11 organizing project details

Microsoft Project 2010Advanced Scheduling

Organizing Project Details – (Part 11)

Soe Naing WinEmail: [email protected]

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• Sort task and resource data. • Display task and resource data in groups. • Filter or highlight task and resource data. • Create a custom table. • Create a custom view.

In this chapter, you will learn how to:

Sorting Project Details

Sorting is the simplest way to reorganize task or resource

data in Project. You can sort tasks or resources by

predefined criteria, or you can create your own sort order

with up to three levels of nesting.


Exercise : Sort a resource view by cost• View > Resource Views > Resource Sheet


Exercise : Sort a resource view by cost• View > Data > Tables > Summary


Exercise : Sort a resource view by cost• AutoFilter > Cost > Sort Largest to Smallest


Exercise : Sort a resource view by cost• The Resource Sheet view is sorted by the Cost column in descending order


You can quickly sort a table by clicking on the AutoFilter arrow


You’d like to see this data organized by resource group.

• View > Data > Sort > Sort By >

•


You’d like to see this data organized by resource group.

• View > Data > Sort > Sort By > Group > Ascending

•


• Under Sort By > Group on the drop-down list > Ascending.

• Under Then By > Cost on the drop-down list > Descending.


• Click Sort. Project sorts the Resource Sheet view to display resources by group (Design, Editorial, and so on) and then by cost within each group.


• To conclude this exercise, we’ll re-sort the resource information to return it to its original order.

• View > Data > sort > by ID. Project re-sorts the resource list by resource ID.

Grouping Project Details

In this exercise, we will group resources and create a custom grouping definition. • View > Data > Group By > Resource Group

Grouping Project Details • File > Options >Advanced > Display• Clear the Automatically add new views, tables, filters, and groups to the global

check box.

Grouping Project Details View > Data > click the arrow on the Group By> More Groups. The More Groups dialog box appears.

Grouping Project Details The More Groups dialog box appears.

Grouping Project Details Make sure that Resource Group is selected, and then click Copy.

Grouping Project Details The Group Definition dialog box appears

Grouping Project Details • In the Name box, select the displayed text, and then type Resource Groups by

Cost. • In the Field Name column, click the first empty cell below Group > cost• In the Order column for the Cost field, select Descending.

Grouping Project Details • Next, you’ll fine-tune the cost intervals at which Project will group the resources. • With the Cost row still selected, click Define Group Intervals.• The Define Group Interval dialog box appears.

Grouping Project Details The Define Group Interval dialog box appears. • In the Group on box, select Interval. • In the Group interval box, type 1000.

Grouping Project Details • Save to close the Group Definition dialog box. The new group, Resource Groups by Cost, now appears in the More Groups dialog box.

Grouping Project Details Click Apply. Project applies the new group to the Resource Sheet view.

Grouping Project Details To conclude this exercise, we’ll remove the grouping.• View > Data > click the arrow on the Group By: button > Clear Group.

Filtering Project Details • Another useful way to change the way you view Project

task and resource information is by filtering. • As the name suggests, filtering hides task or resource

data that does not meet the criteria you specify, displaying only the data in which you’re interested.

• There are two ways to use filters. You can either apply an AutoFilter or a predefined filter to a view:

Filtering Project Details

Exercise: create a filter that displays only the tasks that include a certain term in their names. • View > Task Views > Gantt Chart. The Gantt Chart view appears.

Filtering Project Details Before you create a filter, you’ll quickly see the tasks that you’re interested in by applying an AutoFilter. • Click AutoFilter arrow in the Task Name column heading > Filters > Custom.

Filtering Project Details The Custom AutoFilter dialog box appears. You’d like to see only the tasks that contain the word edit. • Under Name > contains in the first box. • In the adjacent box, type edit.

Filtering Project Details Project filters the task list to show only the tasks that contain the word edit and their summary tasks .

Filtering Project Details Next, you turn off the AutoFilter and create a custom filter. • Click the funnel-shaped filter indicator in the Task Name column heading,

and • Clear All Filters.

Filtering Project Details Project toggles the AutoFilter off, redisplaying all tasks in the project plan. Now you are ready to create a custom filter.

