graphical indicators

[Pooja]

I am having trouble with graphical indicators in the customized fileds
section. following is what I need:
anything tht's 100--blue indicator
anything greater than or equal to 75----Green indicator
anything between (26 and 74)----Yellow indicator
anything between (1 and 25) ---Red indicator
anything tht's 0---Blank....

I am able to get only the 100 and 75 indicators...but the rest are appearing
the way i want them too...can someone please help me.

Thanks

 

[JulieS]

Hi Pooja,

You don't mention what criteria you are using but after a quick test this
appears to work:
In the graphical indicators for a number field:
First row:
Test: equals
Value: 0
Image: blank
Second Row:
Test: is within
Value 1, 25
Image: red
Third row:
Test: is within
Value: 26, 74
Image: yellow
Fourth row:
Test: is within
Value: 75, 99
Image: green
Fifth row:
Test: equals
Value: 100
Image: blue

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

Julie

 

[Pooja]

Hello Julie
Thanks for your help, but I did try to input value and test just the way you
have described but it didn't work. It keep giving me green. I guess it's not
recognizing the range value with the Test of "within". I have been trying
this since this morning but didn't work so far. Also I am having trouble
with the Resource Graph, can you help me with that too.

Thanks
Pooja

 

[JulieS]

Hi Pooja,

Okay. Let's start back a few steps. Where are the values (100, 75 etc.)
coming from that you are using for the graphical indicators? Please post
the details about what field are you using and any formula you have entered
in the field to get the values.

What is the problem you are having with the resource graph?

Julie

 

[Pooja]

The fields that I am using for graphical indicators are Text2. I have %comp
with 100% and 50% etc status indicating the status of the project. What I
want is when I make a change in %comp, lets say from 25% to 80%, then the
indicator should change from red to green. and for 0% I want it blank only
for the tasks that are ahead of us...if they are behind us and still has 0% i
want that to indicate red.

the resource graph is being very funny right now. I generated a resource
graph and it looks good, but when I preview it in print preivew, it enlarges
and box become 5times than they should be, this happens only the current file
i am generating, if I open my previous file their resource graph looks fine
in print preview like they should. Can you help plzzz?

Thanks

 

[JulieS]

Hi Pooja,

Thanks for the information. What I understand you are doing is using a text
field referencing the % complete field. I did note some strange behavior
when using the graphic indicators in a Text field, but as I noted before,
all seems to work as required when placing the graphic indicators in a
*Number* field. Again, I did a quick test: I added the Number1 field to a
table and set the formula equal to the % complete. Then used the graphic
indicator values I listed in my previous post and all worked well.

But based upon the comment about wanting zero % complete to show red only if
the task is "behind us" leads me to ask yet another question:

On the surface it appears you only want to show graphic indicators based
solely on % complete, but wouldn't you want to have that % complete be
compared against the % complete you *should* be as of the status date?
Project has two fields that display information relating to % complete as of
the status date, the Status Field and the Status Indicator field.

The Status field takes into account not only the % complete of the task as
entered by the user, but also looks at where the task should be in relation
to the baseline information. The status field has 4 choices: tasks that are
100% complete show as "Complete". Tasks that are scheduled to start in the
future, show "Future Task". Tasks that are late (their % complete is less
than where it should be) show "Late", and tasks that are progressing on
schedule show "On Schedule".

The Status Indicator field has indicators for all of the options in the
Status field except for "Future Tasks" - they show no indicator.

It looks as though John has partially answered your question about the
Resource Graph. When you comment below that a problem with print preview is
only happening in the current file, but others look fine, it sounds as
though there is a problem with the current file. It is possible the file
has become corrupt. See FAQ #43 at the URL below for a possible fix.

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

I hope this helps. If you would like additional information about setting
up custom graphic indicators for the Status field, let us know. Keep us
posted on how things progress.

Julie

 

[Pooja]

Hi Julie.
First of all thanks for your help.

Actually you have said just exactly what I am looking for. I tried what you
said with the status field and tried to customize the field but it didn't
even do it. for ex:
For all the completed tasks I wanted blue, but it didn't except it and
showed an error message. Are we allowed to type text in value section.....
I am actually totally lost now, I do want the graphic indicators based on
the real status (%comp) but I guess I am not able to do it right.

I'll be greatful if you could help me with this.

