Project Knowledge

Using custom fields – Creating lookup tables

Along with Microsoft Project’s predefined fields, custom fields can also be created.  They can be simple free-format fields or they can contain lookup tables and outline codes.  They may also contain formulae and display graphical indicators.  

• View walkthrough for Microsoft Project 2003/2007
• View walkthrough for for Microsoft Project 2010

Adding table columns

Often, a column is needed temporarily to show specific project information.  

If you are using Microsoft Project 2003/2007, to add a column to the current table:

1. Click on a column’s title to the right of where the new column will go (Start column).

2. From the Insert menu, select Column, choosing the desired field to place in the column:

3. Click on  to automatically display the column at its optimum width.

 

Creating a custom field containing a lookup table 

If you are using Microsoft Project 2003/2007, to create a custom field:

1. Select the ‘Text 1’ field by clicking on its row heading:

2. From the Tools menu, select Customize, and then select Fields.

3. Click on the  button and enter “Cost Area” as the new name for the field.

4. Click on  and enter in as below:

5. Click CLOSE to confirm the entry, followed by OK to then apply the field and its value list.

With the value list created, tasks can now be edited by applying appropriate values: 

 

Adding table columns

Often, a column is needed temporarily to show specific project information.  

If you are using Microsoft Project 2010, to add a column to the current table:

1. Click on the column header Add New Column (to the right of the column list).

2. Type the letter T (to just list fields starting with T).

3. Select Text1 as below:

Creating a custom field containing a lookup table

If you are using Microsoft Project 2010, to create a custom field:

1. Select the Text1 field by clicking on its row heading:

2. On the Format tab, in the Columns group, click Custom Fields. 

3. Click on the Rename button and enter “Cost Area” as the new name for the field.

4. Click on the Lookup button and enter in as below:

5. Click Close to confirm the entry, followed by OK to then apply the field together with its lookup table.

With the value list created, tasks can now be edited by applying appropriate values: 

 

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Baselining a Project Plan

The optimised project plan represents the best possible model of what should actually happen to the tasks and the people that work upon them.  As a great deal of effort has gone into creating this project model, some managers expect the project to follow its plan exactly.  Unfortunately, as reality rarely goes according to plan, the plan must be updated and maintained.

If the manager of the project knows what did happen and, more importantly, what is expected to happen, the project will have the greatest chance of success. 

Saving a baseline as a reference

 Before updating with actual progress, the project must be baselined to create the necessary reference.  

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

 

If you are using Microsoft Project 2003/2007, to save the baseline:

1. From the Tools menu, select Tracking and then select Set Baseline.

2. Fill in the dialog accepting the defaults, then confirm with OK.

Using views that show baselines

To assist the update process, a view that compares what has happened, what will happen and what should have happened, would be useful.  A view providing all this information is available:

1. From the Window menu, select Remove Split (if applicable).

2. From the View menu, select Tracking Gantt.

3. Click on any task within the displayed table, then  to bring the task bars into view.

4. Baseline bars are displayed in grey and are currently in line with the bars indicating the current schedule, which are displayed immediately above them:

 

If you are using Microsoft Project 2010, to save the baseline:

1. On the Project tab, in the Schedule group, click Set Baseline.

2. Fill in the dialog accepting the defaults, then confirm with OK.

Using views that show baselines

To assist the update process, a view that compares what has happened, what will happen and what should have happened, would be useful.  A view providing all this information is available:

1. On the View tab, in the Split View group, clear the Details check box (if applicable).

2. On the View tab, in the Task Views group, click Tracking Gantt from the Gantt Chart drop down.

3. To line up the assignment bars, click Scroll to Task (Task tab, Editing group).

4. Baseline bars are displayed in grey and are currently in line with the bars indicating the current schedule, which are displayed immediately above them:

 

 

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