Updating Progress in MS Project

Let’s assume you are one of many that use MS Project to develop a nice neat plan in order to begin a project.  However, once the work starts you find the tool cumbersome to update the plan.  You promise yourself you will take a class one day on how to update MS Project with actuals, but right now you need to show the progress performed.  Below are some simple ways to do this.  (I still recommend a class when you have the time!)

As you attempt to catch-up with the work performed on the project and reflect it in the plan, the first thing to do is set the Status Date of the project. This is located in the Project Menu>>Project Information option.  Setting this is key to a number of different functions in MS Project, however we are keeping things simple today, so let’s do this.  Assume the status date is the current date.

Next thing I like to do is see the status date visually on the Tracking Gantt Chart.  In order to do this, select the format option from the menu and select Grid lines.  In the lines to change area, select “Status Date” and on the right side of the window choose the type and color of the line you would like to see.

Once you click OK, a vertical line appears on your Tracking Gantt chart to show the status date.  Last but not least, enable the tracking toolbar.

Now you are ready for the easy updates you were looking for.  There are multiple options to perform the tracking depending on how detailed you want to go, but I will explain 2 of the methods I have used most.

Method 1:  The easiest method if all is going well.  Simply select the task/s you would like to update and the click on the option off the tracking toolbar to “Update as Scheduled” this will update the task as complete through the Status Date.

Method 2:  This is a bit more complex, but easier as you get the hang of it.  If some of the work is complete, but not all, update the portion of work that is complete using the % complete buttons on the tracking toolbar.  Now the remainder of the work that is not complete must be rescheduled, so click on the task and then select the reschedule work option.   This will move the incomplete portion of the work after the status date.  This makes sense since you cannot complete the work in the past.  (Caution, if you have setup your network diagram properly the remainder of the schedule could change)

Simple techniques make all the difference in gaining efficiencies for the Project Manager.

Happy tracking!

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