Thanks
Pooja

 

[Pooja]

HI Julie
Sorry to bother you again...I am having trouble with the graph also. I am
trying to generate a graph in excel, but it's not working. can you please
help. Following is the request I had send earlier, but no response. thanks
for your time and effort.



"Thanks for responding,
this is becoming very painful now, Can you direct me on how can I draw this
info into excel.

what I am trying to do is the following
trying to creat a stacked bar chart by resource name. The x-axis is months
and they y-axix represent %. it tells us how much much total work each
resource is doing by month. Now the problem is, within these bar charts by
resources I want to stack the % of projects these resources are working
in....Ex. john is working 65% in Feb06, out of which 30% of the work is
project A and 25% is project B and 10% is project C. Can you tell me how can
i graph the project distribution within the resources.

I have tried many ways but can't get the answer. All your help and time are
greatly appreciated.

Thanks"

 

[JulieS]

Hi Pooja,

You are most welcome and thanks for the feedback.

You cannot customize the Status field directly but you could use a Number
field to reference the Status field and then set up the graphic indicators
of your choice.
Insert a Number field (for example: Number1) into a task table view.
Customize the field with a formula that reads:
[Status]

The status field has 4 possible values:
0 for tasks that are complete
1 for tasks that are on schedule
2 for tasks that are late
3 for tasks in the future.

You could then create the graphic indicators:
Row 1
Test: Equals
Value: 0
Image: Blue

Row 2
Test: Equals
Value:1
Image: Green

Row 3:
Test: Equals
Value: 2
Image: Red

Row 4:
Test: Equals
Value: 3
Image: None or whatever you want for future tasks.

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

Julie

 

[JulieS]

Hi Pooja,

Sorry for the delay in replying and no bother at all.

I'm afraid I don't have a terrific answer for you on this one. And I'm not
sure it is any less painful than what you are doing currently ;-)

I would start with some modifications to the Resource Usage view to add data
you will need in Excel:

Sort the Resource Usage by Project and make sure the Sort resource with
their assignments by project.

To the table (left side) add:
1) The Project field to be able to see what project the resource assignment
comes from.
2) The assignment field for use in filtering once the data is in Excel.

To the timescaled portion of the Resource Usage view (right side) add the %
Allocation and hide the Work field.

Zoom the timescale out to show months.

Then *carefully* copy the left side - paste into excel. *Carefully* copy the
right side and paste into Excel lining up the data with the resources.

Then in Excel it is a matter of manipulating the data. I use Autofilter to
filter out assignments (Assignment equal No), and then bold the remaining
text. Then I filter out (Assignment equals Yes) to indent and italicize the
assignment information.

Then use the Subtotals (Data > Subtotal) in Excel to sum the assignments for
each Project. Collapse the Subtotal data and then graph in Excel.

I am sure there is a VBA method of doing all of this, however, I'm not able
to assist in that arena.

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

Julie

 

[Pooja]

Hello Julie
I am back again with my same problem.

I followed exactly what you have directed for graphic indicators, it's
working but not the way I want it...

The taks that are on schedule are even showing me blue, where blue means
Done....at this point i am so confused. this is not working and neither is
excel graphs....

If its possible can you help me over the phone, I am sure you must have
restrictions. If not it's okay I'll contact you through the discussion group.

thanks again.

 

[JulieS]

Hi Pooja,

Sorry, I can't offer phone support. You can zip the file and send to me via
email if the file is not confidential. I'll take a look and see if I can
correct the issue with the graphical indicators.

My email address is:

passport 6847 at maine dot rr dot com

Remove the spaces and replace the at with @ and the dot with periods.

Julie

 

[Pooja]

Hi Julie
Sorry again.
I played with the customize field of Number field for graphical indicator,
so it works now. But I am doing what you said about resource usage view, to
insert the project field. I saved all the projects in Text4 field, and in
gantt chart you could see all the list of projects, but in resource usage
view, the column comes blank, even the project name is not visible. But in
gantt view it's fine. Does the resource usage view and gantt chart view
don't work together as far as the fields are concerned.

Thanks
Pooja

 

[Pooja]

Julie
I tried sending you the file, but it returned back as failure so I am
pasting the snapshot of file below. I am really thank ful to you....

