Planning and tracking project effectively

use MS Project
Prepared by Quang Le
Date: 01/19/10
Version 1.0
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Content Outline
Part I. Initiate project
schedule
Part II. Planning
Part III. Tracking Project
Progress
Part IV. Manage multiple
projects
Part I. Initiate project
schedule
Part II. Planning
Part III. Tracking Project
Progress
Part IV. Manage multiple
projects
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Part I. Initiate project schedule
Set the project start date
Set Holidays and Days Off
Define time units
Set the project start date
Set Holidays and Days Off
Define time units
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Note: Project Start Date is used to calculate the project finish date based on
your entered start date and assigns the default constraint of As Soon As
Possible (ASAP). Task durations, dependencies, constraints, and other
scheduling factors are also scheduled from the start date.
1. Set the project start date
1. Go to File->Properties
2. Enter the start date
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2. Set Holidays and Days Off
1. Go to Tools ->Change Working
Times
2. Select a date or range of date
3. In Exception tab, enter reason
and time for days off, holidays
4. Select Work Weeks tab for
working overtime on Sat or Sun
Set days off, vacations, and holidays within Project
Set Working overtime on Sat or Sun
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3. Define time units
1. Go to Tools ->Options
2. Select Calendar tab
3. Click Set as Default button
Note: You can adjust the Days per
month to 21
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Part II. Planning
1. Scheduling tasks
2. Assigning resources
3. Checking and Adjusting the Project
Plan
1. Scheduling tasks
2. Assigning resources
3. Checking and Adjusting the Project
Plan
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1. Scheduling tasks
Major steps to create project schedule
1. List down all milestones
Deliver/Commitments Made to Customer
Deliver/Commitments Made by Customer
2. List down all Deliverables (includes internal deliverables)
3. Create dependencies between deliverable and milestones
4. For each deliverables, define tasks to achieve it
5. Create dependencies between tasks in deliverables
6. Set a deadline reminder for deliverables
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1.1 Milestone Deliverable - Phase
Deli verabl e.
Item that must be produced to mark the completion of a project or a project phase.
Often, the deliverable is subject to approval by the project sponsor or customer.
Milestone.
A significant event in the project, often the completion of a major deliverable or
phase. Milestones are represented as part of a project's task list.
Phase.
A grouping of tasks that represents a major stage in the life cycle of the project. The
outcome of a phase is typically a major deliverable.
Deliverable
Mil estone
s
Tasks
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1.2 Create dependencies between deliverable
and milestones
1. Select the Deliverable task (ex. SRS s deliverable)
2. Hold down the Ctrl key, select the milestone (Deliver
SRS)
3. Choose Edit Link Tasks on menu
Notes:
You can link more than one deliverable to a milestone
You should set deadline on milestones and deliverables
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1.3 Set a deadline reminder for deliverables,
tasks or milestones
If the task finishes after
the deadline date, an
indicator appears next to
the task, notifying you
that the task is scheduled
to finish after its deadline.
Note: You should set task
deadline on important
task: milestones, phases
1. Double click on the task
2. Select Advanced tab
3. In Deadline box, enter the
deadline date
4. Click OK
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1.4 Some tips when entering tasks
Use Task form view
The task information is viewed in more detail
1. Select ViewMore Views from the menu
2. Select Task Entry and click Apply
Or
1. Select Windows Split
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1.5 Some tips when entering tasks (Cont.)
Use abbreviations when you enter durations
1. Select a task
2. Type as below in duration or effort column
For Enter Example
Minutes m 30m
Hours h 2h
Days d 4d
Weeks w 6w
Months mo 1mo
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2. Assigning resources
Build project team
Define working time for resources
Assign resource to tasks
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.1 Build project team
1. Select ViewResource Sheet
2. Enter name in Resource Name
column
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.2 Change working times, days off, and
vacations for individual resources
1. Select ViewResource Sheet
2. Double click on a resource name
3. Select a date or range of date
4. In Exception tab, enter reason and
time for days off, holidays
5. Select Work Weeks tab for
working overtime on Sat or Sun
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.3 Assign resource to tasks
1. Select a task
2. Select Tool Assign Resources (Alt+F10)
3. Select a resource
4. Click Assign button
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3. Checking and Adjusting the Project Plan
Concepts
Identifying the Resource Overallocation
Balancing the Resource Overallocation
Check the project total efforts
Review the Critical Path and Critical Tasks
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1 Concepts
Duration? Work? Resource Units?
Duration WorkResource Units relationship
Task types
Effort-Driven feature
OverallocatedResource
Changing task types
Sample (Fixed Unit, Fixed Work and Fixed
Duration)
Notes when using effort driven and task types
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.1 Duration? Work? Resource Units?
