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Creating a management report that project status within a program or portfolio often requires Microsoft PowerPoint or 3rd party software to develop a project dashboard.

You need to modify an existing Text field with three valid values: Red, Yellow, and Green. Add a red, yellow, and green Image indicator.

By inserting the Health field into the Gantt Chart view, you can select from the Red, Yellow, or Green drop-down values, and the appropriate traffic light will be displayed. By changing the Health graphical indicator field, the Flag1, Flag2, or Flag3 columns will change from No to Yes as appropriate.

The next step is to create the specific Red, Yellow, and Green Gantt chart bar styles that will align to the graphical indicator color. You can modify the Gantt chart bar styles to suite your preferences. In this example, we will add three new bar styles to match the Health indicator and the three flags. The Bar Styles are processed in a hierarchical order so you need to move these styles to the bottom. Otherwise, another style can overwrite your custom style if the Show For … Tasks criteria matches.

Change the Show For … Tasks field to the Flag1 field. Repeat the step for Yellow and Green and assign Flag2 and Flag3 respectively. Remember to assign the yellow and green colors as appropriate.

In this example, every project in your program or portfolio will be represented as a single task in the portfolio. Please note the the individual tasks existing in a different MS Project plan. You could role up all the project schedules to provide more detailed reporting. For a typical program or set of projects in the portfolio, I recommend entering the following data:.

To change the color, select the appropriate status from the Health field and the Gantt chart bar will change color. Instead of drawing a separate Gantt chart or PowerPoint chart, project managers can use the Microsoft Project data to quickly represent status at a summary level.

The dashboard can also be extended to assess new portfolio opportunities or identify specific projects that are funded, not started, or cancelled. If a project misses its end date by 5 days, the indicator could be set to automatically to Yellow. If it exceeds 10 days, the status can be changed to red. Graphical reporting helps draw attention to issues and problems in a portfolio or program without having to dig into a lot of schedule data.

Let the tool do it for you! For more tutorials on how to use Microsoft Project, check out our list of Microsoft Project tutorials. We want to identify any summary tasks that have a predecessor and any summary tasks that have resources assigned. One of the key lessons learned with Microsoft Project is to build a dynamic project schedule. A dynamic schedule is properly sequenced and is free of any task constraints.

Microsoft Project Tutorials. Learn how to create a Microsoft Project dashboard for your next portfolio review. Bonus 2 How to build a 4 week task window tutorial. Learn More. Recommended Articles.