Filtering Project Details • View > Data > click the arrow next to Filter > More Filters. The More Filters dialog box appears. In this dialog box, you can see all the predefined filters for tasks (when in a task view) and resources (when in a resource view) that are available to you.

Filtering Project Details Click New.

Filtering Project Details The Filter Definition dialog box appears. • In the Name box, type Incomplete Editing Tasks• In the first row in the Field Name column, type or select Name. • In the first row in the Test column, select contains. • In the first row in the Value(s) column, type edit. •

Filtering Project Details • In the second row in the And/Or column, select And. • In the second row in the Field Name column, type or select Actual Finish. • In the second row in the Test column, select equals. • In the second row in the Value(s) column, type NA.• > Save,

Filtering Project Details The new filter appears in the More Filters dialog box (Incomplete Editing Tasks)• In the list of filters, select Incomplete Editing Tasks, and then click Apply

Filtering Project Details Project applies the new filter to the Gantt Chart view.

Filtering Project Details To conclude this exercise, you will remove the filtering.• View > the Data group > click the arrow next to Filter > click Clear Filter.Project removes the filter. As always, displaying or removing a filter has no effect on the original data.

Customizing Tables

A table is a spreadsheet-like presentation of project data

organized into vertical columns and horizontal rows. Each

column represents one of the many fields in Project, and

each row represents a single task or resource (or, in usage

views, an assignment). The intersection of a column and a

row can be called a cell (if you’re oriented toward

spreadsheets) or a field (if you think in database terms).

Customizing TablesIn this exercise, you create a table to display information about editorial tasks in the new book’s project plan. • View > Task Views > Other Views > Task Sheet.

Customizing TablesProject displays the Task Sheet view.

Customizing Tables• View > Data > Tables > More Tables.

Customizing TablesThe More Tables dialog box appears. • The Entry table should be selected

Customizing TablesMake sure that Entry is selected, and then click Copy.

Customizing TablesThe Table Definition dialog box appears

Customizing Tables• In the Name box, type Editorial Table.

Customizing TablesNext, you will remove some fields and then add others.• In the Field Name column, click each of the following field names,

and then click the Delete Row button after clicking each field name:

1. Indicators 2. Task Mode 3. Predecessors

Customizing Tables

Customizing Tables

Next, you will add a field to this table definition. • Field Name column > Duration > Insert Row.

Customizing Tables

Project inserts an empty row above Duration.

Customizing Tables• Field Name column, click the arrow in the new row’s

empty field name, and then select Editorial Focus (Text9) from the drop-down list.

Customizing Tables• In the Width column, type or click 20

Customizing TablesThe new table appears in the More Tables dialog box.

Customizing Views Exercise: you create a new view that combines the custom filter and custom table that you created in the previous sections. • View > Task Views > Other Views > More ViewsThe More Views dialog box appears• Click New.

Customizing Views The Define New View dialog box appears. Most views occupy a single pane, but a view can consist of two separate panes. In fact, the default view in Project is really a two-pane view: the Gantt Chart and the Timeline. • Make sure Single View is selected, and then click OK.

Customizing Views The View Definition dialog box appears

Customizing Views • In the Name box, type Editorial Schedule View. This is the name that you will see in the Project interface later. • In the Screen box, select Task Sheet from the drop-down list. The Screen box lists the types of views available. • In the Table box, select Editorial Table from the drop-down list. Editorial Table is the custom table that you created earlier. • In the Group box, select No Group from the drop-down list. • In the Filter box, select Incomplete Editing Tasks from the drop-

down list

Customizing Views Make sure that the Show in menu check box is selected

Customizing Views • Click Apply. Project applies the new view

Customizing Views However when you create your own custom views, you probably will want them available in any project plan, so we’ll change the display setting back to the default. That way, any custom views that you create in the future will be available in any project plan you work with.• Click the File tab, and then click Options. • Click the Advanced tab, and under Display,• Check the Automatically add new views, tables, filters, and

groups to the global check box. • Click OK to close the Project Options dialog box

11 organizing project details

Education

global check

resource sheet

task views

cost view

gantt chart

resource view

data organized

resource data