Task % of total work

[Eanna]

Hi,
I'm new to Project, using Project 2000.

I'm planning a project and would like to have a column in Tasks view
that expresses each task's percentage of the total project work to be
done.

How do I do this please?

Thanks,

E

 

[John]

Hi,
I'm new to Project, using Project 2000.

I'm planning a project and would like to have a column in Tasks view
that expresses each task's percentage of the total project work to be
done.

How do I do this please?

Thanks,

E

Eanna,
To do that you will need to create a custom field with a formula or a
simple VBA macro. Assuming macros are a little beyond you expertise at
this time, the following process to use a formula in a custom field
should get you what you want.

1. If you don't already have a Project Summary Task, it can be added by
going to Tools/Options/View tab. Near the lower right corner you will
see an option for "Project summary task". Select the option and hit "OK"
2. If it isn't already, display the Work field in your view
3. Jot down the Work value at the Project summary task (Note: this value
is also available under Project/Project Information/Statistics button so
you don't absolutely have to display the Project Summary Task)
4. Add a spare field (e.g. Text1) as a column to your current view
5. Go to Tools/Customize/Fields and select the option for "Formula"
under the Custom attributes. When you do so a message will pop up
basically saying the field is being converted from a spare field to a
customized field.
6. Hit the "Formula" button
7. In the formula entry box (blinking cursor) enter the following:
format([Work]/((value from step 3)*60),"#.00%")
8. Hit "OK". When you do so, another alert message will pop up basically
saying existing data in that field will be overwritten
9. Hit "OK" on the Customize Fields window and "wha-la", you should see
your data values in the customized field. This assumes calculation
(Tools/Options/Calculation tab is set for automatic, which is the
default)

Note that if the total work in your project changes, you will need to
edit the formula. There are ways to avoid this extra step, but the
process to do so gets a little more complex.

Hope this helps.
John
Project MVP

 

[Eanna]

Hi John,
Thanks very much for your help.

I don't understand where the 60 in the formula is coming from
format([Work]/((value from step 3)*60),"#.00%")

Shouldn't it be
format( ([Work]/(value from Step 3)) * 100 ),"#.00%")

My work values are entered in weeks.


E

Hi,
I'm new to Project, using Project 2000.

I'm planning a project and would like to have a column in Tasks view
that expresses each task's percentage of the total project work to be
done.

How do I do this please?

Thanks,

E

Eanna,
To do that you will need to create a custom field with a formula or a
simple VBA macro. Assuming macros are a little beyond you expertise at
this time, the following process to use a formula in a custom field
should get you what you want.

1. If you don't already have a Project Summary Task, it can be added by
going to Tools/Options/View tab. Near the lower right corner you will
see an option for "Project summary task". Select the option and hit "OK"
2. If it isn't already, display the Work field in your view
3. Jot down the Work value at the Project summary task (Note: this value
is also available under Project/Project Information/Statistics button so
you don't absolutely have to display the Project Summary Task)
4. Add a spare field (e.g. Text1) as a column to your current view
5. Go to Tools/Customize/Fields and select the option for "Formula"
under the Custom attributes. When you do so a message will pop up
basically saying the field is being converted from a spare field to a
customized field.
6. Hit the "Formula" button
7. In the formula entry box (blinking cursor) enter the following:
format([Work]/((value from step 3)*60),"#.00%")
8. Hit "OK". When you do so, another alert message will pop up basically
saying existing data in that field will be overwritten
9. Hit "OK" on the Customize Fields window and "wha-la", you should see
your data values in the customized field. This assumes calculation
(Tools/Options/Calculation tab is set for automatic, which is the
default)

Note that if the total work in your project changes, you will need to
edit the formula. There are ways to avoid this extra step, but the
process to do so gets a little more complex.

Hope this helps.
John
Project MVP

 

[John]

Hi John,
Thanks very much for your help.

I don't understand where the 60 in the formula is coming from
format([Work]/((value from step 3)*60),"#.00%")

Shouldn't it be
format( ([Work]/(value from Step 3)) * 100 ),"#.00%")

My work values are entered in weeks.


E

Eanna,
You're welcome. The "60" converts minutes to hours. Project stores all
time based data in minutes so unless the user is working in minutes,
formulas using time based data (e.g. Work) must be converted. I think
most users enter work in hours so I made that assumption. If your value
from step 3 is in weeks, then the factor should probably be "2400" (i.e.
60 x 40, assuming 40 hours per week).

John
Project MVP

Hi,
I'm new to Project, using Project 2000.

I'm planning a project and would like to have a column in Tasks view
that expresses each task's percentage of the total project work to be
done.

How do I do this please?

Thanks,

E

Eanna,
To do that you will need to create a custom field with a formula or a
simple VBA macro. Assuming macros are a little beyond you expertise at
this time, the following process to use a formula in a custom field
should get you what you want.

1. If you don't already have a Project Summary Task, it can be added by
going to Tools/Options/View tab. Near the lower right corner you will
see an option for "Project summary task". Select the option and hit "OK"
2. If it isn't already, display the Work field in your view
3. Jot down the Work value at the Project summary task (Note: this value
is also available under Project/Project Information/Statistics button so
you don't absolutely have to display the Project Summary Task)
4. Add a spare field (e.g. Text1) as a column to your current view
5. Go to Tools/Customize/Fields and select the option for "Formula"
under the Custom attributes. When you do so a message will pop up
basically saying the field is being converted from a spare field to a
customized field.
6. Hit the "Formula" button
7. In the formula entry box (blinking cursor) enter the following:
format([Work]/((value from step 3)*60),"#.00%")
8. Hit "OK". When you do so, another alert message will pop up basically
saying existing data in that field will be overwritten
9. Hit "OK" on the Customize Fields window and "wha-la", you should see
your data values in the customized field. This assumes calculation
(Tools/Options/Calculation tab is set for automatic, which is the
default)

Note that if the total work in your project changes, you will need to
edit the formula. There are ways to avoid this extra step, but the
process to do so gets a little more complex.

Hope this helps.
John
Project MVP