Using Tables

Any sheet view, including the sheet portion of any Gantt chart or usage view, has a default table defined for it. You can change the table for these types of views. Or you can modify an existing table to add, change, or remove the fields in the columns.

Views that Use Tables

Table 4-8 shows the default table for each view. Table 4-8. Default Table Views

View Default table View Default table

Table 4-8 shows the default table for each view. Table 4-8. Default Table Views

View Default table View Default table

Bar Rollup

Rollup Table

PA_PERT Entry Sheet

PA_PERT Entry

Detail Gantt

Delay

PA_Pessimistic Gantt

PA_Pessimistic Case

Gantt Chart

Entry

Resource Allocation

Usage (Resource Usage view) Delay (Leveling Gantt view)

Leveling Gantt

Delay

Resource Sheet

Entry

Milestone Date Rollup

Entry

Resource Usage

Usage

Milestone Rollup

Rollup Table

Task Entry

Entry

Multiple Baselines Gantt

Entry

Task Sheet

Entry

PA_Expected Gantt

PA_Expected Case

Task Usage

Usage

PA_Optimistic Gantt PA_Optimistic Case Tracking Gantt Entry

PA_Optimistic Gantt PA_Optimistic Case Tracking Gantt Entry

Table 4-9 lists a description of the task tables and their default fields.

For more

Information displayed

Default fields included

information

Baseline

Specific baseline values reflecting

ID, Task Name, Baseline Duration, Baseline

"Saving Original

the schedule as originally planned.

Start, Baseline Finish, Baseline Work, and

Plan Information

Baseline Cost

Using a Baseline"

on page 298

Constraint Dates

The specific constraint types for

ID, Task Name, Duration, Constraint Type,

"Scheduling Tasks

each task, along with associated

Constraint Date

to Achieve Specific

dates where applicable. You can

Dates" on page

use these fields to review or change

157

the constraint type and date.

Cost

Cost information for each task,

ID, Task Name, Fixed Cost, Fixed Cost

"Monitoring and

helping you analyze various types of

Accrual, Total Cost, Baseline, Variance,

Adjusting Costs" on

cost calculations.

Actual, and Remaining

page 338

Delay

Information to help you determine

ID, Indicators, Task Name, Leveling Delay,

"Balancing

how long it will take to complete

Duration, Start, Finish, Successors, and

Resource Work-

your tasks, given the resources you

Resources

loads" on page 271

have and the amount of time they

have for a given task.

Earned Value

Earned value information that com

ID, Task Name, BCWS, BCWP ACWP SV, CV,

"Analyzing Progress

pares the relationship between work

EAC, BAC, and VAC.

and Costs Using

and costs based on a status date.

Earned Value" on

page 401

Earned Value Cost Indicators

Earned-value cost information,

ID, Task Name, BCWS, BCWP CV, CV%, CPI,

"Analyzing Progress

including the ratio of budgeted to

BAC, EAC, VAC, and TCPI.

and Costs Using

actual costs of work performed.

Earned Value" on

page 401

Earned Value Schedule Indicators

Earned-value schedule information,

ID, Task Name, BCWS, BCWP SV, SV%, and

"Analyzing Progress

including the ratio of work per

SPI.

and Costs Using

formed to work scheduled.

Earned Value" on

page 401

For more

Information displayed

Default fields included

information

Entry

Fundamental information regarding

ID, Indicators, Task Name, Duration, Start,

"Entering Tasks" on

tasks. This table is most useful for

Finish, Predecessors, Resource Names.

page 77

entering and viewing the most

essential task information.

Export

A large set of fields from which to

ID, Unique ID, Task Name, Duration, Type,

"Importing and

export task fields to other applica

Outline Level, Baseline Duration, Predeces-

Exporting Informa

tions such as Microsoft Excel or

sors, Start, Finish, Early Start, Early Finish,

tion" on page 497

Microsoft Access.

Late Start, Late Finish, Free Slack, Total

Slack, Leveling Delay, % Complete, Actual

Start, Actual Finish, Baseline Start, Base

line Finish, Constraint Type, Constraint

Date, Stop, Resume, Created, Work, Base

line Work, Actual Work, Cost, Fixed Cost,

Baseline Cost, Actual Cost, Remaining

Cost, WBS, Priority, Milestone, Summary,

Rollup, Text1-10, Cost1-3, Duration1-3,

Flag1-10, Marked, Number1-5, Subproject

File, Contact, Start1-5, and Finish1-5.

Hyperlink

Hyperlink information to associate

ID, Indicators, Task Name, Hyperlink,

"Hyperlinking to

linked shortcuts with your tasks.

Address, and SubAddress.

Documents in Other

Applications" on

page 492

PA_Expected Case

Expected scheduling information

ID, Indicators, Task Name, Expected Dura-

"Calculating Your

based on PERT analysis of task

tion, Expected Start, and Expected Finish.

