Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Building Formulas And Dashboard In Ms Project

Automated dashboard using formulas in MS Project

  • Login to see the comments

Building Formulas And Dashboard In Ms Project

  1. 1. Building a Project Dashboard with Formulas in MS Project Relu Rosenberg PMP, Six Sigma Black Belt
  2. 2. Introduction  This presentation will show how to build a Project Dashboard using Excel like formulas and functions in MS Project  The study case will walk through the steps for creating a field called “Task Progress” to calculate the Progress status of a task and use graphical indicators for creating a dashboard view for active tasks (task level) or project summary view (Summary tasks level)  Steps  Define the logic  Build the formula  Add graphical indicators for quick identification of tasks status, issues  Build filter based on calculated values to select tasks of interest (focus tasks)  Make customizations available to all your Project plans  Make customizations available to someone else , publish a template plan  Benefits  Automated calculation and identification of active tasks  Automated identification of tasks requiring attention  One step preparation of high level project status report for management  As always, a good, detailed plan will drive the quality of the resulting report ! 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 2
  3. 3. Introduction - 2  The end result will take you from a project plan with no easy way to identify a status (left) to a toolbox to produce one click status reports, issues , focus tasks list (right side). If this interests you, follow the rest of this presentation ! 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 3
  4. 4. Logic #1 - Calculate Task Progress based on Start/End dates 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 4
  5. 5. Logic #1 – Notes •Logic #1 is very simple to implement as it is based only on “% Complete” and Start, End dates of the task. It automates calculation and identification of 8 task status values ! •If %Complete is >0 it will know task work started and it will mark as “In progress” •Doesn’t require accurate estimate of %Complete. •It is suitable for tasks of short duration, w/o interim milestones •This calculation cannot establish if a task in progress is late or ahead of the schedule. This is where logic #2 and #3 will help 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 5
  6. 6. Logic #2 – Use task “Status” field Task Status Field Condition Display Value %Complete = 100 Complete 0 Timephased Cumulative %Complete >0 on midnight of day before On Schedule 1 Timephased Cumulative %Complete =0 on midnight before Late 2 Task Start Date > Today Future Task 3 Go To View->More Views ->”Task Usage” To add fields Format -> “Detail Styles” and add “Cumulative Percent Complete” to show pane To change displayed fields Format->”Details” and Check/Uncheck fields Note: In order to use Task Status and be able to display “Cumulative %Complete“ you must assign a resource (real or generic) to each task ! 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 6
  7. 7. Logic #2 – Notes •Logic #2 leverages the “Status” task field from Microsoft Project. This will help to determine not just if a task is in Progress but also if it is on Schedule or Late. •It is the correct way to calculate because the time phased “% Complete” accounts for the actual work performed over elapsed time. •A resource can have days off , days not worked full time, etc and comparing ((Date()-*Start+)/*Duration+) with “% Complete” is misleading. •Requires more accurate estimate of %Complete of a task •It’s suitable for tasks of longer duration where %Complete can be measured 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 7
  8. 8. Logic 2 - Task Progress using “Status” field (task field) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 8
  9. 9. Logic 3 - Using EVM SPI  Resources  Define all resources  Assign rates to each resource (Std. Rate, Ovt. Rate)  Assign resource to each task  Define Earned Value Calculation options (Tools ->Options -> Calculation)  Default task Earned Value method: % Complete  Edits to total task % complete will be spread to the status date (to see SPI>1)  Baseline project  Re-baseline every time you add tasks and resources or change tasks, resources 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 9
  10. 10. Logic 3 – Notes • Logic #3 is the most sophisticated and accurate. It will allow to determine if a task in progress is Behind Schedule, On Schedule, Ahead of Schedule. • It uses Earned Value Methodology and specifically it uses Schedule Performance Index. • For older versions of Microsoft Project which don’t have the SPI calculated you can add SPI as a customized field, Number , with following formula: IIf([BCWS]>0,[BCWP]/[BCWS],0) Since BCWS is 0 For future tasks in MS Project 2000, the formula checks and returns SPI=0 to prevent Error due to division by 0. • It requires accurate measurement of %Complete to provide accurate indicator of progress status (Ahead, On Schedule, Behind) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 10
  11. 11. Logic 3 - Task Progress using EVM SPI 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 11
  12. 12. Creating a custom field  The are several types of fields you can customize, depending on desired data type  Text, Date , Number are the most used  Start, Finish, Cost, Duration, Flag are additional types  Right click on project headings to “Insert Column” , will choose Text type field, Text2 for “Task Progress” field 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 12
  13. 13. Customize field applet  Right click on field header and select Customize field  Use Rename to rename the field from Text2 to “Task Progress” for use in formulas  Check the boxes for Formula and Graphical Indicators buttons for customization 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 13
