The MS Project "VIEW" as a metaphore???

[Just Fun]

This may seem like a re-post of an old thread, but the old thread got long
and stale... so here goes again.

I am experiencing a problem understanding the deeper meaning of what a
"VIEW" is. In a varity of other software, a "VIEW" is a distinct way of
seeing the data. The data in one view is not obcured by what is visible (or
not visible) in any other view. The windows metaphore makes me think of my
house and the the VIEW I have of my back yard from either my bedroom window
or my kitchen window. The MS Project metaphore of a VIEW does not work this
way. It works as follows: If I let the blinds down half way on the bedroom
window, the the blinds are half way down on the kitchen window. Let me
explain...

MS Project allows the Colapsed and Expanded Outline structure to carry over
from VIEW A to a subsequent VIEW B. My problem is that if I go to a VIEW B
that does not show the outline structure because the summary tasks are
hidden, I am unable to use the "Show All" button because it is disabled.
This forces me to go back to any other view that does show the summary tasks
and "SHOW ALL" before I proceed to the view that doesn't show the summary
tasks. OR, I run the risk of not having all the detail tasks visible in VIEW
B because they are hidden in VIEW A.

Yes, this may be obcure. I can explain why I use this less-than-typical type
of view, but that fact will only obscure the real question as it did in the
previous thread. (I can correctly create the VIEW B so don't try to explain
how to do that.)

Why does MS Project allow the outline structure to carry over from VIEW A to
a subsequent VIEW B???
I hope I have phrased the question better this time than in the last thread.
I am having a hard time remembering to "SHOW ALL" before going to VIEW B.
The problem isn't so much how do I remember, but how will I ever teach my
assistant to "SHOW ALL" before changing VIEWS?

If the WINDOW and VIEW metaphore I am thinking of should not be applied to
this software, then what metaphore can I adopt that will allow me to
remember to "SHOW ALL" before going to VIEW B?

 

[Jan De Messemaeker]

Hi,

Sorry I'm a bit lost here but you never have to go back to a previous view
to rearrange a current view.
HTH

 

[Mike Glen]

Hi Just Fun,

Project was designed around the classic Gantt Chart view that developed from
the classic Critical Path Method. As such, most project managers would be
expected to use that as thier main planning view. During development of the
project and subsequent progressing, one would view the Gannt Chart, apply
the outlining you want and then switch to various view to meet you needs -
without having to re-select any different outlining. You seem be be facing
the reverse. In the 9 years of being an MVP, this question has never before
come to my attention.

However, could you tell us precisely what you have selected in the Gantt
Chart view and then which other view you go to that's giving you a problem?
Generalities are so difficult to diagnose.


Mike Glen
MS Project MVP

 

[Just Fun]

Mike,

I work in several Gantt views. One is a summary view to look at the big
picture and most of the detail tasks are collapsed. I primarily use a view
with all of the summary tasks expanded and filtered to All Tasks.
Occasionally I collapse a few summary tasks related to marketing and
purchasing to get rid of the clutter while I work on the construction part
of the project. As I move between various Gantt views, when I get to the
next view I am always able to "SHOW ALL" of the subtasks (detail tasks).

Recently, the company owner asked if I would prepare a schedule of the
detail tasks without the summary tasks shown that is sorted in order by the
baseline finish date. I do the following: Tools, Options, View, Check out
"Show Summary Tasks" and then sort by Baseline Finish. He also wants to see
all of the completed tasks as well as the incomplete tasks.

He wants this report every week to show the same tasks and be in the same
order that we reviewed last week. When I go to this view, any detail tasks
not expanded when I was in the previous Gantt View do not show up. At first
I was perplexed; now only annoyed. I WISH that a view was static - not
dependent on the last view. Remember that with "Show Summary Tasks" turned
off, then the "Show All" Button is disabled. That is why I must go back to
another view -or- "Show All" before I leave to go to this unique view.

Another issue is that the sorting must be re-done every time I go into this
view. (This is the hardest report that I have ever produced.)

I have used MS Project for years and didn't experience this issue until the
recent request for this atypical (for me) way of reporting the detail task
schedule. I agree that most project managers use the critical path and
outline structure, but now I must create this specific report for the
company owner who "knows what he wants". I could also do this in a Task View
without the Gantt portion shown, but the effect is the same.

Thanks for the dialogue on this issue.

John Hansen

 

[Jan De Messemaeker]

Hi,

Now I understand.
I do the same report and use a macro to create the view.
But first, it is better to create a filter "non summary tasks" then to use
"Show Summary tasks" as the filter does not incapacitate any button. This
could already solve your problem

A macro could look like this (assuming you created the filter)

Sub Difficultreport()
Dim anytask As Task
ViewApply "Gantt Chart"
OutlineShowAllTasks
FilterApply Name:="Non summary tasks"
Sort key1:="baselinestart", Outline:=False
End Sub


HTH

 

[Just Fun]

Jan,

Thank you very much. I expect this will do just what I need and The Boss
will be happy.

John Hansen