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Chapter 14 - Viewing the Information You Want: Using Views, Tables, and Filters Introduction The Information You Want to Display: Views Types of Views Sheets Charts and Graphs Forms Available Views Task Views Resource Views Display a View The Information You Want in a Sheet View: Tables Available Tables Task Tables Resource Tables Apply a Table Only the Tasks or Resources You Want to View: Filters Types of Filters Standard Filter Interactive Filter AutoFilters Available Filters Task Filters Resource Filters Apply a Filter Filter Your View Quickly with AutoFilters Microsoft Project 98 – Chapter 14 Page of 18 You Can Create or Modify a View, Table, or Filter Create or Modify a View Create or Modify a Table Create or Modify a Filter Microsoft Project 98 – Chapter 14 Page of 18 Introduction The Microsoft Project database contains vast amounts of information, but you usually work with only a portion of it at any given time Today, perhaps, you’ll focus on deadlines, tomorrow on resources Microsoft Project makes your data accessible for all of your needs when you use views, tables, and filters A view displays a subset of information from the database, in a particular format You can enter, edit, and display information in most views By choosing a variety of views, you can look at the same project information in different ways as you organize your project, schedule tasks and resources, and track progress A table is a set of fields displayed in a sheet view of columns and rows Each column displays a field with a particular kind of information For example, the Start field shows on which day a task begins A filter is a set of criteria for displaying a particular group of tasks or resources For example, you can use one filter to display completed tasks only and another to display overallocated resources only The Information You Want to Display: Views Because projects can become so complex, and because the information to be tracked can vary so widely, Microsoft Project provides a way to display your information through the use of views There are several types of views: sheets, charts, graphs, and forms You can even put two views together to form a combination view This gives you the benefit of seeing a broad range of information about tasks or resources on a single screen Whenever you’re using Microsoft Project, you’re looking at a view To display exactly the information you want, you can switch from one view to another You can modify the information in views using tables and filters You can also tailor the look of views to meet your needs; for instance, you can highlight important information and change the color of critical task bars Microsoft Project 98 – Chapter 14 Page of 18 The predefined views in Microsoft Project include formats traditionally used by project management professionals, such as Gantt and PERT charts, as well as specialized formats designed for project data entry and display You can work with the predefined views or create your own special-purpose views By using the view that best meets your immediate needs, you can perform many project management tasks more efficiently For example, you can: • Enter and edit task and resource information as a list, in a form, or graphically • Fine-tune your schedule using visual representations of tasks and resource assignments • Track your project using specialized views • Display and print exactly the information you want to review • Produce presentation-quality charts, graphs, and tables to convey specific project information Types of Views In Microsoft Project, views can be grouped into two major categories: task views and resource views You use a task view to work with task information and a resource view to work with resource information Task and resource views are further divided into sheets, charts, graphs, and forms Sheets Charts and Graphs Forms Sheets Sheets offer the best way to view text-based information about your project A sheet is a spreadsheet-like representation (in rows and columns) of task or resource information Tasks or resources are arranged vertically, like a list The categories of information about each task or resource are arranged in columns, with each column specifying a type of information, such as start dates or standard rates Microsoft Project 98 – Chapter 14 Page of 18 Charts and Graphs Two other common kinds of views are charts and graphs These provide the optimal way of viewing graphically based information about your project The Calendar view, for example, displays tasks as bars that stretch across days, weeks, and months The Gantt Chart view is the most commonly used chart view Forms The best way to enter detailed information about tasks and resources is to use forms Forms are composed of editable areas called fields You can click or tab to a field and enter just the information that is relevant to that field For example, the Task Form view includes fields for entering a task’s name, duration, and start and finish dates, and also who or what is assigned to the task Typically, you use a form in conjunction with another view The form, then, serves a support role It is a means of entering task and resource information Often, a form view appears in the bottom pane of your Microsoft Project window, while another view appears in the top pane Microsoft Project 98 – Chapter 14 Page of 18 Available Views Which of the Microsoft Project views should you use? The answer depends on what kind of information you want to work with — tasks or resources — and the format you prefer or find most useful — sheet, chart, graph, or form The tables in the next two sections list all Microsoft Project views, including those traditionally used by project management professionals (such as the Gantt Chart and PERT Chart views), as well as specialized formats for entering and displaying data Task Views Resource Views Task Views Use a task view when you want to enter, change, or display task information Task view Description Bar Rollup A Gantt Chart that displays each task as a task bar on a summary task bar Use this view in conjunction with the Rollup_Formatting macro to see more of your project in one view, while still being able to see each individual task represented on a summary task bar Calendar A monthly calendar showing tasks and durations Use this view to show the tasks scheduled in a specific range of time Detail Gantt A Gantt Chart view that shows a list of tasks and related information, and a chart showing slack and slippage Use this view to check how far a task can slip without affecting other tasks Gantt Chart A list of tasks and related information, and a chart showing tasks and durations over time Use this view to enter and schedule tasks Leveling Gantt A Gantt Chart view that shows a list of tasks, information about task delays, and a chart showing the delay added to tasks during leveling Use this view to check the amount of task delay added by resource leveling Milestone Date Rollup A Gantt Chart that displays each task as a milestone, with the start date for each task, on a summary task bar Use this view in conjunction with the Rollup_Formatting macro to see more of your project in one view, while still being able to see each individual task represented on a summary task bar Milestone Rollup A Gantt Chart that displays each task as a milestone on a summary task bar Use this view in conjunction with the Rollup_Formatting macro to see more of your project in one view, while still being able to see each individual task represented on a summary task bar PA_Expected Gantt A Gantt Chart that shows the expected values for task durations, start dates, and finish dates Use this view in conjunction with PERT analysis to evaluate a probable schedule based on an expected-case scenario Microsoft Project 98 – Chapter 14 Page of 18 PA_Optimistic Gantt A Gantt Chart that shows the optimistic values for task durations, start dates, and finish dates Use this view in conjunction with PERT analysis to evaluate a probable schedule based on a best-case scenario PA_PERT Entry Sheet A Gantt Chart that shows the expected, best-case, and worst-case durations for tasks Use this view in conjunction with PERT analysis to compare the duration values among the various scenarios PA_Pessimistic Gantt A Gantt Chart that shows the pessimistic values for task durations, start dates, and finish dates Use this view in conjunction with PERT analysis to evaluate a probable schedule based on a worst-case scenario PERT Chart A flowchart showing all tasks and task dependencies Use this view to examine task dependencies in detail and to create and fine-tune your schedule Task Details Form A form for reviewing and editing detailed tracking and scheduling information about a specific task Task Entry A combination view with the Gantt Chart view in the top pane and the Task Form view in the bottom pane Use this view to add, edit, and review detailed information about the task selected in the Gantt Chart view Task Form A form for entering and editing information about a specific task Task Name Form A form for entering and editing the task name and other task information Task PERT A network diagram showing the predecessors and successors of one task In a large project, use this view to focus on the task dependencies of a specific task A good way to this is to display the Task PERT view in the bottom pane of a combination view, with another task view, such as the Gantt Chart or the Task Sheet, in the top pane Task Sheet A spreadsheet-like list of tasks and related information Use this view to enter and schedule tasks Task Usage A list of tasks showing assigned resources grouped under each task Use this view to see which resources are assigned to specific tasks and to set resource contours Tracking Gantt A Gantt Chart view that shows a list of tasks and related information, and a chart showing baseline (original) estimates and actual data for each task Use this view to compare the planned schedule with the actual schedule (You need to save a baseline in order to view baseline bars.) Resource Views Use a resource view when you want to enter, change, or display resource information Resource view Description Resource Allocation A combination view with the Resource Usage view in the top pane and the Leveling Gantt view in the bottom pane Use this view to resolve resource overallocations Resource Form A form for entering and editing information about a specific resource Resource Graph A graph showing resource allocations, costs, and work over time for selected resources Use this view to display information about a single resource or group of resources over time Resource Name Form A form for entering and editing