Filtering Resources for Task Assignment (MSP98)

[Kenny Anderson]

I use MS Project infrequently, so as a result unless I make notes, I don't
recall how to do things. I failed to record the steps someone here provided
me to accomplish a task in Project 98. Apparently, there is a shorter way
in 2003, but the process for 98 involved matching resources and tasks with
filters.

I want to assign tasks to three employees and an outside agency and then
have each task appear with a different bar style. I believe I did this
before using filters. I set up a filter for each resource and could run the
filters only once. The filters would be Yes/No based on whether the
resource applied to that task. Once the filters had been run initially, I
had to manually set filters Yes/No for additional tasks or resource changes.
Again, the end effect of using the filters was to change the appearance of
the bars in the Gantt chart to differentiate among the resources.

My question is:
Could someone provide me the steps to complete this? As I said, I was
taught this process through this newsgroup, but forgot to record these steps
for future use.

Thanks in advance,
Kenny Anderson

 

[Catfish Hunter]

Two ways to accomplish this:
1) Use one of the 30 Text fields to assign the responsible person or
contractor. Set up a filter for Text = XXX (Project>Filter>New Filter). Set
up a new View (View>More Views>New) and assign this filter to that View. Once
you apply this View you can format the bars (Formay Bar Styles - Not Format
Bars).
2) Use one of the text fields as above and then sort by that text field.
Select one group at a time and format those bar styles.
Hope This answerd your Question.

 

[Kenny Anderson]

Thanks for the response. I'll have to try this. The way I recall doing
this before may have used a flag for each resource and the "Resource Names"
column.

 

[JulieS]

Hi Kenny,

Another alternative to the one that Catfish Hunter noted can be found in FAQ
#31 "Customizing Task Bars" at:

http://project.mvps.org/faqs.htm

I hope this helps. Let us know how you get along.

Julie

 

[Kenny Anderson]

Bravo, Julie! Simply exquisite.

I do believe this is what I used before. I'll print this out, now, and save
it in my resources binder for future reference.

Thanks,
Kenny

 

[JulieS]

You are most welcome Kenny. Glad to have helped and thanks for the
feedback.

Julie

 

[Kenny Anderson]

As I said before, I've done this before, but have forgotten the steps. In
regard to FAQ #31:

In Project 98, there is no "Customize Fields..." when I right-click a column
heading. Also, there is no "Formula" button when I choose
Tools|Customize>Fields...

So, (for MSP98) do I simply need to bypass the Resource Names step and set
up the flags manually? Or, is there another way to automate this?

Thanks for the help,
Kenny

 

[John]

As I said before, I've done this before, but have forgotten the steps. In
regard to FAQ #31:

In Project 98, there is no "Customize Fields..." when I right-click a column
heading. Also, there is no "Formula" button when I choose
Tools|Customize>Fields...

So, (for MSP98) do I simply need to bypass the Resource Names step and set
up the flags manually? Or, is there another way to automate this?

Thanks for the help,
Kenny

Kenny,
You're right, Project 98 does not have custom fields - they were
introduced with Project 2000.

It isn't real clear from your original description as to how the bar
styles are applied to the tasks. For example, does a specific bar style
get applied to tasks with a particular resource? Or are bar styles
applied based on combinations of the 4 resources? If you can give us
more details, we could help you set things up.

On method certainly would be to set flags to direct the bar styles on
each task and filters can be used to make flag setting easier. It would
pretty much be a manual process although the filter in combination with
a "fill down" should go pretty quick.

There is another method to make quick work of setting things up but
since you say you only use Project infrequently, using a VBA approach
probably isn't too practical in your case, but, it is another available
method with Project 98.

Hope this helps.
John
Project MVP

 

[Kenny Anderson]

John (et al.),

I'm using the various patterns (e.g. solid, shaded, vertical hatch, left
diagonal hatch, right diagonal hatch, crosshatch, etc.) to distinguish each
resource. In my case, there are no combined resources, though I suppose the
same could be done in those cases, as well. Then, when I hand out the Gantt
charts to the members of my project team, they can look at the legend and
say, "oh, I'm crosshatched" and quickly see which bars correspond to their
tasks. This also provides management with a tool to visually assess
utilization.

Like I said in my OP, I've done this before with the help of this ng and the
FAQ looks familiar to this end. It's just that I did my first Gantt chart
this way a year ago, and I forgot to record how I achieved this. I have
(yes/no) flags and resource names in my existing Gantt chart, so I know I'm
on the right track. However, I couldn't remember how I set up the flags.
Clearly, in 98, the Resource Names aren't necessary, as they serve no
purpose (for my intent). When we upgrade to 2003 later this year, I know
all will be moot. Until then, I have to work with what I have.

Yes, I doubt VBA is a good option. I have only written one very simple
Excel macro, so there would likely be too steep a learning curve for my
frequency of use. Maybe in my "free time" (ha ha!) I can get VBA for
Dummies or something. ;+)

Thanks for the input. I hope I've explained myself better.
Kenny

 

[John]

John (et al.),

I'm using the various patterns (e.g. solid, shaded, vertical hatch, left
diagonal hatch, right diagonal hatch, crosshatch, etc.) to distinguish each
resource. In my case, there are no combined resources, though I suppose the
same could be done in those cases, as well. Then, when I hand out the Gantt
charts to the members of my project team, they can look at the legend and
say, "oh, I'm crosshatched" and quickly see which bars correspond to their
tasks. This also provides management with a tool to visually assess
utilization.

