Objectives – MS Project 2010

q Track the actual progress of tasks

q Updating a Project

q Compare baseline data to actual and scheduled data

q Viewing a Network Diagram

q Earned Value Overview

Once the project starts, it’s time to begin tracking the actual progress of tasks and resources. Tracking is the process of gathering and entering task information into the schedule. You can track progress by entering all or some of the actual information.

In the previous lesson, we complete our scheduling and resource assignments. For this lesson, we will assume our project is underway and that several tasks have either finished or are partially finished. We will then determine if our project is behind or ahead of schedule.

Tracking Progress

Before we can begin tracking progress, the project schedule should be fully developed and a baseline plan should be set. Once work begins, progress should be tracked throughout the project. The more often we update the information, the easier it is to identify problems and take corrective action.

When actual information is entered, the project is automatically recalculated. For this reason, task progress should be entered starting at the top of the task list and continuing down the list.

There are three types of dates stored for each task:

Scheduled: Tasks that haven’t started yet or are in progress.

Actual: Tasks that are in progress or are completed.

Baseline: Originally planned dates. These dates are used to compare the original plan with the actual dates and scheduled dates. Baseline dates do not change.

There are fivetypes of actual data that can be entered in MS Project:

Actual start and finish dates

Percentage completion

Actual duration and remaining duration

Actual and remaining work

Actual and remaining costs

Our project was scheduled to begin on October 9 2013 and end on November 26, 2013. For the purposes of this lesson, we will assume that it is now Monday, November 11, 2013 and the project is underway

1. To ensure that all students are starting from the same scheduling parameters, download the following file: Lesson7Base.mpp. DO NOTuse your project file from week 6.

2. Open the above file in MS Project. If you receive a scheduling error select “Continue: Allow the scheduling conflict” and then immediately…

3. Save as MyLab7_XXX.mpp, where XXX are your initials.

4. Under File > Project Information >Advanced Properties, change the author’s name and the manager’s name to your name.

5. Change the name of the main summary task (task #1) to reflect your name.

6. Once you have made those changes, make sure the file is saved with a baseline! File > Project Information >Project Statistics). If your file does not have a baseline then save one (Project tab > Schedule > Set Baseline).

7. Finally, before continuing, under Project tab in the Status group, select Status Date.

8. Change the Status Date to November 11, 2013. (Important: You must do this every time you open this file!)

9. If you receive a Planning Wizard, allow the Scheduling Conflict.

Entering Actual Dates

1. Select task 3, Inventory Current Equipment.

2. From the Task tab and the Schedule group click on the arrow next to Mark on Track and select Update Tasks. The Update Tasks dialog box appears:

Figure 1

Do Not Click on the “Mark on Track” as this will automatically update the status as 100% complete. If you did this then use the Undo button to roll back the change.

3. In the Actual area, click the Finish down arrow.

4. Select/Enter October 10, 2013 and click OK.

5. If the Planning Wizard appears, click the radial, “Continue. Allow the scheduling conflict.”

6. The actual finished date is entered and a checkmark is displayed in the indicator field, and a progress bar is displayed on the Gantt chart.

7. Go back to the Task tab and the Schedule group click on the arrow next to Mark on Track and select Update Tasks.

8. Notice the actual start date has been entered, the actual duration was 2 days, the % complete is 100% and the remaining duration is 0d. Click Cancel.

9. Position your mouse on the checkmark in the indicator field and a tip box will open showing you when the task was completed.

10. With completed tasks, you can either enter the actual finished date or enter 100% complete or both!

Entering Actual and Remaining Durations

1. Select task #7, Research Products and Services.

2. From the Task tab and the Schedule group click on the arrow next to Mark on Track and select Update Tasks

3. Click the Actual Duration up arrow until 2 days (2d) is displayed.

4. Click the Remaining Duration down arrow until 2 days (2d) is displayed. Click OK.

Figure 2

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