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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

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

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

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

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:

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

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

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

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

a specific range of time

slack and slippage Use this view to check how far a task can slip without affecting other tasks

this view to enter and schedule tasks

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

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 thisview 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

dependencies in detail and to create and fine-tune your schedule

Task Details

bottom pane Use this view to add, edit, and review detailed information about the task selected in the Gantt Chart view

Task Name Form A form for entering and editing the task name and other task information

use this view to focus on the task dependencies of a specific task A good way to do 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

tasks

resources are assigned to specific tasks and to set resource contours

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

Resource

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

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

the Views list, and then click Apply

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 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 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

Task Tables

Task tables can be applied to the following views:

Task table Description

Constraint

cost, and remaining cost

dates, successors, and resource names

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

export a file in the MPX file format

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

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

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

free slack, and total slack

Summary Displays basic project information, including task duration, start and finish dates, percent

complete, cost, and work

complete, actual duration, remaining duration, actual cost, and actual work

finish dates, and start and finish variances

work

Resource Tables

Resource tables can be applied to the following views:

Resource

table Description

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

method, and resource code

export a file in the MPX file format

intranet files

cost, and work

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

1 On the View Bar, click the view to which you want to apply a table

the Views list, and then click Apply

2 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