Red, Yellow, Green Status

[Sue]

I'm using MS Project 2007 Standard. I'm a novice user. Having just pulled
together my first project plan, my manager would like to see status based on
red, yellow, green. He also says he's had project status where there are
buttons on the menu bar indicating red,yellow or green that the person
reviewing status can click and easily see what tasks are in jeopardy or late.

My plan has a baseline start and finish and an actual start and finish.
I've also got a duration for the baseline.

Here is what I'm trying to do.
Mark tasks that are due to complete (baseline Finish) but have not - red
status.
Mark tasks that are open but in jeopardy and may not close on schedule
(baseline finish date) - red status
Tasks that are open/in progress with a potential jeopardy of completing on
time - yellow status
Tasks that are due to start (baseline start) - could be red or yellow.
Tasks that are on target to start or complete on time - green status
Tasks that have completed - blue status.

How do I create status with colors for these? And is there a way to show the
red, yellow, green buttons on the tool bar?

Any help is appreciated.
Thank You,

 

[Jim Aksel]

Lots going on here. Please read my blog concerning "Red Amber Green - RAG"
status.

Some things to consider... just because a task will finish later than
baseline does not necessarily light up a "red" flag. You need to consider
Total Slack in this equaltion as well. Total Slack is how late a task can be
without making the critical path longer (that is, delaying the project).
Consider setting your lights based on total slack. You can also get a quick
measure of how late a task will be using the "Finish Variance" column
(field). In your case, if Finish Variance is 0, then Green. You could "band
it' by saying if 0<FInish Variance <=5 then Yellow. If >5 then Red. So,
you can be a little late, but not too late. You can also flter on "Total
Slack" to see which of your Green, Yellow, Red are also on the critial path
(Total Slack<=0 to be safe).

You can make each task have an indicator "Red, Yellow, Green" by using the
finish variance and a formula in a custom number field. In the custom number
field (Say Number1), apply a formula [Finish Variance]. You can set a
graphical indicator based on the formula. It is pretty intuitive... insert
the Number1 field. Right click on it and select Custom Fields. In the
dialog box that opens you have buttons to create a formula, and another for
setting graphical indicators.

Buttons on the toolbar. Sure, but try this first: Create three new filters
and name them Red, Yellow, Green. If you want them grouped together, then
use Status Red, Status Yellow, Status Green.

To create a filter, on the main menu: Project/Filter/More Filters...
(New..). Then you can give it a name and show it on the menu. Once you set
your filter criteria, and have the filter appear on the menu, all you have to
do is find the Filter drop down on the toolbar (it defaults to "All Tasks")
and select the color filter you wish.

After you get that set, you can explore how to make your own custom toolbar
that applies the filters you have created.
*********

Jut thought of something else. Suppose you want to manually establish
Red/Yellow/Green for each task without a formula based on your judgement.
Then, still insert a custom Number field but do not give it a formula. Still
assign the Graphical Indicators 1=Red 2=Yellow 3=Green. Now, manually key a
number into the Number field and it will change to the color you command.

--
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Jim Aksel, MVP

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