Like I said in my OP, I've done this before with the help of this ng and the
FAQ looks familiar to this end. It's just that I did my first Gantt chart
this way a year ago, and I forgot to record how I achieved this. I have
(yes/no) flags and resource names in my existing Gantt chart, so I know I'm
on the right track. However, I couldn't remember how I set up the flags.
Clearly, in 98, the Resource Names aren't necessary, as they serve no
purpose (for my intent). When we upgrade to 2003 later this year, I know
all will be moot. Until then, I have to work with what I have.

Yes, I doubt VBA is a good option. I have only written one very simple
Excel macro, so there would likely be too steep a learning curve for my
frequency of use. Maybe in my "free time" (ha ha!) I can get VBA for
Dummies or something. ;+)

Thanks for the input. I hope I've explained myself better.
Kenny

Kenny,
OK, I misinterpreted your original post when you said, "I want to assign
tasks to three employees and and outside agency ..." It sounded like you
were assigning all 4 resources, or some combination thereof, to each
task.

Nonetheless, I think I understand what you want. However first let me
offer a simple suggestion. Why not simply filter on the Resource Names
field for each resource (one at a time)? Then you can print and
distribute the printouts. Each resource will see only their tasks. That
won't work for an overall management view though so let's work out the
steps.

If you have 4 resources, I'd use 4 spare flag fields. Filter on each
resource name and use fill down as I suggested earlier to make setting
the flags easier. Once the flag fields are populated, go to Format/Bar
Styles and create your 4 custom bars with "Normal,flagx" in the "show
for... tasks" column of the bar styles definition table. That's it - you
should have what you want. If not, let us know.

By the way, if you are interested in learning VBA, no need to buy a
book. You can get an excellent set of lessons from our MVP website at:
http://www.mvps.org/project/links.htm
Look for the link toward the bottom of the page, "Project 98 Visual
Basic Environment Training Materials". Even though it says it is for
Project 98, it is also equally applicable to all current versions of
Project.

Hope this helps.
John
Project MVP

 

[Kenny Anderson]

Response embedded...


[stuff deleted]

If you have 4 resources, I'd use 4 spare flag fields. Filter on each
resource name and use fill down as I suggested earlier to make setting
the flags easier. Once the flag fields are populated, go to Format/Bar
Styles and create your 4 custom bars with "Normal,flagx" in the "show
for... tasks" column of the bar styles definition table. That's it - you
should have what you want. If not, let us know.

Not quite the way I got the flags set up, but I did get through this step.
I used my Excel skills to make the process go more quickly. In a bonehead
move, I skipped the Resource step, forgetting that I need to do Resource
Levelling... Again, one quick IF statement in my Excel table and I'm ready
to cut and paste my Resource Names into Project. It may not be the
preferred method, but for now it achieves what I need without a lot of extra
time/effort. The bar styles, however, are all already set. Looks good.

By the way, if you are interested in learning VBA, no need to buy a
book. You can get an excellent set of lessons from our MVP website at:
http://www.mvps.org/project/links.htm
Look for the link toward the bottom of the page, "Project 98 Visual
Basic Environment Training Materials". Even though it says it is for
Project 98, it is also equally applicable to all current versions of
Project.

Yeah, I saw those, and even downloaded them already. I haven't looked
through them, so I wasn't sure what detail or experience level they covered
(i.e. beginner, intermediate, advanced). I assumed I would have to begin
with something more basic. (say... VBA for Complete Morons, or equivalent)
I'll print out the guide and review it. Now it's just a matter of finding
that elusive "free time". ;+)

Thanks again for the help. I think I'm back where I need to be. I'll make
a few documentation notes on my printout of FAQ #31, and I shouldn't have to
bother everyone again.

Thanks,
Kenny

[pleasantries and previous posts removed]

 

[John]

Response embedded...


[stuff deleted]

If you have 4 resources, I'd use 4 spare flag fields. Filter on each
resource name and use fill down as I suggested earlier to make setting
the flags easier. Once the flag fields are populated, go to Format/Bar
Styles and create your 4 custom bars with "Normal,flagx" in the "show
for... tasks" column of the bar styles definition table. That's it - you
should have what you want. If not, let us know.

Not quite the way I got the flags set up, but I did get through this step.
I used my Excel skills to make the process go more quickly. In a bonehead
move, I skipped the Resource step, forgetting that I need to do Resource
Levelling... Again, one quick IF statement in my Excel table and I'm ready
to cut and paste my Resource Names into Project. It may not be the
preferred method, but for now it achieves what I need without a lot of extra
time/effort. The bar styles, however, are all already set. Looks good.

By the way, if you are interested in learning VBA, no need to buy a
book. You can get an excellent set of lessons from our MVP website at:
http://www.mvps.org/project/links.htm
Look for the link toward the bottom of the page, "Project 98 Visual
Basic Environment Training Materials". Even though it says it is for
Project 98, it is also equally applicable to all current versions of
Project.

Yeah, I saw those, and even downloaded them already. I haven't looked
through them, so I wasn't sure what detail or experience level they covered
(i.e. beginner, intermediate, advanced). I assumed I would have to begin
with something more basic. (say... VBA for Complete Morons, or equivalent)
I'll print out the guide and review it. Now it's just a matter of finding
that elusive "free time". ;+)

Thanks again for the help. I think I'm back where I need to be. I'll make
a few documentation notes on my printout of FAQ #31, and I shouldn't have to
bother everyone again.

Thanks,
Kenny

[pleasantries and previous posts removed]

Kenny,
I didn't quite follow what you did in Excel - from my view it sounds
much more complicated than it need be. But nevertheless, if you're where
you need/want to be, then all must be right with the world - at least
your Project world

You're welcome but don't think posting is a bother - that's what we are
here for.

John