Monday, 28 December 2015

Show Calendar Day instead of dates in MS Project Schedule columns

Sometimes during tender or bid submission for a project, the client might not provide estimated Project Start Date and you want to show ordinal dates in the Gantt chart timescale & calendar days in the Start & Finish columns. So that for each activity, the schedule will show Start & Finish Days, e.g. for a 10-day activity, the schedule will show Day 0 in the Start column & Day 10 in the Finish column.

This tutorial should show you how to do this in Microsoft Project. Figure below shows a schedule with normal dates in the start column, finish column & timescale. 
 

Let’s start with the easy part, changing timescale dates to ordinal dates. 

 

Double click on any part of the timescale to open the Timescale dialog box.



Under the Timescale options select One Tier (middle) from the Show dropdown box.

 


Under the Middle tier formatting, select either Months or desired format from the Units dropdown box and then select Month 1, Month 2, … (from Start) from the Label dropdown box. Click OK to complete the timescale formatting.

 
You should now notice that the timescale dates have changed from calendar dates to serial month numbers.

 

That is the first part of our problem solved, what is left now is to change Start Date to Start Day & Finish Date to Finish Day through use of Custom Fields. Now add 2 new columns to your schedule, Number 1 & Number 2.

 

With your cursor in a cell under Column Number 1, click Format tab & then Custom Fields in the Columns group.

 
This will open the Custom Fields dialog box. Select Number 1 under Field list and click on Rename, enter Start Day in the New name for “Number 1” textbox and then click OK.

 

Repeat the Rename step for Number 2 but this time the new name should be Finish Day such that the Custom Fields dialog box now looks like this.

 

Now select the Start Day field and click on Formula in the Custom attributes group. Enter the formula [Start] - [Project Start] and click OK.

 
When prompted to replace all data in the Start Day field, click OK.

 

Under the Calculation for task and group summary rows, tick the Use formula checkbox

 

Now select the Finish Day field and click on Formula in the Custom attributes group. Enter the formula [Finish] - [Project Start] and click OK.

 
When prompted to replace all data in the Finish Day field, click OK.

 

Under the Calculation for task and group summary rows, tick the Use formula checkbox


Now click on OK to close the Custom Fields dialog box.

 
Our schedule should now have numbers Start & Finish Days columns. The numbers shown defer from the activity duration because while Activity Duration is based on activity calendar (example uses a 5-day week calendar); custom Start & Finish Days are calculated on a 24-hour / 7-day week calendar.

 

Finally, hide the Start & Finish columns and your schedule is now ready for submission to the client without specified dates.


  
That is all for today, we will repeat same tutorial for Primavera P6 in my next post. 

 

1 comment:

  1. thank you
    I use the formula and it works but start from day 0
    so i added +1 for it

    ReplyDelete