Duration is the length of working time
between the start and finish of a task.
Work is the amount of effort, measured
in time units (like hours or days), that a
resource needs to complete the task.
Resource Units indicate how much of a
resource's available time, according to
the resource calendar, is being used to
work on a particular task
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.2 Duration WorkResource Units
relationship
Duration = Work / Unit
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.3 Task types
FixedUnits
Fixed Duration
Fixed Work
If you change one variable, one of the other
two variables will be recalculated, depending
on what task type has been selected for that
task.
Objective of each fixed type
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.4 Effort-Driven feature
When you assign or remove people from a task:
Project lengthens or shortens the duration of the task
based on the amount of resource units assigned to it
It doesn't change the total amount of work for the task.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.5 Task type and effort-driven relationship
Fixed Units With effort-driven scheduling
turned on, the more resources you add to a
task, the shorter the duration becomes
Fixed Duration With effort-driven scheduling
turned on, adding more resources decreases
the time units each resource will have to work
on the task.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.6 Notes when using effort driven and task
types
The default task type is Fixed Unit
Effort driven feature is turned on by default
Effort-driven calculations are applied only after the first
time one or more resources is assigned to the task.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.7 OverallocatedResource
A resource is overallocated when it is assigned too
much work to complete within the resource's
available time.
A resource overallocation can be caused by:
A resource assigned to work full-time on more than one
task at the same time
A resource assigned to a summary task
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1.8 Changing task types
Changing task type
1. Double click on the Task
2. Choose the Advanced tab
3. Change the Task type
Enable or disable effort driven feature
1. Double click on the Task
2. Choose the Advanced tab
3. Select or deselect Effort driven checkbox
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.2 Identifying the Resource Overallocation
1. Select ViewResource Usage (or resource
sheet, resource allocation, resource graph)
2. Find the resources highlighted in red.
Note Overallocated resources are always highlighted
inred
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3 Balancing the Resource Overallocation
Adjusting Assignments
Adding More Resources to Tasks
Replacing Overallocated Resources
Delaying tasks
Splitting Tasks
Using Leveling resource feature
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3.1 Adjusting Resource Availability (Adjust %
Unit)
Tip: Use Resource Allocation view
1. Select viewmore views from the menu.
2. Select the resource allocation view and click apply
3. Select the resource with red highlight
4. Adjust the hour on top-right table
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3.2 Adjusting Assignments
Adding More Resources
to Tasks
Replacing Overallocated
Resources
Use Assign Resources dialog box
1. Go to Resource Allocation view
2. Select the resource with red highlight
3. Select a task in bottom-right table
4. Select Tool Assign Resources (Alt+F10)
5. Select a resource
6. Click Assign for adding more resources
7. Click Replace for replacing overallocated
resources
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3.3 Leveling resource
Leveling resource is a MS Project feature that automatically:
Delaying a task until the assigned resource has time to work on it
Splitting a task so that part of a task is done when planned, and
the rest of it is done later when the assigned resource has time
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3.4 Factors effect leveling resources
Available slack
Task duration
Task constraints
Task ID
Task priority
Task dependencies
Scheduling dates
Resource availability as show in working time
calendar
Resource availability as show by maximum units
Resource assignment units on the task
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3.5 Resource Leveling feature
1. Go to Resource Allocation view
2. Select the resource with red highlight
3. Select Tool Level resources
4. Use default value
5. Click Level Now button
6. Select Selected resources
7. Click OK
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.3.5 Resource Leveling feature (Cont.)
Options Description
Automatic level resources whenever you make a change that affects
scheduling
Manual resources leveled only when you give the Level Now command
Level entire project Specifies that overallocated resources should be leveled over
the entire duration of the project
Level From and To Specifies the date range in which to level resources
Level only within
available slack
Prevents the finish date of your project from being delayed
Level order With this leveling
order
These fields are exami ned
Standard These fields are examined: Task
relationships, Slack, Start date, Priority,
Constraint
ID Only Task ID
Priority, Standard Priority, Task relationships, Slack, Start
date, Constraint
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.4 Check the project total efforts
Use Project Statistics dialog box
Review the effort reported by MS Project vs. effort
in estimation sheet
1. Click Project Project Information
2. In the Project Information dialog box, click the
Statistics button
3. Focus on work column
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.5 Review the Critical Path and Critical Tasks
Use Tracking Gantt view
1. Go to ViewTracking Gantt
2. The critical path is highlighted inred color in the
chart
Use Detail Gantt view
1. Go to ViewMore Views
2. Choose Detail Gantt
3. Click Apply
Critical Path
You may wonder, "what ultimately determines the length of my
project?" The answer is the critical path
The critical path is the series of tasks (or even a single task) that effect
the finish date of the project
All tasks on critical path must be review carefully, these tasks should
be assigned by dedicated people
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.5 Review the Critical Path and Critical Tasks
(Cont.)
