Creating a Traffic Stop field for a Project Template aka project status

[texmaster]

Hi,

Not really new to project but custom fields absolutely. For mos
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will act as
traffic stop light depending on how close or over a task is from th
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from th
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks

 

[JulieS]

Hello texmaster,

Have you looked at the built in Status or Status Indicator field?

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

 

[Jonathan Sofer [MVP]]

What are you using to compare to the finish date? Are you comparing Finish
to Baseline Finish or are you comparing where the actual has currently been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you can clarify
this point.

Jonathan

 

[texmaster]

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when it
opened. My group is new to project and they want the ability to open
project, look at the current date structure and basically, look fo
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active project
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start finish an
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish date an
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Are yo
comparing Finish
to Baseline Finish or are you comparing where the actual has currentl
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you ca
clarify
this point.

Jonathan

Hi,

Not really new to project but custom fields absolutely. For most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will act a a
traffic stop light depending on how close or over a task is from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
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[Rob Schneider]

texmaster,

I'd be curious to know why the built-in status fields Julie mentions are
not sufficient for your need? What's better about the bespoke method
you plan?

--rms

www.rmschneider.com

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when its
opened. My group is new to project and they want the ability to open a
project, look at the current date structure and basically, look for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish date and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Are you
comparing Finish
to Baseline Finish or are you comparing where the actual has currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you can
clarify
this point.

Jonathan

Hi,

Not really new to project but custom fields absolutely. For most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will act as a
traffic stop light depending on how close or over a task is from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
texmaster
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[JulieS]

Hello texmaster,

For clarification, it appears as though you want to compare the
Baseline Finish to the current date -- if the Baseline finish is
greater than 5 days away it's green. If the Baseline Finish is less
than 5 days away, yellow, if the Baseline finish is earlier than
today, red, and if the task is finished, blue.

So, to get you started. In a spare text field create the following
formula

IIf([% Complete]=100,"Complete",IIf([Baseline
Finish]=ProjDateValue("NA"),"No Baseline",IIf(DateDiff("d",[Current
Date],[Baseline Finish])>=5,"Green",IIf(DateDiff("d",[Current
Date],[Baseline Finish])>=0,"Yellow","Red"))))

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when
its
opened. My group is new to project and they want the ability to
open a
project, look at the current date structure and basically, look
for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active
projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start finish
and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish
date and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Are
you
comparing Finish
to Baseline Finish or are you comparing where the actual has
currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you
can
clarify
this point.

Jonathan

Hi,

Not really new to project but custom fields absolutely. For
most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will
act as a
traffic stop light depending on how close or over a task is
from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from
the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
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[JulieS]

Sorry, I should have added the final polish -- in the customize
fields dialog, set the graphic indicators to correspond with the
calculated text value.

Hello texmaster,

For clarification, it appears as though you want to compare the
Baseline Finish to the current date -- if the Baseline finish is
greater than 5 days away it's green. If the Baseline Finish is
less than 5 days away, yellow, if the Baseline finish is earlier
than today, red, and if the task is finished, blue.

So, to get you started. In a spare text field create the
following formula

IIf([% Complete]=100,"Complete",IIf([Baseline
Finish]=ProjDateValue("NA"),"No
Baseline",IIf(DateDiff("d",[Current Date],[Baseline
Finish])>=5,"Green",IIf(DateDiff("d",[Current Date],[Baseline
Finish])>=0,"Yellow","Red"))))

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when
its
opened. My group is new to project and they want the ability to
open a
project, look at the current date structure and basically, look
for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active
projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start
finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish
date and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Are
you
comparing Finish
to Baseline Finish or are you comparing where the actual has
currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you
can
clarify
this point.

Jonathan


Hi,

Not really new to project but custom fields absolutely. For
most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will
act as
a
traffic stop light depending on how close or over a task is
from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from
the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
texmaster

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[Jim Aksel]

I have a white paper on my blog about this. Find all the tedium there, link
is below along with all the formulas and some different thoughts.
--
If this post was helpful, please consider rating it.

