Using Macros in Project Jeff Fenbert MPUG Puget Sound May 26, 2011 Contact info: [email protected]@aol.com.

Using Macros in Project

Jeff FenbertMPUG Puget SoundMay 26, 2011

Contact info: [email protected]

Agenda

Why use Macros

Recording Macros

Custom Macros

Macros in Project

Help automate repeated actions

Utilizes Visual Basic for Applications (VBA) – used in other Office Products

Easy to record

Fun to write

Jeff’s Intro to Macros*

Send file – Sensitive Data

Wipe out task and Resource names

* I didn’t write it, just used it

Scrub MacroThis To This

Copy available here: http://masamiki.com/project/macros.htm

Getting Started

Set Security in Project

Select Level of Security

Default High Most macros won’t

work Disable existing

Option Medium

Quick Demo

Set Security

Run Scrub Macro

Quick Look at the Code

Sub scrub()'This macro clears the task name, resource name and text fields.'It also resets the project name and title'Copyright Jack Dahlgren Feb. 2002

Dim t As TaskDim ts As TasksDim r As ResourceDim rs As ResourcesDim myok As Integer

myok = MsgBox("This will permanently remove tasknames, resource names and notes from your project. Are you sure you want to continue?", 257, "ERASE DATA?")

If myok = 1 ThenSet ts = ActiveProject.TasksSet rs = ActiveProject.ResourcesFor Each r In ActiveProject.Resources r.Name = r.UniqueID r.Group = "" r.Initials = r.UniqueIDNext r

For Each t In ts If Not t Is Nothing Then t.Name = t.UniqueID t.Notes = "" End IfNext t

End IfEnd Sub

Need a Macro

Situation Filter for Framers Group by Floor Sort Descending Order of Hours

Record A Macro

Add Button to Toolbar

Select and Drag Item to Toolbar

Let’s Take A Look

Sub Sample_Filter_and_Sort()

' Sample for MPUG Presentation

FilterApply

Name:="_flt_Framing_Contractor"

Sort Key1:="Duration", Ascending1:=False

GroupApply Name:="_grp_Floor"

SelectTaskField Row:=1, Column:="Name"

GotoTaskDates

End Sub

Make a similar one for a standard view

A few hints

Modules vs Macros Multiple Macros in a Module

Naming No Spaces Allowed Use Underscore

Comments Lines starting with a ‘ are comments Use these to remind yourself (and

others) what the code is doing

Create A Network Check

No Predecessor

No Successor

Constraints

FF or SS Links

Linked Summary Tasks

The Results From Construction Template

Pretty Dull

A more typical Result

Another Version – A bit more Fun

Link to Demo

Elements of the Code

A form

Call to procedure

Variables

Command Buttons

Relationship Between Elements

Macro to Open Form

Form calls to Macro

(Procedure)

Macro GeneratesData

Form DisplaysData

Elements of a Form

Call to Procedure

Open The FormSub analysis_frm()FilterApply "All Tasks"OutlineShowAllTasksfrm_project_analysis.ShowEnd Sub

Call the ProcedurePrivate Sub UserForm_Initialize()Call project_data

Generate the Data

Sub project_data()Dim tsk As TaskDim tsk_sum As Task

pred = 0succ = 0fnlt = 0snlt = 0sumtasks = 0longtasks = 0lags = 0sumlink = 0

For Each tsk In ActiveProject.Tasks If Not (tsk Is Nothing) Then If tsk.Summary = False Then If tsk.Predecessors = "" Then pred = pred + 1 End If If tsk.Successors = "" Then succ = succ + 1 End If

Form and Elements

Private Sub UserForm_Initialize()Call project_dataTextBox1.Value = predTextBox2.Value = succTextBox3.Value = fnltTextBox4.Value = snltTextBox5.Value =

ActiveProject.Tasks.Count - sumtasksTextBox6.Value =

ActiveProject.ProjectSummaryTask.Duration / 480 & " days"

TextBox9.Value = longtasksTextBox10.Value = sumlinkTextBox11.Value = lagsLabel12 = ActiveProject.Name

End Sub

Project Status Analysis

Issues Actual Start greater than Status Date

I started that tomorrow Scheduled Start Less that Status Date

I will start that yesterday Actual Finish greater than Status Date Schedule Finish Less than Status Date Over Two Weeks behind

A few more hints

Variable Names Use Caps for variable Names Type all lower case -- VB will add caps if correct (error check) See Example

Sub variabletest()Dim NewVariable As String

newwariableNewVariable

End Sub

Compile Errors

Debugging F8 – Step Into Stop – Run to that point in the code

Part of the Code

If t.Summary = False Then

If t.start < ActiveProject.StatusDate And t.PercentComplete = 0 Then

t.Text13 = "Start less than Status"

ElseIf t.finish < ActiveProject.StatusDate And t.PercentComplete <> 100 Then

t.Text13 = "Finish less than Status"

