MS Project - Is this possible?

[CamJam]

Alright, let me see if I can spell this out.

Bottom Line: Is there anyway to show the same task over multiple line
in different sections and have the same task show % complete/cost
either over the whole project or by each section?

Additional Explanation:
We are building a pipeline and putting it in the ground. We are goin
from 0+00 (Or 000 feet) to say 100+00 (or 10,000 feet). The client i
wanting to break down the project into smaller 2500' sections. (Going t
use a custom field - number - and then numbering each task between tha
range of sections a 1-4). Since the job is from 0-10,000 feet I will b
doing the same tasks 4x ea.

Let's take one of the tasks, Grading. I'll be taking grading from star
(0) to finish (10,000 feet) yet there will be 4 specific sections i
this project so that we can break it down to these smaller sections. M
plan is to have 4 tasks names denoting Sections 1-4 and then just inden
for each of the 2500' sections with their tasks below.

Hopefully you all are still with me. If I'm going to have a task liste
4x is there anyway to (I hate to use the term link...but) link the task
to share the same information. IE % complete/cost. So say Gradin
(Section 1), Grading (Section 2), etc will share a total % complete a
well as % complete or cost per section?

Let's say we are jumping around on the project. We started Section
Grading and we were 10% done. Then we jumped to Section 1 and Grade
20%...is there anyway to show 30% completion on that group of tasks...a
if they were one task.

What I'm trying to avoid is having to assign 25% costs to each tas
Grading (Section 1), Grading (Section 2), Grading (Section 3), Etc
Because the footage is much much different in my project and doesn'
work out evenly...and thus generating an invoice would be a nightmare i
we go off the schedule.

I hope that makes sense to someone...lol.

Thank you all,
Ca

 

[Andrew Lavinsky]

This is a pretty standard request. I would handle this by using standardized
intelligent WBS codes and the grouping functionality.

Section1.GRADE
Section2.GRADE

Then you can develop a couple custom fields to identify the tasks with GRADE
in the WBS code, and group by those as needed.

Check out the options behind Project > Define WBS Code. I'll see if I can
dig up some WBS filtering formulas.

- Andrew Lavinsky
Blog: http://blogs.catapultsystems.com/epm

 

[CamJam]

That would be great, thank you

 

[Jim Aksel]

I remember this question being asked before. As another alternative, you may
want to try this. Get yourself a spare text field (Text1). In that field
you can type a single item that relates to what you are doing: Grading,
Welding, Laying, Testing... etc. This would be similar to a high level WBS.

Now use a custom grouping. Project/Group By/Customize Group By.... Select
Text1 as your criteria. You can add other levels as well by using different
Text fields.
--
If this post was helpful, please consider rating it.

Jim Aksel, MVP

Check out my blog for more information:
http://www.msprojectblog.com

 

[Andrew Lavinsky]

Jim's approach is probably just as good, but for me, using the WBS approach
it's a bit less tedious to keep organized when adding new tasks - as the
WBS code cascades downward automatically to all subtasks. It's probably
a bit more work to set up though.

Using the following formula in a Flag field will flip it to yes for the required
parameter. In this case, I used "GRADE." Note that you'll want to set the
Flag field to use the formula for summary tasks.

IIf(INSTR([WBS],"GRADE"),Yes,No)

Other formulas would strip away the text and identify the first, second,
third, etc. elements in an intelligent WBS string. For instance the following
formula will strip away all of the WBS but the first tier (assuming you have
a Project code with a ":" in the prefix):

Example: PROJ1:Sect1.Grade

IIf([Outline Level]=0,"",IIf([Outline Level]=1,RIGHT([WBS],LEN([WBS])-INSTR([WBS],":")),Mid([WBS],INSTR([WBS],":")+1,INSTR([WBS],".")-INSTR([WBS],":")-1)))

Would return "Sect1" as a result. This would allow you to group by geographic
region.

To return the second tier in the WBS, you would use the following formula
in a text field. This will return the first four characters of the second
tier.

Example: PROJ1:Sect1.Grade

IIf([Outline Level]>1,MID([WBS],INSTR([WBS],".")+1,4),"")

Would return "Grad" as a result. You can modify the "4" to match the character
length of the second tier. There's probably a way to make this truncate
dynamically, but it's not coming to me right now.

For the third tier, I'd have to think about the formula....

Hope that helps.

- Andrew Lavinsky
Blog: http://blogs.catapultsystems.com/epm

 

[CamJam]

I really appreciate the help. I like both ways that you all hav
suggested. I'm actually using both WBS and Customized Fields. I gues
the problem I'm having is how to determine the total cost on the projec
based on % complete for that particular item, in this example Grade.
guess I can't view that on the Gantt I just have to do it via a report
If it's via a report how do I do this?

Thank you both,
Camero

 

[Andrew Lavinsky]

If I follow you correctly, you could track Actual Cost for each task, which
will be a % of the overall task cost. When you group by Grade, it should
sum up the field - so you can subtotal for each grouped element.

That's what grouping is for - subtotals.


- Andrew Lavinsky
Blog: http://blogs.catapultsystems.com/epm

 

[CamJam]

Just lost my post!

Recap.

Preface: Thank you for your replies.

I'm having problems generating reports based on my WBS.

Example, let's say my tasks are as follows (WBS in parenthesis):

Section 1 (1)
Clearing (1.1)
Grade (1.2)
Install Pipe (1.3)

Section 2 (2)
Clearing (2.1)
Grade (2.2)
Install Pipe (2.3)

Section 3 (3)
Clearing (3.1)
Grade (3.2)
Install Pipe (3.3)

Is there anyway to do a report using WBS instead of task names, tha
way I can get a total actual cost or % complete for Clearing,Grade, O
Install on the whole project.

Is Visio the option (I don't have it but I hear you can do report
using WBS)?

In addition let's say their are subtasks for these. Can I generate
report only using X.X instead of WBS X.X.X?

I've tried custom reporting but am not seeing a selection for WBS i
lieu of task names I just see where I can sort via WBS.

Thank you,
Ca

 

[Rob Schneider]

The way I would do it is as Andrew suggested previously ... use Groups.
Add a custom text field called "Phase" and for each task assign it to
Clearing, Grading, or Installing. Then group by that field (Menu:
Project: Group By, More groups, New, and make it group by the new custom
text field. Project will rollup sumary totals and % complete and all
that for you.

I'm not sure what you mean by the second question, but perhaps if you
mess around a little bit with grouping you'll find a way to meet your needs.

--rms

www.rmschneider.com