1 desktop tips presented by: doug bonebrake senior project manager global project office frontrange...
TRANSCRIPT
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DESKTOP TIPS
Presented by:Doug Bonebrake
Senior Project ManagerGlobal Project Office
FrontRange Solutions [email protected]
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Topics
• Add Graphic Indicators
• Create Formulas
• Use Formulas to Change Indicators
• Copy Picture Feature
• Save as Web Page Feature
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Business Problem
Problem: The boss would like to open the project plan and have a quick means to identify the tasks that are coming due within the next five days or are over due.
Solution: Insert Graphic Indicators
Create a formula to calculate days to finish
Use formula to change the indicators
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Insert Graphic Indicator Column
Start by inserting a column to the far left.
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Insert Graphic Indicator Column
Select a “Number” field name. In this example, “Number 1” was used. Also, fill in the “Title” text box.
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Insert Graphic Indicator Column
Right click on the column’s heading, then select “Customize Fields” from the menu.
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Insert Graphic Indicator Column
Use the “Rename” button to change the name to “Status.” Then click the “Graphical Indicator” button to set your indicators.
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Insert Graphic Indicator Column
Set the values in the table, then click “OK”
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Insert Graphic Indicator Column
Make sure the radio button is set to “Graphical Indicator,” then click OK.
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Insert Graphic Indicator Column
With the formula off, you can enter a value (1 – 3) to set the color of the indicator to reflect status – or you can use a formula to create warnings.
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Create Days-To-Finish Formula
Insert and name a column as you did before, then click on the “Formula Button.”
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Create Days-To-Finish Formula
Use the “Field and “Function” buttons to build your formula – or if someone has already figured it out – cut and paste it into the text box.
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Create Days-To-Finish Formula
DateValue([Current Date])-DateValue([Finish])
This formula converts the Current Date and Finish Date to values, then subtracts the Finish Date from the Current Date to calculate the Days till a task is due. If the value is positive, then the due date has passed.
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Enter the Warning Formula
Next, go back to the “Status” column and open the formula dialogue box.
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Enter the Warning Formula
IIf([% Complete]<100,Switch(([Number3]<-5),3,[Number3]>=-5 And [Number3]<0,2,
[Number3]>=0,1),3)
If %Complete is less than 100, test Number3. If less than –5, enter 3 as the value, else, if Number3 greater than or equal to –5 and Number3 is less than zero, enter 2 as the value, else if Number3 is greater than or equal to zero, enter 1 as the value.
3 = Green 2 = Yellow 1 = Red
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Enter the Warning Formula
Now the color indicators give you warnings when a task is due within five days (yellow) or is over due (Red).
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Business Problem
Problem: You need to share project information with team members who do not have Microsoft® Project or access to an enterprise solution such as Project Central.
Solution: Use the “Copy Picture” and “Save as Web Page” features.
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Solution Application
This solution benefits:
• Project Managers with team members who do not have access to Microsoft® Project or Project Central
• Project Managers with access to an Intranet but do not have Project Central implemented
• Consultants managing projects for clients with limited capabilities
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Sample Task List
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Capture the Picture
Highlight the first row, scroll down to last row, press the [shift] key and click left mouse button to highlight all the rows to be captured.
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Capture the Picture
Click on the Camera Icon
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Capture the Picture
Click on “To GIF Image File” Radio button – Then browse to name and specify file path
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Save the Web Page
From the File Menu, select “Save as Web Page”
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Save the Web Page
Specify file and path name, then click “Save”
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Save the Web Page
Highlight a standard report (or build your own), then click on “Edit”
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Save the Web Page
Click on the “Task Mapping Tab” and make any desired changes
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Save the Web Page
Note that you can change title entry to reflect an “As of” date or columns you wish to display
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Save the Web Page
Make sure “Include Image File in HTML Page” is checked
Click on “browse” to specify path and file name – (Caution, don’t skip this step)
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Save the Web Page
Click “Save”
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Sample Milestone Report
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Milestone Report
From the “Project” menu, filter for milestone tasks
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Milestone Report
Capture picture and select web page report format as before
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View Files
The .html file can be viewed with your Web Browser
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Send Files
To view, both the .gif and .html file must be present. The .html file references the .gif file
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Display Via IntranetBoth the .gif and the .html file must be provided to your Web Master – Only the .html file must be referenced by a link
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Questions?