the resource name and other resource information Resource Sheet A spreadsheet-like list of resources and related information Use this view to enter and edit resource information Resource Usage A list of resources showing assignments per resource as well as allocation, cost, or work information for each resource over time Use this view to show cost or work allocation information for each resource Microsoft Project 98 – Chapter 14 Page of 18 Display a View When you want to work with a certain kind of information in a particular way (say, resource information in a graphical format), you can display the view that has the information and format you want By default, the first time you start Microsoft Project, it displays the Gantt Chart view Each time you open an existing project file, it displays the view that appeared on your screen when you last saved the file If the first view you see after opening your project file doesn’t suit your needs, you can easily switch to a different view Replacing one view with another does not add information to or remove information from your project It only changes what project information is displayed To display a view • On the View Bar, click the view you want To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply , click the view you want in The Information You Want in a Sheet View: Tables Tables are the key to getting the most out of the sheet views in Microsoft Project A sheet view is a spreadsheetlike representation (in rows and columns) of task or resource information Tasks or resources are arranged vertically, like a list The categories of information about each task or resource are arranged in subsequent columns, with each column specifying a type of information, such as start dates or standard rates If your sheet view is not displaying the type of information that you want to see regarding your tasks or resources, you can change the entire appearance of your sheet view by selecting a different table for the view The tasks and resources remain the same, but the categories of information you see about those tasks and resources vary from table to table For instance, the Cost table displays everything you might want to know about the cost of a task By switching to the Work table, you can view a variety of information related to the work required to complete a task, such as the total work and the remaining work Available Tables When you want to display information in a sheet view, you can choose exactly the information you want to see by selecting and applying a suitable table You can use predefined tables or create your own to show only the fields you want There are two kinds of tables: those that you can apply to task views (called task tables) and those that you can apply to resource views (called resource tables) The following lists show the predefined task and resource tables that come with Microsoft Project Task Tables Resource Tables Microsoft Project 98 – Chapter 14 Page of 18 Task Tables Task tables can be applied to the following views: • Bar Rollup • Detail Gantt • Gantt Chart • Leveling Gantt • Milestone Date Rollup • Milestone Rollup • PA_Expected Gantt • PA_Optimistic Gantt • PA_PERT Entry Sheet • PA_Pessimistic Gantt • Task Entry (in the top pane only of a combination view) • Task Sheet • Task Usage • Tracking Gantt Task table Description Baseline Displays baseline dates, work, and costs Constraint Dates Displays task constraint information, including constraint type and constraint date Cost Displays cost information about project tasks, including cost, baseline cost, variance, actual cost, and remaining cost Delay Displays resource-leveling information, including delay, duration, scheduled start and finish dates, successors, and resource names Earned Value Compares the expected progress with the actual progress to date for tasks that have resources assigned It also shows, in terms of resource costs, the actual completion percentage of each task This table can also be used to forecast whether the task will finish under budget or over budget based on the cost incurred while the task is in progress Entry Displays task names and durations, start and finish dates, predecessors, and resources Export Displays the task fields that Microsoft Project will export in the MPX file format Use this table to export a file in the MPX file format Hyperlink Displays the web addresses of links assigned to tasks, leading to web sites and intranet files PA_Expected Case Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the expected durations, start dates, and finish dates of tasks PA_Optimistic Case Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the best-case durations, start dates, and finish dates of tasks PA_PERT Entry Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the probable durations, start dates, and finish dates of tasks PA_Pessimistic Case Used in conjunction with Microsoft Project’s PERT analysis features to evaluate the worst-case durations, start dates, and finish dates of tasks Rollup Table Used with the Bar Rollup view, the Milestone Date Rollup view, and the Milestone Rollup view to optimize the display of rolled-up tasks You can best take advantage of this table and its associated views after you have run the Rollup_Formatting macro Schedule Displays scheduling information, including start and finish dates, late start and finish