MODULE 17: UPDATING TO REFLECT ACTUAL PROGRESS

Overview

This module introduces how track the project using the status of each task.

Objectives

The participant will:

• Be able to track the progress of the plan.

Preparation

Review the contents of this module and do each of the exercises at least once to familiarize yourself with the logic and outcome.

Presentation

The activities in this module cite the aims of each exercise. The level is suitable for basic users.

ACTIVITY

17.1 How to add the tracking toolbar and set the current date.

EXERCISE 17.1 ¢ LEVEL: BASIC ¢ VIEW COMBINATION FOR UPDATING AND SETTING DATE

• Open Golf2A.

• Pick View menu.

• Select Gantt Chart.

• Point cursor at a toolbar, click the right-hand mouse button, pick Tracking.

• Pick Project menu.

• Choose Project Information command.

• Set current date = "June 21, 2000."

• Click OK button.

Dialog

Explain that the tracking toolbar is a handy tool to use when tracking the progress of a plan. To demonstrate the various ways to track a project, we will update the status of this project as of June 21, 2000. There are two approaches to monitoring project status as work progresses:

• update on a task-by-task basis using task status

• update on a resource-by-resource basis using resource work

In MS Project 2000 either method may be used, although task status is much easier since MS Project 2000 provides a number of tools to assist. Regardless of which method is used a basic project administration system is required in order to gather the data needed.

The status information you need at each update time includes:

• the dates each task actually started or finished

• how long the task took

• how much work remains to be completed at the time of your status check

You can update all dates manually or let MS Project 2000 automatically update for you. To update manually, an appropriate view to use is the Gantt chart with the tracking table.

ACTIVITY

17.2 How to use the mouse and cursor to update the status of the project.

EXERCISE 17.2 ¢ LEVEL: BASIC ¢ UPDATE PROJECT STATUS USING THE MOUSE

Status information for updating on June 21

Task 2 is complete

Task 4 is complete and finished 2 days early

Task 5 is half done

• Point to LHS of bar for Task 2 (cursor changes to %) and drag to right until complete.

• Point to RHS of bar for Task 4 (cursor changes to vertical bar) and drag to left until approx 3.5w (zoom-in if necessary).

• Point to LHS and drag to right until complete.

• Point to LHS of bar for Task 5 and drag to right until half complete.

• Pick View menu, Pick more views, pick Tracking Gantt. Click Apply.

Dialog

Explain that the user can update the project plan directly onto the Gantt chart by using the cursor. The cursor changes shape depending on how it is placed over the bars showing on the calendar section of the Gantt chart.

ACTIVITY

17.3 How to use the tracking table to update the status of the project.

EXERCISE 17.3 ¢ LEVEL: BASIC ¢ UPDATE PROJECT STATUS USING TABLES

Status information for updating on August 2

Task 5 took 6 weeks instead of 5 to complete

Tasks 6, 7, 9, 10 are all progressing as planned.

Task 11 only started on July 15 due to bad weather

• Set current date = Aug 2, 2000.

• Pick View menu.

• Choose More views.

• Select Task sheet.

• Pick View menu.

• Choose Table.

• Select Tracking.

• Enter actual durations, 5 = 30d, 6 = 14d, 7 = 9d, 9 = 5d, 10 = 9d. Note the other column values are updated.

• Task 11, actual start = July 15.

• Pick View menu. Choose Gantt chart. Click OK button.

Dialog

Explain that there are difficulties in attempting to update the project by only using the cursor. By using the tracking table to update the project, the user can alter task durations and start dates by inserting specific data into the table.

ACTIVITY

17.4 How to automatically update the status of the project.

EXERCISE 17.4 ¢ LEVEL: BASIC ¢ UPDATE PROJECT STATUS AUTOMATICALLY

Status information for updating on August 30

Tasks 6, 7, 10 completed on schedule.

Task 11 still having problems.

The project is now getting seriously behind schedule and we need to take some remedial action.

• Set current date = Aug 30, 2000.

• Select 6, 7, 10.

• Pick Tools menu.

• Choose Tracking.

• Select Update Project.

• Update for selected tasks.

• Click OK button.

• Select Task 11.

• Pick Tools menu.

• Choose Tracking.

• Select Update Tasks.

• Update Actual dur = 30d, Rem dur = 5d.

Dialog

Explain that the user can update the project status automatically in MS Project. However, the user has a choice: to update the entire project or to update selected tasks only. This exercise shows how to update selected tasks only.