ElseIf t.ActualFinish > ActiveProject.StatusDate And t.ActualFinish <> notapplicable Then

t.Text13 = "Actual > Status"

ElseIf t.ActualStart > ActiveProject.StatusDate And t.ActualStart <> notapplicable Then

t.Text13 = "Actual > Status"

ElseIf (t.RemainingDuration - 9 * 480) > Application.DateDifference(ActiveProject.StatusDate, t.finish)

Then

t.Text13 = "over 2 weeks behind"

Else

t.Text13 = "OK"

End If

End If

Process to Share Views, Filters, Etc

Easy Way to Share Items

Auto Load Macro

Copy to Organizer

Copy Code

Private Sub Project_Open(ByVal pj As Project)

If MsgBox("Do you wish to install the Special MPUG View?", vbYesNo) <> vbYes Then Exit Sub

Alerts False

OrganizerMoveItem Type:=2, FileName:="Construction_Template_copy_view_on_open.mpp", ToFileName:="GLOBAL.MPT", Name:="flag1to3"

OrganizerMoveItem Type:=2, FileName:="Construction_Template_copy_view_on_open.mpp", ToFileName:="GLOBAL.MPT", Name:="flt_Inspector"

OrganizerMoveItem Type:=2, FileName:="Construction_Template_copy_view_on_open.mpp", ToFileName:="GLOBAL.MPT", Name:="flt_general"

OrganizerMoveItem Type:=2, FileName:="Construction_Template_copy_view_on_open.mpp", ToFileName:="GLOBAL.MPT", Name:="flt_Frame_Contractor"

OrganizerMoveItem Type:=0, FileName:="Construction_Template_copy_view_on_open.mpp", ToFileName:="GLOBAL.MPT", Name:="special_gantt"

OrganizerMoveItem Type:=9, FileName:="Construction_Template_copy_view_on_open.mpp", ToFileName:="Global.MPT", Name:="Start1"

FileClose pjDoNotSave, True

Alerts True

End Sub

Working with Other Applications

Data From Excel

Open Files

Send out Status Sheets

Open Files in File ListSub File_list()

Dim xcel As ObjectSet xcel = CreateObject("Excel.Application")

xcel.Workbooks.Open FileName:= _ "C:\users\jeff\Desktop\MPA Nov 13\MPUG\MPUG_Demo\Mpug_Demo_File_List.xls", _ ReadOnly:=True 'xcel.Visible = TrueFor i = 2 To 10 If xcel.cells(i, 1) = "" Then Exit For FileName = "C:\users\jeff\Desktop\MPA Nov 13\MPUG\MPUG_Demo\" & xcel.cells(i,

1).Value _ & ".mpp" FileOpen FileName, ReadOnly:=TrueNext i

xcel.Quit ' When you finish, use the Quit method to closeSet xcel = Nothing ' the application, then release the reference.

End Sub

Open MPUG Demo File

Status and Update

Build Status Report for each group

Last Code (Partial)

Sub Save_Reports()' For Each r In ActiveProject.Resources filtername = "Tasks_for_" + r.Name mapname = filtername + "_" FilterEdit Name:=filtername, TaskFilter:=True, Create:=True, OverwriteExisting:=True, FieldName:="Start", test:="is less than", Value:=filterdate,

ShowInMenu:=False, ShowSummaryTasks:=False FilterEdit Name:=filtername, TaskFilter:=True, FieldName:="", NewFieldName:="Resource Names", test:="contains", Value:=r.Name,

Operation:="And", ShowSummaryTasks:=False FilterEdit Name:=filtername, TaskFilter:=True, FieldName:="", NewFieldName:="% Complete", test:="Does not equal", Value:="100",

Operation:="And", ShowSummaryTasks:=False MapEdit Name:=mapname, Create:=True, OverwriteExisting:=True, _ DataCategory:=pjMapTasks, CategoryEnabled:=True, TableName:="Task_Table", _ FieldName:="Text15", ExternalFieldName:="Project", ExportFilter:=filtername 'MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ 'FieldName:="ID" MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ FieldName:="Unique ID", ExternalFieldName:="Unique ID" MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ FieldName:="Name", ExternalFieldName:="Task Name" MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ FieldName:="Start", ExternalFieldName:="Start_Date" MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ FieldName:="Finish", ExternalFieldName:="Finish_Date" MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ FieldName:="Work", ExternalFieldName:="Hours" MapEdit Name:=mapname, DataCategory:=pjMapTasks, _ FieldName:="Resource Names", ExternalFieldName:="Resources"

savename = mapname + statdate FileSaveAs Name:=Location + savename + ".xls", FormatID:="MSProject.XLS5", Map:=mapname Next r

End Sub

Resources

Websites with Macros http://masamiki.com/project/macros.htm http://www.brighthub.com/office/project-manag

ement/articles/52620.aspx http://visualbasic.about.com/od/learnvba/Learn

_to_program_using_Visual_Basic_for_Applications_VBA.htm

http://zo-d.com/blog/archives/programming.html

Questions