Most Probable

durations.

Duration" on page

145

PA_Optimistic Case

The best-case scheduling informa

ID, Indicators, Task Name, Optimistic Dura-

"Calculating Your

tion based on PERT analysis of task

tion, Optimistic Start, and Optimistic Finish.

Most Probable

durations.

Duration" on page

145

PA_PERT Entry

The most probable duration informa

ID, Task Name, Duration, Optimistic Dura-

"Calculating Your

tion for a project based on PERT

tion, Expected Duration, and Pessimistic

Most Probable

analysis of task durations.

Duration.

Duration" on page

145

For more

Information displayed

Default fields included

information

PA_Pessimistic Case

The worst-case scheduling informa

ID, Indicators, Task Name, Pessimistic

"Calculating Your

tion based on PERT analysis of task

Duration, Pessimistic Start, and Pessimistic

Most Probable

durations.

Finish.

Duration" on page

145

Rollup Table

Summarized task information that

ID, Indicators, Task Name, Duration, Text

"Organizing Tasks

appears after you run the

Above, Start, Finish, Predecessors,

into an Outline" on

Rollup_Formatting macro.

Resource Names.

page 86

Schedule

Detailed scheduling information that

ID, Task Name, Start, Finish, Late Start,

"Understanding

can help you see when a task is

Late Finish, Free Slack, and Total Slack.

Slack Time and Crit

scheduled to begin and how late it

ical Tasks" on page

can actually begin without jeopardiz

252

ing the project's finish date.

Summary

Overview project information to ana

ID, Task Name, Duration, Start, Finish, %

"Bringing In the

lyze durations, dates, progress, and

Complete, Cost, and Work.

Project Finish Date"

costs.

on page 258

Tracking

Actual progress and cost informa

ID, Task Name, Actual Start, Actual Finish,

"Updating Task

tion, as contrasted with scheduled

% Complete, Physical % Complete, Actual

Progress" on page

or baseline information.

Duration, Remaining Duration, Actual Cost,

308

and Actual Work.

Usage

The most fundamental task sched

ID, Indicators, Task Name, Work, Duration,

Chapter 5

ule information.

Start, and Finish.

Variance

Gaps between baseline start and

ID, Task Name, Start, Finish, Baseline

Chapter 11,

finish dates and the actual start

Start, Baseline Finish, Start Variance, and

"Responding to

and finish dates, enabling a compar

Finish Variance.

Changes in Your

ison between your original planned

Project"

schedule and actual performance.

Work

A variety of measurements for ana

ID, Task Name, Work, Baseline, Variance,

"Updating Task

lyzing the level of effort for each

Actual, Remaining, and % Work Complete.

Progress" on page

task.

308

Table 4-10 lists a description of all resource tables and their default fields.

Table 4-10. Resource Tables and Their Default Fields

For more

Information displayed

Default fields included

Information

Cost

Cost information about resources in

ID, Resource Name, Cost, Baseline Cost,

"Monitoring and

a project.

Cost Variance, Actual Cost, and Remaining

Adjusting Costs" on

Cost.

page 338

Earned Value

Earned value information that com

ID, Resource Name, BCWS, BCWP ACWP SV,

"Analyzing Progress

pares the relationship between work

CV, EAC, BAC, and VAC.

and Costs Using

and costs for resources based on a

Earned Value" on

status date.

page 401

Entry

Essential information regarding

ID, Indicators, Resource Name, Type, Mate

Chapter 6

resources. This table is most useful

rial Label, Initials, Group, Maximum Units,

for entering and viewing fundamen

Standard Rate, Overtime Rate, Cost/Use,

tal resource information.

Accrue At, Base Calendar, and Code.

Entry - Material Resources

Essential information about con

ID, Resource Name, Type, Material Label,

"Adding Material

sumable material resources.

Initials, Group, Standard Rate, Cost/Use,

Resources to the

Accrue At, and Code.

Project" on page

186

Entry - Work Resources

Essential information about work

ID, Resource Name, Type, Initials, Group,

"Adding Work

(people and equipment) resources.

Maximum Units, Standard Rate, Overtime

Resources to the

Rate, Cost/Use, Accrue At, Base Calendar,

Project" on page

and Code.

175

Export

A large set of fields from which to

ID, Unique ID, Resource Name, Initials,

"Importing and

export resource fields to other appli

Maximum Units, Standard Rate, Overtime

Exporting Informa

cations, such as Microsoft Excel or

Rate, Cost Per Use, Accrue At, Cost, Base

tion" on page 497

Microsoft Access.

line Cost, Actual Cost, Work, Baseline Work,

Actual Work, Overtime Work, Group, Code,

Text1-5, and Email Address.

Hyperlink

Hyperlink information to associate

ID, Indicators, Resource Name, Hyperlink,

"Hyperlinking to

linked shortcuts with your

Address, and SubAddress.