dates, free slack, and total slack Microsoft Project 98 – Chapter 14 Page of 18 Summary Displays basic project information, including task duration, start and finish dates, percent complete, cost, and work Tracking Displays tracking information, including actual start dates, actual finish dates, percent complete, actual duration, remaining duration, actual cost, and actual work Usage Displays work, duration, and start and finish dates Variance Displays schedule variance information, including start and finish dates, baseline start and finish dates, and start and finish variances Work Displays work information, including baseline work, work variance, actual work, and remaining work Resource Tables Resource tables can be applied to the following views: • Resource Allocation (in the top pane only of a combination view) • Resource Sheet • Resource Usage Resource table Description Cost Displays cost information, including cost, baseline cost, variance, actual cost, and remaining cost Earned Value Compares the expected progress with the actual progress to date for tasks that have resources assigned It also shows, in terms of resource costs, the actual completion percentage of each task This table can also be used to forecast whether the task will finish under budget or over budget based on the cost incurred while the task is in progress Entry Displays resource groups, resource units, standard rates, overtime rates, cost per use, accrual method, and resource code Export Displays the resource fields that Microsoft Project will export in the MPX file format Use this table to export a file in the MPX file format Hyperlink Displays the web addresses of links assigned to tasks and resources, leading to web sites and intranet files Summary Displays resource groups, maximum units, peak resource usage, standard rates, overtime rates, cost, and work Usage Lists the amount of work assigned to each resource Work Displays work information, including baseline work, work variance, actual work, overtime work, and remaining work Apply a Table A Microsoft Project sheet view always has a table attached to it If you want to see other fields of information, you can apply a different table to the view When you apply a new table to a sheet view, the new table replaces the old table You can apply a task table only to a task view and a resource table only to a resource view Replacing one table with another does not add information to or remove information from your project, it only changes what project information you see at the moment To apply a table On the View Bar, click the view to which you want to apply a table To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply , click the view you want in Microsoft Project 98 – Chapter 14 Page 10 of 18 On the View menu, point to Table, and then click the table you want to apply To apply a table that isn’t on the Table submenu, click More Tables, click the task or resource table you want, and then click Apply Only the Tasks or Resources You Want to View: Filters Typically, a view displays all the tasks or resources in your project That’s okay when you really want to see them all, or if there are so few tasks or resources that you can see them without much scrolling Often, though, a project contains many tasks or resources, subsets of which share certain characteristics For example, some tasks might share the characteristic of being completed Others might share the characteristic of being summary tasks Likewise, some resources might share the characteristic of being overallocated If you want to see information about only tasks or resources that share certain characteristics, you can apply a filter For each sheet, chart, and graph view (except the PERT Chart and the Task PERT views), a filter determines which tasks or resources Microsoft Project displays or highlights A filter contains instructions, called criteria, that specify the conditions under which a task or resource will appear You change the filter applied to a view when you want to see information about different tasks or resources in the current format If none of the filters provided with Microsoft Project meets your information needs, you can create a new filter or modify an existing one by customizing a filter’s criteria Types of Filters There are two major groups of filters: task filters, which you apply to task views, and resource filters, which you apply to resource views Within each of these groups are three types of filters: standard, interactive, and AutoFilters Standard Filter Interactive Filter AutoFilters Standard Filter A standard filter distinguishes tasks and resources based on one or two commonly used criteria For example, when you apply the Critical filter, Microsoft Project displays only critical tasks Most of the filters in Microsoft Project are of this type A standard filter also allows you to compare the values in two fields for the same task or resource For example, you could apply a filter to display tasks for which the actual cost is greater than the baseline cost Microsoft Project 98 – Chapter 14 Page 11 of 18 Interactive Filter An interactive filter prompts you for its filtering criteria You can enter either a value or a range of values For example, when you apply the Task Range filter, you specify the first task ID and the last task ID of the range you want to see AutoFilters An