Various options are available to update MS Project plan. Based on your preference and method of progress, you can use the Gantt chart, Tracking Gantt and Task Usage views.
The following tracking fields are calculated by MS Project when information is entered in one of the others in following list:
Actual work; Actual cost; Actual Start Date; Actual Finish Date: Percent of Work Complete; Percent Complete; Remaining Work
Prior to enter the actual info, you need to do the following:
- Set the Status Date
- Calculation settings
- Select the tracking view (Gantt chart or Task usage view)
1) Status Date: Before you updating the project plan, set the status date field. MS Project uses the status date for calculations to determine remaining work/duration/variance etc.
If you donít set the status date, MS Project uses the current date to recalculate the schedules and work.
Set Status Date:
- On Project menu -> Project Information -> select the date you want to use for actuals
2) Calculation Settings: Project contains several calculation options that affect the project schedule and costs.
Steps: Tool menu -> Options -> Calculations tab
3) Tracking View
You can use Gantt chart to record tracking information. The best way is, apply the Tracking table to Gantt chart, so you can record % complete; actual work; actual start etc.
You can use the any of the following method to record Actuals:
- Percent Complete
- Actual durations
- Work Completed
- Actual Work
Note: If you are using the MS Project Server with time sheet functionality, please donít enter actuals directly on project plan. Itís always good practice to get the actuals from team member through PWA.