One of my favorite features in Microsoft Project is the stop light indicator because it can quickly highlight areas in the project plan that are falling behind. The tool is very easy to set up. The following is a step-by-step guide so you can start utilizing this feature.

• First, open Microsoft Project from the Tools menu, select Customize –>Fields
• From the Outline Codes page, enable the tasks button from the “type” drop down box by selecting “Number”.
• With the “Number 1″ field highlighted, click “Rename”, let’s call it “Dashboard Calculation”
• Under Custom Attributes, select “Formula”, then click on the “Formula” button.  Insert the following expression:
  IIf([Baseline Duration]=0,99999,[Finish Variance]/[Baseline Duration]*100)
• Click OK, then in the “Calculations for task and group summary rows” section, select “Use formula”.
• In the field section, highlight “Number 2″ click “Rename”, let’s call it “Dashboard Null Test”
• Under Custom Attributes section, select “Formula” then click the “Formula” button.  Inset the following expression. IsNull([Baseline Duration]).  Click OK.
• From the “Type” drop down menu select “Text”
• With the “Text 1″ field highlighted click “Rename”, title “Dashboard Schedule”
• Under Custom Attributes select “Formula” then click on the “Formula” button.  Inset the following expression.
  Switch([Number1]=99999,”No Baseline”,[Number1]<5,”On Schedule: <5%”,[Number1]<15,”Late: 5-15%”,[Number1]=15,”Late: 5-15%”,[Number1]>15,”Behind Schedule: >15%”). Then click OK.
• In the “Calculations for task and group summary rows” section, select “Use formula”.
• In the values to display section, select “Graphical Indicators” then click the “Graphical Indicators” button. Click on Nonsummary rows, then insert the data like the screen below and click ok.

Now add the field as a column in your favorite view. I like the Tracking Gantt.

• From the insert menu select “Column”
• From the “Field Name” drop down box select “Text 1 (Dashboard Schedule)”
• Click OK, then save this as a template for future projects.

The result is an indicator that is white if no baseline is set, green if the task is <5% behind, yellow for 5-15% behind and red if the task is >15% behind schedule. 

Troy Wheeler, Vice President of Technology, EPM2e, can be reached at 800-878-0385.