Jim Aksel, MVP

Check out my blog for more information:
http://www.msprojectblog.com

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when its
opened. My group is new to project and they want the ability to open a
project, look at the current date structure and basically, look for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish date and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Are you
comparing Finish
to Baseline Finish or are you comparing where the actual has currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you can
clarify
this point.

Jonathan

Hi,

Not really new to project but custom fields absolutely. For most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will act as a
traffic stop light depending on how close or over a task is from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
texmaster
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[texmaster]

I'm sorry to be so clueless.

When I try to put the formula in, it fails claiming Syntax field an
highlights "Current Date"

As far as the graphic indicators, I'm lost there as well.

What goes line by line? for all colors?

Sorry, I should have added the final polish -- in the customize
fields dialog, set the graphic indicators to correspond with the
calculated text value.

Hello texmaster,

For clarification, it appears as though you want to compare the
Baseline Finish to the current date -- if the Baseline finish is
greater than 5 days away it's green. If the Baseline Finish is
less than 5 days away, yellow, if the Baseline finish is earlier
than today, red, and if the task is finished, blue.

So, to get you started. In a spare text field create the
following formula

IIf([% Complete]=100,"Complete",IIf([Baseline
Finish]=ProjDateValue("NA"),"No
Baseline",IIf(DateDiff("d",[Current Date],[Baseline
Finish])>=5,"Green",IIf(DateDiff("d",[Current Date],[Baseline
Finish])>=0,"Yellow","Red"))))

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when
its
opened. My group is new to project and they want the ability to
open a
project, look at the current date structure and basically, look
for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active
projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start
finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish
date and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.


'Jonathan Sofer [MVP Wrote:
;4645938']What are you using to compare to the finish date? Are
you
comparing Finish
to Baseline Finish or are you comparing where the actual has
currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you
can
clarify
this point.

Jonathan


Hi,

Not really new to project but custom fields absolutely. For
most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will
act as
a
traffic stop light depending on how close or over a task is
from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from
the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
texmaster

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[Jonathan Sofer [MVP]]

This should work for you, it works fine on my machine.

Create a custom TASK level TEXT field with the following formula:

IIf([% Complete]=100,"Blue",IIf(ProjDateDiff([Current
Date],[Finish],[Project Calendar])/480<0,"Red",IIf(ProjDateDiff([Current
Date],[Finish],[Project Calendar])/480<5,"Yellow",IIf(ProjDateDiff([Current
Date],[Finish],[Project Calendar])/480>=5,"Green"))))

Set "Calculation for task and group summary rows" to "Formula"

For values to display in Graphical Indicators do the following:
Under Nonsummary rows add 4 values

Test for 'text1' Value(s) Image
contains Blue [set to a blue circle]
contains Green [set to a green circle]
contains Yellow [set to a yellow circle]
contains Red [set to a red circle]

For Summary rows check the box to inherit from nonsummary rows
For Project summary rows check the box to inherit from summary rows
Check the box "Display values in tooltips" (so when you hove the mouse of
the image it shows the text behind it.

Now, if you want to in the formula, you can add more text so instead of just
"Red", you can say "Red, task was due to finish in the past". The key is to
keep the word "Red" in the text because that is what your graphical
indicator looks for (i.e. contains Red)

Hope this helps,

Jonathan Sofer

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when its
opened. My group is new to project and they want the ability to open a
project, look at the current date structure and basically, look for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish date and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Are you
comparing Finish
to Baseline Finish or are you comparing where the actual has currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if you can
clarify
this point.

Jonathan

Hi,

Not really new to project but custom fields absolutely. For most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will act as a
traffic stop light depending on how close or over a task is from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away from the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
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[texmaster]

I'd be curious to know why the built-in status fields Julie mention
are
not sufficient for your need? What's better about the bespoke method
you plan?

I didn't see any that actually automatically calculated

 

[Rob Schneider]

Yes, those fields are automatically calculated and fully documented.
Insert them onto the view, right mouse click the column heading to get a
link to the Help. Most of what is needed by Project is generally already
there.

