Updating Progress Around the Status Date

As you enter actual progress, you can choose the status date to be the reference point for actual and remaining portions of the task. Changing the status date can be helpful if you received actuals on Friday, but you don't enter them into the project plan until the next Wednesday. If you were to use Wednesday's date as the status date, some of your actuals could be skewed. By default, the status date is the current date; that is, today. To set the status date, do the following:

1 Click Project, Project Information.

2 In the Status Date box, enter the status date you want to use for the actual progress information you're about to enter.

You have additional options about how actual progress is to be entered in your project plan. Click Tools, Options and then click the Calculation tab. Under Calculation Options for your project file, a series of four check boxes provides options for handling actual and remaining task information in your schedule in relation to the status date. These options are as follows:

• Move End Of Completed Parts After Status Date Back To Status Date

• And Move Start Of Remaining Parts Back To Status Date

• Move Start Of Remaining Parts Before Status Date Forward To Status Date

• And Move End Of Completed Parts Forward To Status Date o

Entering Percent Work Complete

If resources are assigned in Microsoft Project, you can enter their reports of what percentage of work they've completed so far. Remember, work comes into existence only when resources are assigned to tasks. To enter percent work complete for a task (as contrasted with an assignment), follow these steps:

1 Display a task sheet view, such as the Tracking Gantt or Task Usage view.

2 Apply the Work table. Click View, Table, Work.

3 In the % W. Comp. field of the task you want to update, enter the value of percent work complete.

Follow these steps to enter percent work complete for an assignment (as contrasted with a task):

1 Display the Task Usage view.

2 Select the assignment (the resource name beneath the task) whose percent work complete you want to update.

If you want to update several assignments at once with the same percent work complete, select them all.

3 On the Standard toolbar, click Assignment Information and then click the Tracking tab (see Figure 10-14).

Assignment Information

Figure 10-14. Use the Tracking tab in the Assignment Information dialog box to update progress for an assignment.

4 In the % Work Complete box, enter the value.

If entering percent work complete will be your primary method of updating progress information, use the Project Guide to create a custom tracking view. A view similar to the Tracking Gantt is created with the % Work Complete field added as a column in the sheet portion of the view (see Figure 10-15).

Figure 10-15. The Project Guide can create a custom view for updating percent work complete, which is considered the quickest method of entering work-related actuals.

Assignment Information

Saving a Baseline and Updating Progress Entering Actual Work Complete and Remaining Work

If resources are assigned in Microsoft Project, you can enter their reports of actual work completed. If they believe that there is more or less work (than originally scheduled) remaining to be done, you can adjust remaining work as well.

If you have multiple resources assigned to a task, and you enter actual work completed for the task, the work amounts are evenly distributed among the assigned resources. To enter total amounts for actual work completed on a task (as contrasted with an assignment), do the following:

1 Display a task sheet, such as the Task Usage view or Tracking Gantt.

2 Click View, Table, Work.

3 If necessary, drag the divider bar to see the Actual (work) field (see Figure 10-16).

Task Name

Work

Baseline

Variance

Actual

Remaining

% W. Comp.

27

E Define the Market

100 hrs

104 hrs

-4 hrs

36 hrs

64 hrs

36%

28

Access available information

10 hrs

8 hrs

2 hrs

10 hrs

0 hrs

100%

29

Create market analysis plan

14 hrs

16 hrs

-2 hrs

10 hrs

4 hrs

71%

30

Implement market analysis plan

40 hrs

40 hrs

0 hrs

16 hrs

24 hrs

40%

31

Identify competition

16 hrs

16 hrs

0 hrs

0 hrs

16 hrs

0%

32

Summarize the market

12 hrs

16 hrs

-4 hrs

Ohrs

12 hrs

0%

33

Identify target market niche

8 hrs

8 hrs

0 hrs

0 hrs

8 hrs

0%

Figure 10-16. Use the Work table to update actual work on a task.

Figure 10-16. Use the Work table to update actual work on a task.

4 In the Actual (work) field of the task you want to update, enter the actual work value.

The values in the Remaining (work) and % W. Comp fields are recalculated. To enter total amounts of actual work completed on an assignment (as contrasted with a ^

task), do the following: g-

1 Display the Task Usage view.

2 Click View, Table, Work.

3 If necessary, drag the divider bar to see the Actual (work) field.

4 In the Actual (work) field of the assignment (the resource name under the task) you want to update, enter the actual work value.

The values in the Remaining (work) and % W. Comp fields for the assignment are recalculated.

Tip Update actual work in the Assignment Information dialog box

You can also double-click the assignment to open the Assignment Information dialog box. Click the Tracking tab. Update the value in the Actual Work box. This is also a good method of updating actual work for multiple assignments if they all have the same value.

If entering actual work will be your primary method of updating progress information, use the Project Guide to create a custom tracking view. A view similar to the Tracking Gantt is created with the Tracking table applied. This method is considered a happy medium— moderately detailed and moderately time-consuming.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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