Friday, 9 September 2016

Quick Tip: Project 2010 Activity Statistics Summary Schedule

Last week, I showed how to prepare an Activity Statistics Summary Schedule in Primavera P6 and today I present the Microsoft Project version of the quick tip. Unlike P6, Microsoft Project does not have inbuilt Number of Activities fields, so this tip shows a workaround.

Assuming we have the schedule below and you want to summarise it so that it shows different activity statistics

STEP 1:
Summarise the schedule to the desired level, e.g. level 2, by going to the View tab and from the Data group, click on Outline and select Outline Level 2 and our schedule should now look this.

STEP 2:
Add 4 new columns (fields), Number1, Number2, Number3 & Number4

STEP 3:
With your cursor in a cell under Number1 column, go to the Format tab, under the Columns group, click on Custom Fields. This will open up the Custom Fields dialog.
 Ensure that the Task checkbox is ticked (arrow 1) and Number is selected in the Type dropdown box (arrow 2). With Number1 selected (arrow 3), click on Rename (arrow 4).
In the Rename prompt, type Activity Count and then click OK  to return to the Custom Fields dialog.
Now rename the other 3 custom fields: Number2  to Completed Activities, Number3  to In-Progress Activities and Number4  to Not-Started Activities.

STEP 4:
Select Activity Count (arrow 5) and under Calculation for task and group summary rows, tick Rollup checkbox (arrow 6) and select Count Nonsummaries in the dropdown box (arrow 7).

STEP 5:
Select Completed Activities (arrow 8) and under Custom attributes tick Formula checkbox (arrow 9) and click OK when prompted about erasing existing data.
Then click on Formula (arrow 10) button to open the Formula input interface and then type the expression IIf ([% Complete]=100,1,0)  and click OK.
Still with Completed Activities (arrow 8) selected, under Calculation for task and group summary rows, tick Rollup checkbox and select  Sum in the dropdown box (arrow 11)

STEP 6:
Select In-Progress Activities and repeat Step 5 for In-Progress Activities using the expression IIf (([% Complete]<100 And [% Complete]>0),1,0). 
Remember to select  Sum in the dropdown box under Calculation for task and group summary rows.

STEP 7:
Select Not-Progress Activities and repeat Step 5 for Not-Progress Activities using the expression IIf ([% Complete]=0,1,0)
Remember to select  Sum in the dropdown box under Calculation for task and group summary rows.

STEP 8:
Click OK in the Custom Fields and you will notice that summary schedule now shows the activity statistics for the Project and each WBS element such as: total number of activities (activity count), completed activities (% complete = 100%), activities in-progress (% complete greater than )% but less than 100%) and activities that have not started (% complete = 0%).

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