AutoFilter, available only in sheet views, displays tasks or resources that match a criterion associated with a specific column Each column has one AutoFilter For example, if one or more tasks listed in the Gantt Chart view have a duration of days, the AutoFilter for the Duration field lists days among its filtering criteria If you select days from the criteria list, Microsoft Project displays only those tasks that have a 2-day duration (A Microsoft Project AutoFilter works just like a Microsoft Excel AutoFilter.) For more information about AutoFilters, see "Filter Your View Quickly with AutoFilters" later in this chapter You can use any type of filter by itself or in combination with other types For example, you can use the Duration field AutoFilter to display only tasks that have a duration of days You can narrow your focus still further by applying an interactive filter to display only those 2-day tasks that start after a certain date Available Filters You may find that there is a particular kind of information in your project that you’re interested in viewing Perhaps you want to view only the milestones of your project, or you want to see all tasks that have not yet started Which filter will help you display only the information you want to see? You can choose any of the predefined Microsoft Project filters, which are listed in the following two tables Task Filters Resource Filters Task Filters You can apply each task filter to any task view except the PERT Chart and Task PERT views Task filter Description All Tasks Displays all the tasks in your project Completed Tasks Displays all tasks that are finished Confirmed Displays those tasks for which the requested resources have responded Cost Greater Than Displays the tasks that will cost more than the currency amount that you specify This is an interactive filter Cost Overbudget Displays all tasks that have a cost greater than the baseline cost This is a calculated filter Microsoft Project 98 – Chapter 14 Page 12 of 18 Created After Displays all the tasks that you created in your project on or after the date you specify This is an interactive filter Critical Displays all tasks that are critical Date Range Prompts you for two dates and then displays all tasks that start or finish after the earlier date and before the later date This is an interactive filter In Progress Tasks Displays all tasks that have started but haven’t been completed Incomplete Tasks Displays all tasks and assignments that haven’t been completed Late/Overbudget Tasks Assigned To Displays the tasks assigned to the resource you specify that are exceeding the budget you allocated for those tasks or haven’t yet been completed and will finish after the baseline finish date This is an interactive filter Linked Fields Displays tasks to which information from other programs has been linked Milestones Displays only those tasks that are milestones Resource Group Displays the tasks assigned to the resources who belong to the group you specify This is an interactive filter Should Start By Prompts you for a date and then displays all tasks that should have started by that date but haven’t This is an interactive filter Should Start/Finish By Prompts you for two dates and then displays those tasks that haven’t started and finished within the date range you specify This is an interactive filter Slipped/Late Progress Displays tasks that have either slipped behind their baseline scheduled finish date or that haven’t been progressing on schedule Slipping Tasks Displays all tasks that are behind schedule Summary Tasks Displays all tasks that have subtasks grouped underneath them Task Range Prompts you for two ID numbers and then displays all tasks within the ID range you specify This is an interactive filter Tasks With Attachments Displays tasks that have objects attached or include a note in the Notes box Tasks With Fixed Dates Displays all tasks that not have the constraint As Soon As Possible or As Late As Possible or that have an actual start date Tasks/Assignments With Overtime Displays the tasks or assignments on which resources are working overtime Top Level Tasks Displays the highest-level summary tasks Unconfirmed Displays those tasks for which the requested resources haven’t confirmed their commitment Unstarted Tasks Displays tasks that haven’t started Update Needed Displays tasks that have incurred changes, such as revised start and finish dates or resource reassignments, and need to be sent to resources for an update Using Resource Displays all tasks that use the resource you specify This is an interactive filter Using Resource In Date Range Displays the tasks assigned to a resource you specify that start or finish after a date you specify and before another date that you specify This is an interactive filter Work Overbudget Displays all tasks with scheduled work greater than the baseline work This is a calculated filter Resource Filters Microsoft Project 98 – Chapter 14 Page 13 of 18 You can apply any resource filter to any resource view Resource filter Description All Resources Displays all the resources in your project Confirmed Assignments Displays only those resources that have confirmed all their assignments This filter is most useful when applied to the Resource Usage view Cost Greater Than Displays the resources that will cost more than the amount you specify This is an