Welcome to the Smartsheet Forum Archives
The posts in this forum are no longer monitored for accuracy and their content may no longer be current. If there's a discussion here that interests you and you'd like to find (or create) a more current version, please Visit the Current Forums.
Parent Date Roll ups - Possible for two sets of dates?
I have a head scratcher here, thanks in advance for any help that anyone may have.
My scenario is this, I have project plans that have two sets of dates, one is estimated dates and the other is the actual dates on the project tasks. In my project settings the estimated dates are linked to the dependencies.
When I enter in my start and end dates on my estimated columns, all of the dates populate and the roll up appears at the top of the sections, no problems. However, the actual dates do not roll up (expected).
I have found three different options to get the dates to appear in the parent row for the actual dates. All three have trade off's and i'm wondering if there is a better way to do this.
1) After populating my estimated dates I can change the project settings to now use the Actual Dates. This causes the Actual Dates to populate based on the dependencies. This is not ideal as project team members populate these dates so we can track the lead time on tasks and are supposed to fill this information out.
2) Similar to above I change the project settings to use the actual dates, however this time I create a dummy predecessor and duration column that I leave blank and make them my predecessor and duration columns in the Project Settings. This mostly works, except if we ever need to change a predecessor, duration or estimated date (I know, these "shouldn't" be changing) it either doesn't update or we have to go in and change the Project Settings, then change them back.
This mostly works, except i'm not a fan or the overhead or the chance of a user changing a date and it not flowing through to the rest of the sheet.
3) My last option is to simply add a formula to the parent rows in the correct cells to identify the first and last actual start and end dates. This also works, my fear is users accidentally deleting the formula's, tasks being out of sequence, and frankly the manual work of updating sheets with formulas in all areas that require a roll up to a parent row.
My gut is telling me that option #2 is my best bet, but I was wondering if anyone else had run into this and had a better solution, or if there was an established best practice that i'm not aware of.
Thanks in advance.