and everyone needs
guidance when they first start using it. I don't know where you are located
geographically, but I would strongly recommend finding a qualified training
provider in your area.

It will alleviate a lot of the frustration you're experiencing.