Copy Paste Issue in Project

Question

Hi,

I have a 1.200 tasks schedule running in Ms Project Standard 2007. I´m using the .mpp as a standalone file, it´s not connecting to either a shared drive nor Project Server.

The project file has a couple of customized columns. What I´m doing at certain point of my tracking process is copying the content of the "% completed" into my customized column.

However I´ve identified that the copy-paste process is a source of file corruption. After executing this procedure the file won´t save. I get this error message:

"The file cannot be opened.

Check that the file name and path are correct.

Check that the file format is recognized by Project.

Project files saved in a version earlier than Microsoft Project 98 can't be opened.

If your file is from an earlier version, open it in that version, click Save As (file menu), and save in MPX format.  Open the MPX file in the current version of Project.  When you use this method, project data is imported, but formatting is lost."

I´ve seen that this copy-paste issue is well-known in various Ms-Project forums. Have you guys figured out of a workaround for this?

People have mentioned that installing the service packs won´t solve the problem.

As you may know this copy-paste process is fundamental since the project has +1000 task. I just can´t manage to do this manually.

Thank you!

Answer 1

E10E,

First, the Update Project feature is intended to facilitate a convenient "peanut butter" spread of progress to a point in time. It is really only applicable to level of effort (LOE) type activities wherein progress is indeed measured by the passage of time. However is sounds like you are using it as a measure of expected completion to a point in time.

I'm still confused by your steps. If I understand you goal it appears you are going through a whole lot more steps than necessary.

1. If your macro copied the data for the % Complete field into another customized field, (It would be nice to know which field that is), where did the data in the % Complete field come from? Is this the data supposedly entered by the PM? If so, why not enter it directly into the custom field?

2, After using the Update Project function, why copy the data from % Complete to yet another field?

Why wouldn't this simpler approach work?

a. Have you PM enter an "actual" % complete value into Text1 as a whole number (i.e. 40%=40)

b. Run the Update Project function to populate the % Complete field with the "expected" data

c. Use the following formula in Text2:

Text2=[% Complete]-[Text1]

Unless I'm missing something, the Text2 field now has your % variance.

Now for my question. What exactly is the "% planned" you are looking for? Isn't that what you are calling the output of the Update Project function?

With regard to the % Complete field and the Actual Duration fields, they are interlocked by Project. If the user enters a value in one, Project calculates the other. So whatever value your PM enters for % Complete, you will see a calculated value (simple linear relationship) in the Actual Duration field. That's how the actual duration data is obtained for the formula I cited in my original response.

Just as an aside, variance is normally based on the current plan versus the baseline. There are a number of built-in variance fields already available in Project (e.g. start variance, finish variance, SV, SV%, etc.). Have you considered using one of those?

John

Answer 2

E10E,

I'm a little confused (normal mode for me). It sounds like your project managers are entering a % complete value (i.e. actual progress) into an extra field (it is only a custom field if has been customized by renaming, a formula or value list). Which field are you using? The bigger question however, is why are they entering % complete into another field when Project already has a % Complete and a % Work Complete field expressly for that purpose?

Summary lines for extra fields can be calculated either via a formula rollup (option in the custom field setup window), or through VBA, depending on what is being calculated. If you are looking for the formula to calculate % complete at summary level for an extra field, that formula is:

(sum of actual durations of child tasks)/(sum of total durations of child tasks) x 100%

Note: this formula must be done using VBA since a simple formula in a custom field can only operate on data on its own task row.

However, be advised that the formula above does not work for split tasks or tasks wherein the resource calendar is different from the task calendar. Those two things make things a whole lot more complicated when it comes to the algorithm for % complete at the summary level.

John

Answer 3

John, it seems like this guys is looking for the same thing...

http://forums.techarena.in/windows-software/1372153.htm 

Perhaps it´s clearer for you.

Answer 4

John, thanks for your prompt response.

Here´s a description of the two customized columns that I have:

• 1.    % progress:Actual progress of all project activities
• 2.    % planned: the expected "% complete" for a date in the future for all project activities (planned progress)

Project managers are keeping track of project´s progress on customized column #1. Since it´s a customized column Ms Project won´t calculate values for parent tasks. That´s why I copy the content from customized column into "% complete" (Project original column).

I´m doing it this way since I´ve not been able to find a method to calculate customized column #2. Do you know if Ms Project has a procedure for doing so? (At this time I´m using the option Tools >> Tracking >> Update Project

To conlude, I use column "% completed" to calculate values for parent tasks.

Let me know if it´s clear for you.

Thank you!!!

Answer 5

E10E,

I'm not familiar with this supposedly well-known problem but then I haven't used Project 2007 extensively. However, let's examine your end goal. Why exactly do you need to capture the % Complete value? What are your customized fields?

It's likely there are options other than copy/paste to effect what you want but I need more information.

John