Lesson9.3.Updating Task Actual Values

Lesson 9.3. Updating Task Actual Values

Figure 9-4. The Update Tasks dialog box

Figure 9-5. The rescheduled project after adjusting a task's actual start date.

Some tasks in your project will not fall within their scheduled time frame; some tasks may end faster or slower than scheduled. In these instances, you should update what actually happens in the project. When actual values are entered, Project adjusts the other actual values for the task and recalculates the task's completion percentage. For example, if a task started later than scheduled, entering the actual start date will cause Project to reschedule the task based on the actual date.

1. Select the Functionality check task.

   This task started three days late. Update the actual start date for the task.

2. Select Tools Tip: Another way to update tasks is to select View Update Tasks button on the Tracking toolbar.

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   The Update Tasks dialog box appears.

   Notice that the dialog box displays the scheduled start and finish dates in the Current area of the dialog box. These will change when you enter the actual start date.

3. Click the Start list arrow in the Actual section of the dialog box.

   A calendar menu appears. If the task started three days late, accounting for the weekend, the task must start on April 19.

4. Navigate to and select the date 4/19/06.

   Compare your dialog box to the one in Figure 9-4. Project will reschedule the start date of the task to the selected date.

5. Click OK.

   The dialog box closes, and the task is rescheduled. Notice that the successor tasks are also rescheduled due to the change, as shown in Figure 9-5.

   When possible, if the actual outcome for a task is different from the scheduled outcome, you should enter the new data in the project. Table 9-1 displays more information about how entering task actuals affects the project schedule.

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Note: An actual duration is the amount of duration work already done, while a remaining duration is the amount of duration work left to do.

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Table 9-1. Reporting Task Actuals

Actual	Rescheduling Effect
Start date	Project adjusts the task scheduled to begin on the actual start date.
Finish date	Project adjusts the task to end on the actual finish date and updates the task to 100% complete.
Actual duration	If less than scheduled: Project subtracts the actual duration from the scheduled duration to determine the remaining duration. If equal to scheduled: Project updates the task to 100% complete. If longer than scheduled: Project adjusts the task duration and updates the task to 100% complete.
Remaining duration	Project adds the actual duration and the remaining duration to determine the scheduled duration.

QUICK REFERENCE

TO UPDATE TASK ACTUAL VALUES:

1. SELECT THE TASK YOU WANT TO UPDATE.

2. SELECT TOOLS

   ENTER THE TASK ACTUAL VALUES IN THE DIALOG BOX.

3. CLICK OK.