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Archiving Completed Tasks

Anonymous
2012-09-18T21:57:25+00:00

Hello,

My project file serves as an all-encompassing file which the tasks are actually my company's projects we are working on. In addition it is a living document in which tasks will continue to be added.

Given this information, is there a way to archive tasks once they have been marked complete? My project file is beginning to get cluttered with completed tasks but I don't want to delete them. In addition, I don't want the associated information to show up on task usage or resource usage.

Any suggestions?

Tyler.

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  1. Anonymous
    2012-09-19T09:21:40+00:00

    You mention "clutter" being an issue, but not file size.

    If you're finding file size isn't too onerous, you could simply use the filter for incomplete tasks.

    • Project 2007, select from the drop down menus Project > Filtered for > Incomplete Tasks
    • Project 2010, select from the ribbon View > Filter > Incomplete Tasks

    This will hide anything which is 100% complete from the view, and is available in the Gantt view and the Task Usage view.

    There isn't an inbuilt view in the Resource Usage view, but you could build one yourself, filtering for tasks where "% Work Complete" is less than 100.

    If you are finding file size a problem, then you'd need to look at a more advanced solution, like John's, or find a mechanism of moving completed tasks over to a different MPP file.

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  1. John Project 49,700 Reputation points Volunteer Moderator
    2012-09-19T02:18:59+00:00

    Tyler,

    It depends on what you expect an "archive" to be. Several years ago we faced an identical scenario. We used a rolling planning package approach wherein tasks several months in the future were entering into the plan as planning packages. They had a general description, expected budget and expected manpower loading. As we got closer to those tasks, they were expanded in detail working tasks with the previous planning package line being the summary line. As time progressed, completed tasks in the past became historical "bulk" that made the file larger in size and harder to maintain. To reduce the file bulk and size we a process that looked at each summary line that was 100% complete (i.e. all subtasks complete). We then created a new task line at the same level as the summary and replicated the essential data of the summary line (i.e. start, finish, cost, resources, baseline data fields, etc.). We then deleted the summary line that was 100% complete and that of course deleted all subtasks under it. It is important to note that any links from subtasks under that summary line had to be analyzed to insure deletion did not "telegraph" through the remaining active schedule tasks. The whole process was automated with VBA.

    So we really had a two pronged approach to keeping file size manageable. Future parts of the project that were not fully defined, (this was an engineering development program), were held as planning packages until they were needed. Past tasks that were completed were consolidated into historical tasks. And just for reference, this process was developed and maintained under a formal, certified customer approved earned value management system.

    Project 2010 did introduce the ability to inactivate tasks, but that does noting to reduce the file bulk.

    Anyway, this is the method I've used very successfully. Others may have equally effective approaches.

    Hope this helps.

    John

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