The first step is to customize an available Text field in Microsoft Project to display a traffic light graphical indicator. You will modify an existing Text field with three valid values: Red, Yellow, and Green.
Add three tests for the Project Status field by entering "equals" and Red, Yellow, and Green for the appropriate value. Add a red, yellow, and green Image indicator as appropriate. By inserting the ProjectStatus field into the Gantt Chart view, you can select from the Red, Yellow, or Green drop-down values, and the appropriate traffic light will be displayed.
The next step is to modify custom flag fields based on the ProjectStatus indicator. The next step is to create the specific Red, Yellow, and Green Gantt chart bar styles that will align to the graphical indicator color.
You can modify the Gantt chart bar styles to suite your preferences. In this example, we will add three new bar styles to match the ProjectStatus indicator and the three flags. Change the Show For Tasks field to the Flag1 field.
Repeat the step for Yellow and Green and assign Flag2 and Flag3 respectively. Remember to assign the yellow and green colors as appropriate. By following these first three steps, you've created a set of customized fields that will change the color of the Gantt Chart bar, depending on the Red, Yellow, or Green status.
I recommend hiding the Flag1, Flag2, and Flag3 fields. In this example, every project in your program or portfolio will be represented as a single task in the portfolio; also, the individual tasks are not integrated with a sub-project and represent only a basic scorecard.
For a typical program or set of projects in the portfolio, I recommend entering the following data:. As you prepare for your next portfolio review or program status meeting, you can use this program dashboard to quickly communicate each project's status in the portfolio. To change the color, select the appropriate status from the ProjectStatus field, and the Gantt chart bar will change color. The main benefit is creating a scorecard that uses Microsoft Project data instead of drawing a separate Gantt chart in PowerPoint or another tool.
The dashboard can also be extended to assess new portfolio opportunities or identify specific projects that are funded, not started, or cancelled. The formatting features in Microsoft Project are flexible to customization if you can write a few simple formulas. If you are familiar with Microsoft Project's formulas, you can create additional objective formulas that will calculate the status rather than rely on purely subjective interpretation.
This tutorial also requires that you enter the basic project data into a Microsoft Project file that tracks the summarize status. What's new in version Release August 4, Date Added August 4, Version Operating Systems. Additional Requirements None.
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