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Organizing Project Details
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12. Click the File tab, and then click Options.
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The Project Options dialog box appears.
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13. Click the Advanced tab, and under Display, check the Automatically add new
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views, tables, filters, and groups to the global check box.
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14. Click OK to close the Project Options dialog box.
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CLEAN UP Close the Advanced Organizing file.
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Common ways of organizing data in Project include sorting, grouping, and filtering.
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In all cases, Project never deletes the data; it simply changes what is displayed and how it appears.
Project includes many built-in sort orders, groupings, and filters, and you can also
create your own.
Whereas sorting and filtering rearrange or selectively show only some data in a
project plan, grouping adds summary values or roll-ups of values, such as costs, based on whatever interval you choose.
Tables are the primary elements of most views in Project. Project includes several
built-in tables, and you can also create your own.
You work with data in Project via views. Views may contain tables, groups, filters,
and in some cases graphical charts. The Gantt Chart view, for example, consists of a table on the left and a timescaled chart on the right.
Project contains many built-in views, and you can also create your own. By default, any new views, tables, filters, and groups you create in one project plan
are also available in all other project plans you work with in Project. This behavior is controlled by the setting in the Project Options dialog box.
at a Glance
Update a baseline prior to tracking actual work, page 258.
Enter actual work values for tasks and assignments, page 263.
Enter timephased actual work for tasks and assignments, page 269.
Interrupt work on the project to restart after the date you specify, page 274.
12 Tracking Progress
on Tasks and Assignments
In this chapter, you will learn how to: Update a previously saved baseline plan. Record actual work for tasks and assignments. Record actual work by time period. Interrupt work on a task and specify the date on which the task should start again.
Building, verifying, and communicating a sound project plan might take much or even most of your time as a project manager. However, planning is only the first phase of managing your projects. After the planning is completed, the implementation of the project starts carrying out the plan that was previously developed. Ideally, projects are implemented exactly as planned, but this is seldom the case. In general, the more complex the project plan and the longer its planned duration, the more opportunity there is for variance to appear. Variance is the difference between what you thought would happen (as recorded in the project plan) and what really happened (as recorded by your tracking efforts). Properly tracking actual work and comparing it against the original plan enables you to identify variance early and adjust the incomplete portion of the plan when necessary. If you completed 6, Tracking Progress on Tasks, you were introduced to the simpler ways of tracking actuals in a project plan. These include recording the percentage of a task that has been completed as well as its actual start and finish dates. These methods of tracking progress are fine for many projects, but Microsoft Project 2010 also supports more detailed ways of tracking. In this chapter, you track task-level and assignment-level work totals and work per time period, such as work completed per week or per day. Information distributed over time is commonly known as timephased, so tracking work by time period is sometimes referred
12
Tracking Progress on Tasks and Assignments
to as tracking timephased actuals. This is the most detailed level of tracking progress available in Project. As with simpler tracking methods, tracking timephased actuals is a way to address the most basic questions of managing a project:
Are tasks starting and finishing as planned If not, what will be the impact on the
project s finish date
Are resources spending more or less time than planned to complete tasks Is it taking more or less money than planned to complete tasks
As a project manager, you must determine what level of tracking best meets the needs of your project plan and stakeholders. As you might expect, the more detailed the tracking level, the more effort required from you and the resources assigned to tasks. This chapter exposes you to the most detailed tracking methods available in Project. In this chapter, you work with different means of tracking work and handling incomplete work. You begin, however, by updating the project baseline.
Practice Files Before you can complete the exercises in this chapter, you need to copy the book s practice files to your computer. A complete list of practice files is provided in Using the Practice Files at the beginning of this book. For each exercise that has a practice file, simply browse to where you saved the book s practice file folder. Important If you are running Microsoft Project Professional, you may need to make a onetime setting change. This helps ensure that the practice files you work with in this chapter do not affect your Project Server data. For more information, see Appendix C, Using the Practice Files if Connected to Project Server.
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