--rms

www.rmschneider.com

 

[JulieS]

Hi texmaster,

Did you copy and paste the formula from below? It's possible that
by copying and pasting you've picked up a spare return. Try
copy/paste into note pad first and then edit the formula to remove
any returns.

To your question about the graphic indicators, once you've check
that the formula works -- you're seeing the correct word showing in
the column, right click and choose "Customize field again. Click
the Graphical Indicators button and enter the test, one for each
line.

So, if you've used Text1
Test: equals
Value: Green
Image: Green circle

Next row
Test: equals
Value: Yellow
Image: yellow circle

Each one of the values (Complete, No baseline, Green, Red, Yellow)
should have an image or your can leave the image value blank to show
nothing.

And don't apologize for being "clueless" -- you're far from it

Julie
Project MVP

I'm sorry to be so clueless.

When I try to put the formula in, it fails claiming Syntax field
and
highlights "Current Date"

As far as the graphic indicators, I'm lost there as well.

What goes line by line? for all colors?

Sorry, I should have added the final polish -- in the customize
fields dialog, set the graphic indicators to correspond with the
calculated text value.

Hello texmaster,

For clarification, it appears as though you want to compare the
Baseline Finish to the current date -- if the Baseline finish
is
greater than 5 days away it's green. If the Baseline Finish is
less than 5 days away, yellow, if the Baseline finish is
earlier
than today, red, and if the task is finished, blue.

So, to get you started. In a spare text field create the
following formula

IIf([% Complete]=100,"Complete",IIf([Baseline
Finish]=ProjDateValue("NA"),"No
Baseline",IIf(DateDiff("d",[Current Date],[Baseline
Finish])>=5,"Green",IIf(DateDiff("d",[Current Date],[Baseline
Finish])>=0,"Yellow","Red"))))

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project


Hi Jonathan,

For now, I'm comparing it the current date whatever that is
when
its
opened. My group is new to project and they want the ability
to
open a
project, look at the current date structure and basically,
look
for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active
projects
and I can't get management to purchase project server this
year.

For example,

Many of my projects for now have task name, duration, start
finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish
date and
actual finish date to compare when tasks are actually
completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.


'Jonathan Sofer [MVP Wrote:
;4645938']What are you using to compare to the finish date?
Are
you
comparing Finish
to Baseline Finish or are you comparing where the actual has
currently
been
progressed to i.e. [Stop] and comparing that to your
[Finish]?

I think I can provide you with a formula and instructions if
you
can
clarify
this point.

Jonathan


Hi,

Not really new to project but custom fields absolutely.
For
most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that
will
act as
a
traffic stop light depending on how close or over a task is
from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away
from
the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


--
texmaster

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[texmaster]

Hi Jonathan,

For some reason every time I try to enter the formula I get a synta
error and it highlights "current date"

Am I not putting it in the right space? I'm going to "Custo
Attributes" then clicking on "formula"

;4648777']This should work for you, it works fine on my machine.

Create a custom TASK level TEXT field with the following formula:

IIf([% Complete]=100,"Blue",IIf(ProjDateDiff([Current
Date],[Finish],[Projec
Calendar])/480<0,"Red",IIf(ProjDateDiff([Current
Date],[Finish],[Projec
Calendar])/480<5,"Yellow",IIf(ProjDateDiff([Current
Date],[Finish],[Project Calendar])/480>=5,"Green"))))

Set "Calculation for task and group summary rows" to "Formula"

For values to display in Graphical Indicators do the following:
Under Nonsummary rows add 4 values

Test for 'text1' Value(s) Image
contains Blue [set to a blue circle]
contains Green [set to a green circle]
contains Yellow [set to a yellow circle]
contains Red [set to a red circle]

For Summary rows check the box to inherit from nonsummary rows
For Project summary rows check the box to inherit from summary rows
Check the box "Display values in tooltips" (so when you hove the mous
of
the image it shows the text behind it.

Now, if you want to in the formula, you can add more text so instead o
just
"Red", you can say "Red, task was due to finish in the past". The ke
is to
keep the word "Red" in the text because that is what your graphical
indicator looks for (i.e. contains Red)

Hope this helps,

Jonathan Sofer

Hi Jonathan,

For now, I'm comparing it the current date whatever that is when its
opened. My group is new to project and they want the ability t open a
project, look at the current date structure and basically, look for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 activ projects
and I can't get management to purchase project server this year.

