Dave Eade said:
John,
Thanks again for your input.
If I understand you correctly, I need to create a summary task and then all
my client milestones underneath this, then link these new tasks to the
existing ones in the plan using dependencies.
When I need the client plan, I simply 'copy' the file then strip out the
main plan leaving the 'client' milestones in one file which I can pass on.
Sounds perfect, except that there are a number of custom fields which are
populated [ text, number & flag], when these are updated in the 'main' plan
this will not be reflected in the 'mirror' tasks ?
Dave,
With regard to your understanding my approach, yes, you got it.
However the revelation about extra fields makes things a little more
complex. There are various approaches. First of all, are the fields
indeed "custom" or are they just spare fields? The difference is a
custom field is a spare field that has been customized with a value list
or formula. If the fields are indeed custom, depending on the value
calculated, they may or may not track the main task (i.e. same
calculation). If the extra fields are simple spare fields with manually
entered data, then there is a technique (Paste Linking) to mirror the
data from the main task to the mirrored task, however, paste links are
fragile and are prone to causing corruption unless handled with care.
Although I have presented a method for doing what you originally asked
without the need for advanced features of Project, as the total story
unfolds, it may indeed be better (more efficient and less prone to
error) to develop a VBA procedure to do what you need (as was suggested
by a couple of the original responders). I would base the tradeoff on
how many tasks/milestones need to be mirrored and the exact nature of
the spare/custom fields. To be honest, I personally would write a VBA
procedure to do what you need. However, we generally try to come up with
an approach that doesn't require advanced features of Project if at all
possible because not all users have a good working knowledge of VBA.
Hope this helps.
John
Project MVP
John said:
Thanks John,
I think your getting closer to what I'm after.
The drawback with your suggstion is that there are certain tasks under a
summary trask I want to delete, and others I want to keep. Putiing all
client
tasks under 1 summary is not feasible.
Also my plan is about 2,000 lines, so I would have to do about 50-60
select/delete's to achieve the objective.
Any other ideas ?
Thanks
--
Dave Eade
Global Project Solutions
Dave,
First, you're welcome. However when it comes to the feasibility of
segregating client data under one (or more) summary lines, it is not
only feasible but probably very wise - we did it all the time.
Here's what you can do. If certain "client visible" tasks are ordinarily
subtasks under another summary line, either represent that task as a
duplicate (mirror task) or as a milestone under the client's summary
line. Then link the "live" task (normal predecessor) to the duplicate.
The secret is to then set a constraint on the mirror task(s) when
creating the client's file or the mirrored line will "slam" back to the
Project Start Date when the deletion step is performed.
The above approach eliminates the need to do multiple select/deletes.
Set it up right and it can all be done in one fell swoop.
John
Project MVP
:
Akram,
Sorry for the confusion, I'm not being clear.
My workaround is to cut & paste a filtered view into excel, then cut
and
paste into a new msp which is then passed onto the client.
What I was hoping was that I could have a plan 'linked' to the main
plan
which just showed tasks with perhaps a certain flag, or a macro that
exports
just certain tasks into a new MSP.
Thanks
--
Dave Eade
Global Project Solutions
Dave,
Allow me to jump in here. Perhaps we are making this way too
complicated. Reading your original post it sounds like a separate
client
file with some filtering and controlled deletions would get exactly
what
you want. Here is the process in a nutshell:
1. Identify those tasks/milestone in the "live" file that you want in
the client version but be careful here with summary lines (you'll see
why later). As a matter of fact, I suggest you segregate the client
items under their own summary line, maybe at the top of the file.
2. Use "Save As" to create a separate client file.
3. In the client file, filter for all tasks NOT wanted
4. Select all tasks and do Edit/Delete Task
5. You will now have a new Project file for the client only.
Hope this helps.
John
Project MVP
:
it is the same thing dave, but instead export only this view to the
client
to
excel.
--
Akram Hussein [Microsoft Office Project MVP]
:
Akram,
Thanks for that, however it's not exactly what I was looking for.
I don't just want to 'filter' one plan and show the Client, the
Client
Plan
MUST be a seperate entity [ as I don't want them changing the
filter
and
seeing the internal tasks ].
What I was hoping was that I could have a plan which is linked to
the
Main
Plan, which just displays tasks that have a specific flag set -
Almost
like
an automatic 'export' to another plan perhaps usinga macro ?
Does this better ex[plain what I'm looking for ?
Thanks
--
Dave Eade
:
Hi Dave,
There is a work around for that in MSP, please find the answer
below:
We merge both plan together into a single file, however we will
flag
tasks
that are for clients different from other tasks that for
example
are
internal.
First you need to create a Custom Field, that will be used to
flag
the
type
of tasks you want to show. So for example you can flag that
this
task
is for
client and the other is for internal and maybe some other
values.
A Custom Field can be created by going to Tools / Customize /
Fields.
After
that make sure to choose "Task" and Add a TEXT Field, for
example
task
type.
Then you need to create a new filter. This filter will allow
you to
view
Gantt Chart or other views by this filter. so to create a new
filter
goto
Project / Filter By / More Filters / then click new filter.
Create a filter and this way you can have both plans combined
together
and
you can view them seperatly. Furthermore you can create a view
that
supports
this filter for example you can create a view called "Client
Plan"
which only
views tasks flagged by client
--
Akram Hussein [Microsoft Office Project MVP]
:
Hi guys [ and gals ],
I've just taken over the PSO work for a software house, they
have
a
plan for
a client which runs to about 2,000 lines. They also maintain
a
'client' plan
which contains just specific milestones which are in the main
plan.
Rather than maintaining 2 plans I prefer to do just one - the
only
solution
I can come up with is each week to filter the main plan, then
do
a
copy &
paste into excel - do a bit of editing then c&p into a new
msp
which
can be
passed onto the client.
I was sort of hoping that MSP could do something nifty that
if I
set
a flag
in the main plan then the 'sub' plan could be populated
automatically.
Any help would be gratefully recieved - it's hot in Cardiff
today
so
I'm
willing to send a virtual icecream for any smart solution !!
Thanks