How do I shorten the critical path?
Shorten the duration or work on a task on the critical path.
Break a critical task into smaller tasks that can be worked on
simultaneously by different resources.
Revise task dependencies to allow more scheduling flexibility.
Set lead time between dependent tasks where applicable.
Schedule overtime.
Assign additional resources to work on critical path tasks.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Part III. Tracking project progress
1. About planned, scheduled, and actual
information
2. Saving Original Plan Information by
using Baseline
3. Updating actual
At task level
At assignment level
4. Rescheduling the Project
5. Reviewing progress
6. How team member enter actual work
1. About planned, scheduled, and actual
information
2. Saving Original Plan Information by
using Baseline
3. Updating actual
At task level
At assignment level
4. Rescheduling the Project
5. Reviewing progress
6. How team member enter actual work
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1. About planned, scheduled, and actual
information
Planned or baseline information
When you build and refine your project to the point where you're confident
you can start the project, you have a good beginning point, or baseline.
Scheduled information
Scheduled information is the current, most up-to-date task information.
Actual information
Actual information reflects how the task was finally accomplished. You
started with the planned projection of duration, work, cost, and start and
finish dates. You enter progress information, or actuals, for tasks, and end
up with the real picture of the completion of the task.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2. Saving Original Plan Information by using
Baseline
Baseline
Baseline is used in case you want to compare the original plan (or approved
plan) with the current plan to analyze your progress and performance
To save a baseline plan
1. Select tools trackingSet baseline
2. Select Set baseli ne and Entire project
3. Click ok
To clear a Baseline
1. Click Tools TrackingClear Baseline
2. Select the Clear Baseli ne Plan option
3. Select the Entire Project option
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3. Updating actual
At task level
Updating the Project as Scheduled
Updating Task Completion Percentage
Updating Task Actual Values
At assignment level
Updating Percent Work Complete, Actual Work Complete and
Remaining Work
Updating actual work by timephased(the same as timesheet)
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1/20/2011
Confidential 43
Updating the Project as Scheduled
Updating the Project as Scheduled
If everything is going along smoothly and there are no problems or
delays, the easiest way to track progress is simply to report that
the project is proceeding as planned.
1. Select tools tracking update project from the menu
2. Make sure that the Update Work As Complete Through option is
selected.
3. Enter the complete through date in the box
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1/20/2011
Confidential 44
Updating the Project as Scheduled (Cont.)
Notes:
Set 0% - 100%:
Updates the scheduled progress on all tasks within the given time
frame
Set 0% or 100% complete only:
Only updates tasks as not started (0%) or finished (100%). Does not
update progress on tasks that have started but are not finished.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1/20/2011
Confidential 45
Updating Task Actual Values
Updating Task Actual Values
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.
1. Select the task you want to update
2. Select tools tracking update tasks from the menu
3. Enter the task actual values in the dialog box
4. Click ok
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.1 Updating Percent Work Complete, Actual
Work Complete and Remaining Work
1. Display a task sheet, such as the Task Usage view or Tracking Gantt
2. Click ViewTable Work
3. 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.
Tip: Update actual work in the Assignment Information dialog box
1. Double-click the assignment to open the Assignment Information dialog box.
2. Click the Tracking tab.
3. 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
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
3.2 Updating actual work by timephased
If you need to track how much work each resource has performed on a
task during a specific time period (for example, daily), you can enter
the timephased information for actual work for each assigned
resource.
1. Select viewtask usage
2. Select format details actual work
3. Click the act. work field under the date you
want to update.
Make sure you select the act. work field for
the task or resource you want to update.
4. Enter the actual amount of work completed
and press enter
Note: When you fill the 0 value to Act. Work, the
task will be spitted
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
4. Rescheduling the Project
If you want to continually work on uncompleted tasks after your team's
efforts redirected onto a different urgent priority. What do you do with
your project plan?
1. Select tools trackingupdate project
2. Select the Reschedule Uncompl eted
Work To Start After option
3. Enter the start after date in the box
Tip: Use Reschedule work icon on Tracking
toolbar
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
5. Reviewing progress
View task progress with progress lines
Check for tasks that are behind schedule
Compare current work amounts with your original plan
Reviewing Overall Schedule Progress
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
5.1 View task progress with progress lines
You can add progress lines to your Gantt Chart that provide a graphic
means of seeing whether tasks are ahead of schedule, behind
schedule, or exactly on time
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
5.1 View task progress with progress lines
(Cont.)