  14. 14. Writing Formulas – simple examples  We will use these statements and functions  IIf(expression-to-test, Do-this-if-true,Do-this-if-False)  Date() - returns current system date  Project fields - designated as [field-name]  Examples  Flag all active tasks (Start < Date < Finish) IIf((Date() > [Start]) And (Date() < [Finish]),"Active Task","")  Flag all overdue tasks – (Finish < Date) and (%Complete <100) IIf(([Finish] < Date()) And ([% Complete] < 100),"Overdue","")  Flag active and overdue tasks – combine the above IIf((Date()>[Start]) And (Date()<[Finish]), "Active Task", IIf(([Finish]<Date()) And ([% Complete]<100),"Overdue","") ) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 14
  15. 15. Writing the Formulas for “Task Progress” logic  Below formulas implement the logic diagrams (decision trees) depicted in slides  It is recommended to check each decision path in the formula using the Logic diagram  Easiest way to test the values is by adjusting the % Complete Logic 1 - % Complete and Start/Finish Dates IIf(*% Complete+=100,"Complete",IIf(*Estimated+=Yes,"TBD",IIf(Date()>*Finish+,”Not Finished", IIf(Date()>*Start+,IIf(*% Complete+=0,“Not Started",IIf((*Finish+-Date())<7,"Ending Next", "In progress")),IIf([Start]-Date()<7,"Starting Next","Future"))))) Logic 2 - % Complete, Task Status and Start/Finish Dates IIf([% Complete]=100,"Complete",IIf([Estimated]=Yes,"TBD",IIf(Date()>[Finish],"Not Finished",IIf(Date()>[Start],IIf([% Complete]=0,"Not Started",IIf(([Finish]-Date())<7,"Ending Next",IIf([Status]=1,"On Schedule","Late"))),IIf([Start]-Date()<7,"Starting Next","Future"))))) Logic 3 - Use SPI and Start/Finish Dates IIf([% Complete]=100,"Complete",IIf([Estimated]=Yes,"TBD",IIf(Date()>[Finish],"Not Finished",IIf(Date()>[Start],IIf([% Complete]=0,"Not Started",IIf(([Finish]-Date())<7,"Ending Next",IIf([SPI]<1,"Late",IIf([SPI]>1,"Ahead","On Schedule")))),IIf([Start]-Date()<7,"Starting Next","Future"))))) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 15
  16. 16. Formula written in structured format IIf([ % Complete]=100, “Complete" IIf([Estimated]=Yes, "TBD", IIf(Date()>[Finish], "Not Finished", IIf(Date()>[Start], IIf([%Complete]=0, "Not Started", IIf(([Finish]-Date())<7, "Ending Next", IIf([Status]=1, “On Schedule”, “Late” ) ) ), IIf([Start]-Date()<7, "Starting Next", "Future Task" ) ) ) ) ) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 16
  17. 17. Using Formula Applet  Press Formula button to open the applet  Use Field button to inserts field names in formula and Function button to select functions  To learn more about functions search for “Project functions” in Help 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 17
  18. 18. Add Graphical Indicators  Check Graphical Indicators … Radio button to enable  Press Graphical Indicator… Button to define the values  Select “Nonsummary rows” to display indicator for tasks only  Assign icon for each status value – right click and select from pull-down menu 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 18
  19. 19. Set Calculations Mode  Confirm/Set Calculations mode to Automatic  Tools->Options->Calculation Tab  Check/Set Calculation Mode: Automatic 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 19
  20. 20. Project Plan without Graphical Indicators Very difficult to understand tasks status 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 20
  21. 21. Project Plan with Calculated Status & Graphical Indicators 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 21
  22. 22. Project Plan with Graphical Indicators – 2 Optional – Display also Status Values (can also be seen when pointing over the Indicator ) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 22
  23. 23. Project tasks review using filters  Select tasks of interest  In progress, Ending Next, Starting Next  Select issues  Not started, Late, Not Finished, TBD (Dates not Confirmed)  Create Filter  Got to Project->Filtered For->More Filters  Select New  Check radio button for Task filter  In New Filter Applet o Define the Name o Check Show In Menu to see it in Filters list o Define the rules for tasks selection 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 23
  24. 24. New Filter Applet 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 24
  25. 25. Project tasks review – Filter: Focus tasks (less clutter) Optional – Data can be seen also when pointer is over the indicator 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 25
  26. 26. Project tasks review – Filter: Issues Not Started, Not Finished, Late, Duration estimated (TBD) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 26
  27. 27. Project Dashboard – phase level report for management Apply Dashboard filter to produce this phase level view ((Outline level <=2) And (Summary=Yes)) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 27
  28. 28. Project Dashboard – Phase & Major Activities review Add filter with ((Outline level <=3) And (Summary=Yes)) 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 28
  29. 29. Share customizations  Make customizations available to all your projects  Any MS Project object customized in a project plan will be saved within the project file only.  In order to make these objects available to the other projects they need to be saved in the global template.  Identify all customizations o Tools->Organizer and go through each tab (object category). o Left side “Global.MPT” represents global objects, right side shows the objects exiting only in the specific project file. o Select object from Fields, Filters, Views, etc, on right side, press Copy and it will be copied to Global Template. 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 29
  30. 30. Share customizations - 2  Share customizations with others  Create a blank project files  Copy all customizations from Global to the Project file o Tools->Organizer and go through each tab (object category). o Left side “Global.MPT” represents global objects, right side shows the objects exiting only in the specific project file. o Select a an object field, filter, etc, on Left side, Global Template, and press Copy to copy to project file 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 30
  31. 31. Questions ? Email: relur@comcast.net 10/6/2010 Relu Rosenberg, PMP, Six Sigma Black Belt 31

×