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MS Project Graphical Indicators – Tutorial

In this tutorial I will explain on how to create the “Graphical Indicators” which can be used to represent status of the project activities visually. Tutorial specificaly details on how to create graphical status indicators in Gantt Chart  Microsoft Project. Graphical indicators are visual representation of the status of the tasks based on the percentage completion. Visual representation gives a quick overview of all tasks status. This is a quick and easy way to read through your project gantt chart to identify or segregate tasks that are completed or running late.

Scenario 01: Assign Green indicator for project activities that are 100% complete.

Scenario 02: Assign Red indicator for project activities which passed the Finish date and are not 100% complete.

Scenario 03: Assign Red Flags for activities that are 0% complete and has passed the planned start date.

Scenario 04: Assign Yellow indicator for activities that are upcoming in 2 weeks. ( you can alter this to 1 week or 2 days etc based on your requirement)

Scenario 05: Assign White indicator for project activities that are yet to start.

Scenario 06: Assign Dark Green indicators for all other project activities which doesn’t fall in to any of the above scenarios.

Now lets see the formula to see how we can achieve the above scenarios using IF expression in MS Project.

Formula

IIf([% Complete]=100,4,(IIf([Current Date]>=[Finish],3,(IIf([Current Date]>[Start] And [% Complete]=0,5,(IIf([Current Date]>[Finish]-14 And [% Complete]<80,2,(IIf([Current Date]<[Start],6,1)))))))))

As you know the MS Project can return numerics for the true & false part of the expression. So the numbers used in the above formulas showed be now mapped to respective colors in the graphical indicator button in the formula window.

Checkout my Youtube channel to see the video tutorial. Please like the video and subscribe for more content.



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3 thoughts on “MS Project Graphical Indicators – Tutorial

  1. Hi
    It is good tutorial. However, I observed one error in this. In ms project 2016 you can inactive tasks. But in above formula it takes inactive tasks also into consideration. You may need to fix it.
    Thanks
    Priyank

  2. Hi
    Below is the scenario and corrected formula. I suggest to have result value in sequence-as i did here.

    Scenario 01: Assign Green indicator for project activities that are 100% complete. ( 1 Green)

    Scenario 02: Assign Red indicator for project activities which passed the Finish date and are not 100% complete.(2 Red Indicator)

    Scenario 03: Assign Red Flags for activities that are 0% complete and has passed the planned start date. (3 Red Flag)

    Formula
    IIf([Active]=Yes,IIf([% Complete]=100,1,(IIf([Status Date]>=[Baseline Finish],2,(IIf([Status Date]>[Baseline Start] And [% Complete]=0,3,(IIf([Status Date]>[Baseline Finish]-14 And [% Complete]<80,4,(IIf([Status Date]<[Baseline Start],5,6))))))))))
    Thanks
    Priyank

  3. Thanks Priyank Sharma

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