For example,

Many of my projects for now have task name, duration, start finis and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish dat and
actual finish date to compare when tasks are actually completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.

;4645938']What are you using to compare to the finish date? Ar you
comparing Finish
to Baseline Finish or are you comparing where the actual ha currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if yo can
clarify
this point.

Jonathan


Hi,

Not really new to project but custom fields absolutely. Fo most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will ac as
a
traffic stop light depending on how close or over a task is fro the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away fro the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.

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[JulieS]

texmaster,

Check that you haven't picked up a return in the formula -- there
should be a space but not a return. Click between "current" and
"date" in your pasted formula. Hit delete until the words run
together. Then put a space back in.

Julie

Hi Jonathan,

For some reason every time I try to enter the formula I get a
syntax
error and it highlights "current date"

Am I not putting it in the right space? I'm going to "Custom
Attributes" then clicking on "formula"

;4648777']This should work for you, it works fine on my machine.

Create a custom TASK level TEXT field with the following formula:

IIf([% Complete]=100,"Blue",IIf(ProjDateDiff([Current
Date],[Finish],[Project
Calendar])/480<0,"Red",IIf(ProjDateDiff([Current
Date],[Finish],[Project
Calendar])/480<5,"Yellow",IIf(ProjDateDiff([Current
Date],[Finish],[Project Calendar])/480>=5,"Green"))))

Set "Calculation for task and group summary rows" to "Formula"

For values to display in Graphical Indicators do the following:
Under Nonsummary rows add 4 values

Test for 'text1' Value(s) Image
contains Blue [set to a blue circle]
contains Green [set to a green circle]
contains Yellow [set to a yellow circle]
contains Red [set to a red circle]

For Summary rows check the box to inherit from nonsummary rows
For Project summary rows check the box to inherit from summary
rows
Check the box "Display values in tooltips" (so when you hove the
mouse
of
the image it shows the text behind it.

Now, if you want to in the formula, you can add more text so
instead of
just
"Red", you can say "Red, task was due to finish in the past".
The key
is to
keep the word "Red" in the text because that is what your
graphical
indicator looks for (i.e. contains Red)

Hope this helps,

Jonathan Sofer

Hi Jonathan,

For now, I'm comparing it the current date whatever that is
when its
opened. My group is new to project and they want the ability
to open a
project, look at the current date structure and basically, look
for
yellow and pay attention to those tasks.

I'm sorry to say for a group of 8 guys, we have over 35 active projects
and I can't get management to purchase project server this
year.

For example,

Many of my projects for now have task name, duration, start
finish and
predecessors along with percentage complete and thats it.

I would like to move to what you are proposing having a finish
date and
actual finish date to compare when tasks are actually
completed.

Sorry if I'm being cryptic.

Thanks for any help you can provide.


'Jonathan Sofer [MVP Wrote:
;4645938']What are you using to compare to the finish date?
Are you
comparing Finish
to Baseline Finish or are you comparing where the actual has currently
been
progressed to i.e. [Stop] and comparing that to your [Finish]?

I think I can provide you with a formula and instructions if
you can
clarify
this point.

Jonathan


Hi,

Not really new to project but custom fields absolutely.
For most
projects, I keep it simple with Start, Finish, Hours etc.

What I really need is a field I'm guessing formula that will
act as
a
traffic stop light depending on how close or over a task is
from the
"Finish" field for example.


Ie for green, that would be for tasks 5 days or more away
from the
finish date
for yellow, under 5 days from finish
for red, over the finish date
and blue for completed tasks.


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[texmaster]

Good Lord

I'm so sorry everyone. I wasn't thinking in the old SQL terminolog
about line spacing when cutting and pasting

My sincerest apologies. Its works perfectly

Thank you all for your help!!

:

 

[JulieS]

Not to worry texmaster. I'm glad you were able to get it to work
out. Drop by again should you have other questions.

Julie