interactive filter Cost Overbudget Displays all resources that have a scheduled cost greater than the baseline cost Date Range Prompts you for two dates and then shows all resources with assignments that start or finish within the date range you specify This is an interactive filter Group Displays all resources belonging to the group you specify This is an interactive filter In Progress Assignments Displays all resources that have started assignments but haven’t completed them This filter is most useful when applied to the Resource Usage view Linked Fields Displays resources to which text from other programs has been linked Overallocated Resources Displays all resources that are scheduled to more work than they have the capacity to Resource Range Prompts you for two ID numbers and then displays all resources within the ID range you specify This is an interactive filter Resources With Attachments Displays resources that have objects attached or include a note in the Notes box Resources/Assignments With Overtime Displays those resources that are working overtime or those assignments on which resources are working overtime This filter is most useful when applied to the Resource Usage view Should Start By Prompts you for a date and then displays all resources with assignments that should start by that date but haven’t This filter is most useful when applied to the Resource Usage view This is an interactive filter Should Start/Finish By Prompts you for two dates (the first for when an assignment should have started and the second for when the assignment should have finished) and then displays all resources with such assignments This filter is most useful when applied to the Resource Usage view This is an interactive filter Slipped/Late Progress Displays resources assigned to tasks that have either slipped behind their baseline scheduled finish date or that haven’t been progressing on schedule Slipping Assignments Displays resources whose assignments have been delayed and haven’t yet been completed This filter is most useful when applied to the Resource Usage view Unconfirmed Assignments Displays resources who haven’t confirmed all their commitments This filter is most useful when applied to the Resource Usage view Unstarted Assignments Displays resources who have confirmed but haven’t yet started their assignments This filter is most useful when applied to the Resource Usage view Work Complete Displays resources that have completed all of their assigned tasks Work Incomplete Displays all resources that have scheduled work less than baseline work Work Overbudget Displays all resources with scheduled work greater than baseline work Apply a Filter Microsoft Project 98 – Chapter 14 Page 14 of 18 When you want to focus on a subset of the tasks or resources in the current view, you can apply a filter to the view, specifying that the filter show only those tasks or resources that meet the filter criteria You can also have a filter highlight the filtered information in blue To have all tasks or resources reappear, you can turn off the filter, which removes the filtering effect from the view but leaves the filter itself in your project file To apply a filter On the View Bar, click a view To select a view that doesn’t appear on the View Bar, click More Views , click the view you want in the Views list, and then click Apply On the Project menu, point to Filtered for, and then click the filter you want to apply To apply a filter that doesn’t appear on the Filtered for submenu or to apply a highlighting filter, click More Filters In the Filters list, click the filter you want Click Apply to apply the filter or click Highlight to apply a highlighting filter If you apply an interactive filter, type the requested values, and then click OK When you no longer need to see a subset of tasks or resources and want to see all of them again, you can turn the filter off To turn off a filter • On the Project menu, point to Filtered for, and then click All Tasks if a task filter is applied or All Resources if a resource filter is applied Filter Your View Quickly with AutoFilters In addition to standard filters, Microsoft Project also features AutoFilters One AutoFilter is available for each column in every sheet view, except for the Indicators field Once you select a criterion from a column’s AutoFilter list, Microsoft Project displays only those tasks or resources that match the criterion you chose If you select AutoFilters for more than one field, you can narrow the information you view even further For instance, if you set the AutoFilter for the Duration field to greater than week and the AutoFilter for the Resource Name field to a particular resource, you can view all tasks assigned to that resource that will take more than week to complete The AutoFilter of each field includes All and Custom in its criteria list By clicking All (the default for all fields), you remove the filter criterion from that field By clicking Custom, you can create your own filter for that field Other than All and Custom, the criteria list varies from field to field For example, when you click the AutoFilter for the Resource Name field, you see a list of all the resources in your current project In contrast, when you click the AutoFilter for the Duration field, you see a list of less-than, greater-than, and equal-to durations (for example, > day,