Documents in Other

resources.

Applications" on

page 492

Information displayed

Default fields included

For more Information

Summary

Overview resource information.

ID, Resource Name, Group, Maximum Units, Peak, Standard Rate, Overtime Rate, Cost, and Work.

Chapter 6

Usage

The most essential resource scheduling information.

ID, Indicators, Resource Name, and Work.

Chapter 7

Work

A variety of measurements for ana- ID, Resource Name, % Complete, Work, "Updating Progress lyzing work, or the level of effort, for Overtime, Baseline, Variance, Actual, and Using Resource resources and their assigned tasks. Remaining. Work" on page 316

A variety of measurements for ana- ID, Resource Name, % Complete, Work, "Updating Progress lyzing work, or the level of effort, for Overtime, Baseline, Variance, Actual, and Using Resource resources and their assigned tasks. Remaining. Work" on page 316

Tip See the name of the current table

You can quickly see the name of the current table. Simply rest your mouse pointer in the All Cells box where the row and column headings intersect. The ToolTip containing the table name (and view name) appears.

Changing the Table in a View

To switch to a different table, follow these steps:

1 Display the view containing the table you want to change. This could be the Task Sheet, Resource Sheet, Gantt Chart, Task Usage view, and so on.

2 Click View, Table.

3 If the table is listed on the submenu, click it. If the table is not listed on the submenu, click More Tables (see Figure 4-16) and then double-click the table you want.

Figure 4-16. The More Tables dialog box contains the full list of built-in tables. The table is replaced by the table you clicked.

Modifying a Table

Suppose that the Entry task table provides all the information you need except baseline values. You can easily add another column to any table, and you can just as easily remove superfluous columns. There are also certain changes you can make to the columns themselves.

Note When working with columns in a table, you're working with fields in your project database. Fields are discussed in more detail in "Using Fields," later in this chapter on page 120.

To add a column to a table, follow these steps:

1 Display the view and table to which you want to add a new column.

2 Right-click the column heading to the left of where you want the new column to be inserted and then click Insert Column. The Column Definition dialog box appears.

Note You can also open the Column Definition dialog box (see Figure 4-17) by clicking in a column and then clicking Insert, Column.

Figure 4-17. You can also open the Column Definition dialog box by clicking a column heading and then pressing the Insert key.

3 In the Field Name box, click the field representing the information you want in the new column.

Tip Scroll quickly to a field

With the Field Name box selected, you can just type the first letter of the field's name to scroll close to its name in the list.

The field you're looking for is not in the Field Name list

When you display a task view and table, only task fields are listed in the Column Definition dialog box. Likewise, when you display a resource view and table, only resource fields are listed. Assignment fields are available only in the Task Usage and Resource Usage views.

To remove a column from a table, follow these steps:

1 Display the view and table from which you want to remove a column.

2 Right-click the heading of the column you want to remove, and then click Hide Col-

Tip Remove a column

You can also remove a column by selecting the column heading and then clicking Edit, Hide Column. Or simply select the column heading and press the Delete key.

The column is removed. The field and its contents still exist in the database, however, and can be displayed again in this or other tables.

Tip Hide a column temporarily

You can hide a column in your table while keeping it in place. Position your mouse pointer over the right edge of the column heading border. The mouse pointer changes to a black crosshair. Drag the right border past the column's left border. The column disappears.

To show the column again, position your mouse pointer on the edge where your column is hidden. Drag to the right, and your column appears again.

To use this method, you need to know where you hid the column because there's no visual indication that it's there.

You can change the title of the column to something other than the actual field name. You can also modify the column text alignment and the column width. To modify a column, follow these steps:

1 Display the view and table containing the column you want to modify.

2 Double-click the heading of the column you want to change. The Column Definition dialog box appears.

3 To change the field information appearing in the column, click the field you want in the Field Name list.

4 To change the title of the column heading, type a new title in the Title box.

5 Use the Align Title list to change the alignment of the column title.

6 Use the Align Data list to change the alignment of the field information itself.

7 Enter a number in the Width box to change the column width.

Tip Change the column width by dragging

You can also change the column width directly on the table. Click the column's heading to select the column. Then move the mouse pointer to the right edge of the column until the pointer changes to a black crosshair. Drag to the right to widen the column. Drag to the left to make the column narrower. Double-click the edge to widen the column to the same size as the longest entry in the column.

You can move a column to another location in the table simply by dragging. To move a column, follow these steps:

1 Display the view and table containing the column you want to move.

2 Click the heading of the column you want to move.

3 With the black crosshair mouse pointer over the column heading, drag to the new location for the column. As you drag, a gray line moves with the mouse pointer to indicate where the column will be inserted when you release the mouse button.

Tip In addition to adding and removing columns in existing tables, you can also create

■o r entirely new tables. For more information about tables, see "Customizing Tables" on page 785.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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