Working with Fields, Filters, Creating a Template

[GGSB]

Can this be done and am I approaching it the right way?

I need to create a single project template for PMs to use. I will be
creating a single one that was formerly comprised of three different
documents. The differences were little.

I was hoping to create a single template that contains all the tasks. I want
to some how distinguish between the tasks by filtering them somehow. I dont
want to just color code and tell them to delete the tasks that dont apply but
rather was hoping I could instruct PMs to filter according to their type of
project. Once doing so, only the tasks that apply to their project would
display to them (others would be hidden). Does this make sense?

Again, I have three separate plans right now - called WEB, Traditional and
OO. 85% of the tasks are identical. I want to conosolidate them to one plan
but be able to distinguish/and filter on tasks.

 

[Mike Glen]

Hi GGSB,

Welcome to this Microsoft Project newsgroup

You could use 3 Flag fields and filter on the appropriate flag. Or you
could record a macro and provide a toolbutton for each. Or you could write
vba code....

FAQs, companion products and other useful Project information can be seen at
this web address: <http://www.mvps.org/project/>

Hope this helps - please let us know how you get on )

Mike Glen
MS Project MVP

 

[JulieS]

Hi GGSB,

For a sligh variation on Mike's suggestion, you could also insert one of the
Text (Text1, etc.) fields into your template. Then customize the field to
add a Value List containing your 3 options. You could then set the value for
the Text field and then create 3 filters to only show the applicable tasks.

Hope this helps. Let us know how you get along.

Julie

 

[GGSB]

Can someone direct me to a specific page, book etc. that can give me some
step by step instructions on doing this. I am struggling with the online help
and dont have a user manual handy. This is a bit more advanced project work
for me and I am stumbling.

Both suggestions make sense to me at a high level - its the implementation I
am struggling with. Is there anyone line references I can download?

 

[JulieS]

Hi GGSB,

You can get some great guidance from Mike Glen's series of article at:

http://pubs.logicalexpressions.com/Pub0009/LPMFrame.asp?CMD=ArticleSearch&AUTH=23

Particularly Articles 14 & 15 on Customizing Fields and article 6 on working
with views and filters.

Hope this helps. Please feel free to post again with specific questions and
we'll try to assist.

Julie

 

[JulieD]

Hi

just a bit confused here (it's midnight so please just ignore this post if
it makes no sense at all!)

- are all of your project managers going to be working on the SAME project
file - but Bill needs to see 80% of the tasks, Fred 75% and Steve 20% ... in
which case Mike's & JulieS's suggestions will work - or is this to be a
template for all future projects where Bill will have his own project file -
with all the tasks but will only be able to see 80% of them etc - in this
case, i can't see how this idea will work ... as filtering the tasks only
hides them from view, they still contribute to the overall work on the
project and the relationships will impact on the timing of other tasks.

if it is the second option - the only way i could see it working is that
they open up the template file, run a macro (maybe via a button with their
name on it) that automatically deletes the irrelevant tasks for them.

if you'ld like to clarify what you're after we'll be happy to post more
detailed instructions.

Cheers
JulieD

 

[GGSB]

First, thanks to all for your comments. Very helpful.

Let me explain more in detail.

We currently provide 3 separate templates to our organization PMs. They are
OO, Traditional and Web. They are by and large identical with the exception
of a few tasks (well, I would say more than a few but you get my point).
Currently have over 700 task lines.

Maintenance has been cumbersome. If we add a new phase, task, etc. we need
to review and edit all three templates. Sometimes an edit (new task) will
apply to all three, at other time an edit may apply to only one.

The thought was to consolidate the templates into one project plan and
somehow show an identifer to distinguish between what type of projects the
tasks are associated with. We could color code by type and instruct users to
delete the ones that dont apply but I was hoping for something a bit more
advanced.

From the PM/user perspecticve:
So, if I am doing a web project, I open up the template,
view/filter/whatever all the web tasks and "hide" the ones that dont apply. I
realize they will still essentially be in the plan but no dates, resources,
durations will be applied - so it should not matter. Right?

 

[JulieD]

Hi

if you're not going to enter durations then it probably should work for what
you want ... if however, you enter durations / assign standard resources etc
then i can envisage problems.

so at this point, do you need assistance with anything specific?

Cheers
JulieD

 

[GGSB]

Definitely no durations to be entered (everything is a default date and 1d).
We do assigned Roles as resources which the PMs then replace with actual
names. Any concerns?

So what was the best suggestion?

Add a text field?

 

[JulieD]

Hi GGSB

personally i would go with a customised text field with four options
STANDARD - applies to all
OO - only for OO projects
Traditional - only traditional projects and
Web - only for web projects

then i would create three custom filters - which can be applied by the PMs
to show their tasks and the "standard" ones.

the following instructions assume you're using ver 2000 or above
1. tools / customise / fields
2. choose task and text type
3. click on text1 (as long as you're not using it for anything else) and
choose rename type "P_Type" or whatever
4. choose value list
5. type the four different types in the rows under the column heading of
"value" and set standard as the default
6. click OK twice
7. now in the gantt chart, right mouse click on the task name field and
choose insert column - choose the P_Type column (or whatever you called it
and give it a sensible title and ensure that the data is aligned left)
8. now set your fields to one of the four types
9. to create the filters choose project / filtered for / more filters - new
10. give your filter a name, tick the "show in menu" and tick the "show
related summary row boxes" then on the first line enter
field name: P_Type
test: equals
value: Standard
then on the next line type
and/or: or
field name: P_Type
test: equals
value: "Choose Type"?

11. click OK and then click Apply
and test it out.

you could then add some code to make it more "user friendly" - ie three
buttons or the filter to come up automatically when a new project file is
created etc ... if you'ld like info on how to do this - please let us know.

Hope this helpsCheers
JulieD
PS i would set the duration of all non-standard tasks to 0 not 1d.

 

[GGSB]

JulieD - You rock!

Makes total sense and I appreciate the step by step instructions. Off to try
it now.

Many thanks.

 

[JulieD]

let us know how you get on

JulieD - You rock!

Makes total sense and I appreciate the step by step instructions. Off to
try
it now.

Many thanks.

 

[GGSB]

JulieD -

Did it. Your instructions were excellent.

I have one more questions related to the user friendliness you mention.

Right now, a user would have to go into a menu to filter the task for their
project types. How can I create an intuitive button or some type of prompt
upon opening to instruct them to do that (or both?)

Thanks much. This was very helpful.

 

[JulieD]

Hi

here's some code that checks to see if the filter is already applied, if
not, it runs the P_Type filter when the project file opens.

to use it
open your project file, press ALT & F11
on the left of the VBE window you should be able to see you project file
name (in bold) underneath it somewhere you should see
ThisProject(projectname.mpp)
double click on this and then copy & paste the following onto the right hand
side of the screen.

Private Sub Project_Open(ByVal pj As Project)
If ActiveProject.CurrentView = "Gantt Chart" _
And ActiveProject.CurrentFilter = "All Tasks" Then _
FilterApply Name:="P_Type"
End Sub


close the VBE window, ensure that your gantt chart is not filtered and close
& save the project file - now re-open it. The filter should load
automatically.

Cheers
JulieD