2/1/2006 3/1/2006 4/1/2006 5/1/2006
(resourc1) JOHN 53.2% 64.1% 76.6% 90.9%
Project 1 14.4% 21.6% 34.1% 48.4%
Project 2 10.6% 16.3% 16.3% 16.3%
Project 3 14.1% 13.1% 13.1% 13.1%
Project 4 14.1% 13.1% 13.1% 13.1%
(resourc2) MARY 72.5% 55.9% 55.9% 55.9%
Project 1 5.6% 2.8% 2.8% 2.8%
Project 2 13.8% 15.0% 15.0% 15.0%
Project 3 26.6% 19.1% 19.1% 19.1%
Project 4 26.6% 19.1% 19.1% 19.1%
(resourc3) POOJA 37.6% 46.3% 46.3% 46.3%
Project 1 8.1% 4.1% 4.1% 4.1%
Project 2 9.1% 11.6% 11.6% 11.6%
Project 3 10.2% 15.3% 15.3% 15.3%
Project 4 10.2% 15.3% 15.3% 15.3%

 

[JulieS]

Hi Pooja,

Glad to know you got the graphic indicators fixed. Now on to the problem
with the Project file and excel.
In an earlier post you mentioned multiple project files. I assumed (perhaps
incorrectly) that you had a resource pool file and multiple projects sharing
those resources. Is that true?
You can insert the Project field directly into the consolidated resource
pool file, no need to copy project names into the Text4 field.

So, let's start with the structure of your files - is there a pool file?

Julie

 

[Pooja]

Hi Julie,
well I am pooling in multiple of projects at this point, but in near future
I have. But for now we are creating a sample file which contains all the
projects information by task and resource.
Ex
Project1
taska
taskb
taskc

Project2
taska
taskb
taskc

Project3
taska
taskb
taskc
And I have assigned these tasks to multiple resources at this point 3 people.

Now I need to know graph this and project resource is very limited. So I am
trying excel, and the file with all the manipulation looks like this:

2/1/2006 3/1/2006 4/1/2006 5/1/2006
Resource1
JOHN 53.2% 64.1% 76.6% 90.9%
Project 1 14.4% 21.6% 34.1% 48.4%
Project 2 10.6% 16.3% 16.3% 16.3%
Project 3 14.1% 13.1% 13.1% 13.1%
Project 4 14.1% 13.1% 13.1% 13..1%
Resource2
MARY 72.5% 55.9% 55.9% 55.9%
Project 1 5.6% 2.8% 2.8% 2.8%
Project 2 13.8% 15.0% 15.0% 15.0%
Project 3 26.6% 19.1% 19.1% 19.1%
Project 4 26.6% 19.1% 19.1% 19.1%
Resource3
POOJA 37.6% 46.3% 46.3% 46.3%
Project 1 8.1% 4.1% 4.1% 4.1%
Project 2 9.1% 11.6% 11.6% 11.6%
Project 3 10.2% 15.3% 15.3% 15.3%
Project 4 10.2% 15.3% 15.3% 15.3%

Now I need to graph this by resource by month and how much these resources
are doing on these projects.
Thanks for your time and all the help

Pooja

 

[JulieS]

Hi Pooja,

Well, now I am completely befuddled. Is this the information from Project?
I'm not sure exactly what your question is now.

Julie

 

[JulieS]

Hi Pooja,

Thanks for the clarification. It looks as though you have the data you need
from Project and now the problem is how to graph in Excel? To be honest, I
don't work in excel graphing a great deal. I have a sense that trying to
graph all three resources in all four projects for all 4 months would be a
problem, but I don't know for sure. I hate to suggest this, but if this is
now an Excel graphing question, I would refer you to the Microsoft Newsgroup
for charting in Excel.

I hope this helps.

Julie

 

[Pooja]

Hi Julie,
first of all thanks for your help and I have forwarded by question to the
excel group. Lets see how this works out..I'll keep you informed.
But I do need to know, if the resource usage view works with the Gantt chart
view. Cuz any text/number fields I customize in gantt chart, I don't see
that in resource usage view. Also the project field is basically the file
name, right?

Thanks for your help again....
Pooja

 

[JulieS]

Hi Pooja,

You are most welcome for the help and I hope you get the answer you need in
the Excel forum about charting.

As to how data entered into the Gantt chart relates to information in the
Resource Usage view, FAQ #51 "Data Types: Task, Resource and Assignment" at:

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

helps to answer that question. To copy information from the task side to
the resource usage view, Jack Dahlgren has a macro called "Copy Task Fields"
at:

http://masamiki.com/project/macros.htm

that may help.
Yes, you are correct about the project field, it is the file name that the
resources or assignments come from.

I hope this helps. Keep us posted.

Julie