How do I create a new Microsoft Project schedule to only follow certain tasks from the existing master schedule and updates automatically

Question

Hi - I have a master schedule. I want to create another schedule like a roll-up that is connected to only certain tasks of the master schedule, which reads the start-finish dates and the duration of those certain tasks from the master schedule, and updates automatically. my purpose is to have this new schedule at a higher level and avoid showing all the subtasks from the master schedule.

I already read about linking individual projects and tasks but it creates an additional greyed-out task in both the master project and the new project.

Is the a different method?

Thanks in advance!

Saleh

Answer 1

Saleh --

Good question. I am pleased to report that there is DEFINITELY another way to handle this situation. First of all, open your master project Read/Write. Apply the Gantt Chart view and then insert the Marked column. It is a default Flag field in Microsoft Project, which you can use to mark tasks for a specific reason. In the Marked column, select a Yes value for each of the tasks that you want to "call out" in the project. Then hide the Marked column, and create a custom filter called something like Marked Tasks. In the filter, set the filter criteria to Marked = Yes. Also, if you want summary tasks to display automatically when you apply the custom filter, be sure to select the "Show related summary tasks" checkbox as well. Save the filter and then save the project.

Whenever you want to show only the tasks you wish to "call out" in the project, simply apply your custom Marked Tasks filter. How does that sound? Let me know. Thanks!

Answer 2

Excellent idea Dale. Thanks for the prompt response and the idea of doing this by filtering within the same project.

I followed the method you shared and saved it, for now. Will check with our Director if that's sufficient for the reporting purpose.

Answer 3

Saleh Mhr --

You are more than welcome for the help, my friend! :)

Answer 4

Hi Dale - after reviewing with my team, we still prefer to have the summary schedule as a separate MS project with fixed formatting for the Gannt chart (bigger fonts, thicker bars, etc) for our monthly reports to the client. with that said, the questions would be: How to create a simple 1-page project summary from the Master schedule that has many activities. This new project summary will be connected to the master schedule and will update automatically.

it will look like a roll-up schedule and simple for a one-pager report that has main activities and color bars on the Gantt chart. (something like the example below I attached)

Thank you for your time!

Answer 5

This master schedule of yours has many tasks, and you want to display a selected sub-set of those tasks, with a Gantt chart.

There is no need to make a new MSP file, and doing it that way adds unnecessary complication and extra work.

All you need is a custom view. Go to more views, copy the existing Gantt chart view and give the copy a sensible name like "AA My Reporting Gantt Chart" or similar, which has a custom table, custom filter (which returns every task/summary with a yes in a custom flag field, custom group, and all of whatever text and bar formatting and page setup you want.

Have you tried that?