1. Select ViewTracking Gantt
2. Select ToolTrackingProgress Lines
3. In Progress Lines dialog box:
Select Always display current progress line
Select At current date
4. Click OK button
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
5.2 Check for tasks that are behind baseline
If you want to review the differences between your original baseline plan
values and your currently scheduled values
1. Select ViewTracking Gantt
2. Select ViewTableVariance
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
5.3 Compare current work amounts with your
original plan
If you want to review the differences between your original baseline plan
values and your currently work values
1. Select ViewTracking Gantt
2. Select ViewTableWork
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
5.4 Reviewing Overall Schedule Progress
1. Click Project Project Information
2. In the Project Information dialog box, click the
Statistics button
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
6. How team member enter actual work
Team size Suggestion Method
<7 -Weekly, PM send the project schedule to all team member
-Team member use OpenProject to view the project schedule
-Daily, each team member report time spending on each task to PM
-PM enter time of each member task into Project schedule using timephased method
>7 -Break the project schedule into multiple project schedule.
-Delegate updating progress of each separate schedule to a team leader
-Each team leader will update project progress as above method (with team size <7)
-PM use master project schedule to monitor the status of whole project
Note: In CSCV, updating progress by using
assignment level is recommended
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Part IV. Manage multiple projects
Structuring Master Projects with
Subprojects
Consolidating Project Information
Sharing Resources Using a Resource
Pool
Structuring Master Projects with
Subprojects
Consolidating Project Information
Sharing Resources Using a Resource
Pool
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1. Structuring Master Projects with Subprojects
Scenario: You are a PM that manages a large project containing many
phases or components for which other team leader are responsible.
Solution: In Microsoft Office Project 2007, you can set up a master project
with subprojects representing those subphases. You can keep an eye on the
overall picture while the team leader responsible for the individual phases
have complete control over their pieces of the project.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
1.1 Create Master Projects with Subprojects
1. Open the project that you want
to become the master project
2. Select ViewGantt chart
3. Click the row below where you
want to insert the project
4. Select InsertProject
5. Browse to the drive and folder in
which the subproject is stored
6. Click the project file and then
click the Insert button
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2. Sharing Resources Using a Resource Pool
Scenari o: You have three PM in the same organization. Although they manage
different projects, they use many of the same resources. Sometimes, their projects
conflict with one another because of demands on the same resources at the same
time.
Solution: In Microsoft Project, they can create a resource pool file that contains
the resources they all use.
They can then link their individual project files to that resource pool.
The resource availability and usage information is available through that resource pool.
When one project assigns tasks to a resource in the resource pool, the resource pool is
updated with that resource's allocation information.
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2. Sharing Resources Using a Resource Pool
(Cont.)
Setting Up a Resource Pool
Linking a Project to Your Resource Pool
Checking Availability of Resource Pool Resources
Disconnecting a Resource Pool from a Project Plan
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.1 Setting Up a Resource Pool
Resource pools are easier to manage in the long run if you have a project file
whose only job is to serve as the resource pool file
1. Create a new project schedule
2. Select ViewResource sheet
3. Enter resource information
4. Save the project schedule file with a
name as: ResPool
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.2 Linking a Project to Your Resource Pool
1. Open the resource pool file
2. Open your project file that you want to share
resources from the resource pool.
3. In this project file, select ToolsResource
SharingShare Resources
4. Select the Use Resources option
5. In the From list, click the name of the resource
pool file
6. Click OK
7. Now all resource information in the resource
pool appears in your project file
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.3 Checking Availability of Resource Pool
Resources
Using the Resource Usage view or the Resource Graph in the resource
pool file to check the availability of resources across all sharer projects.
In these views, you can see all the assignments for all the resources in the
resource pool.
You can see the amount of time they're assigned, if they're overallocated, or if
they have time available to take on more assignments
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
2.4 Disconnecting a Resource Pool from a
Project Plan
If you no longer need the resource pool and the sharer file to be linked, you
can disconnect them, as follows
1. Open both the resource pool and the sharer file
2. Display the sharer file
3. Select ToolsResource SharingShare
Resources
4. Select the Use Own Resources option
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
Thank You
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m
C
lic
k
to
b
u
y
N
O
W
!
P
D
F-XChang
e
w
w
w
.d
oc u-t r ac k
.c
o
m