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Viewing and Reporting Project Status
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You can quickly display late tasks tasks that are late in relation to whatever status
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date you set. To set a status date, on the Project tab, in the Properties group, click Project Information. Then on the Format tab, in the Bar Styles group, check the Late Tasks check box. The Gantt bars of tasks that were scheduled to be completed by the status date but are incomplete are formatted black.
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The Slipping Tasks report describes tasks that are off schedule. To view a Slipping
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Tasks report, on the Project tab, in the Reports group, click Reports. In the Reports dialog box, double-click Current, and then double-click Slipping Tasks.
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In this exercise, you have viewed variance for a task. To see variance for assign-
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ments to a task, switch to the Task Usage view, and then apply the Variance table (to see scheduled variance) or the Work table (to see work variance).
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Project Management Focus: Getting the Word Out
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If you work in an organization that is highly focused on projects and project management, chances are that standard methods and formats already exist within your organization for reporting project status. If not, you might be able to introduce project status formats that are based on clear communication and project management principles. Techniques that you can use in Project to help you report project status include the following:
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Print the Project Summary report (to do this, on the Project tab, in the
Reports group, click Reports and then click Overview).
If you have Microsoft Excel 2003 or later or Microsoft Visio 2007 or later, print
a status-focused visual report (to do this, on the Project tab, in the Reports group, click Visual Reports).
Copy Project data to other applications for example, use Copy Picture (to do
this, on the Task tab, in the Clipboard group, click the down arrow next to the Copy button) to copy the Gantt Chart view.
Save Project data in other formats (to do this, on the File tab, click Save As,
and in the Save As Type box, select the format that you want), such as an editable format like Excel Workbook, or in Portable Document Format (PDF) or XML Paper Specification (XPS) format for high-fidelity viewing. All of these status-reporting tools are described elsewhere in this book. For hands-on practice with information-sharing features, see 17, Sharing Project Information with Other Programs.
Examining Task Costs
Examining Task Costs
The schedule s status (Did tasks start and finish on time ), although critical to nearly all projects, is only one indicator of overall project health. For projects that include cost information, another critical indicator is cost variance: Are tasks running over or under budget Task costs in Project consist of fixed costs applied directly to tasks, resource costs derived from assignments, or both. When tasks cost more or less than planned to complete, cost variance is the result. Evaluating cost variance enables you to make incremental budget adjustments for individual tasks to avoid exceeding your project s overall budget. Although tasks and resources (and their costs) are directly related, it s informative to evaluate each individually. In this exercise, you view task cost variance. You ll start by displaying the Cost table.
1. On the View tab, in the Data group, click Tables and then click Cost.
The Cost table appears in the Task Sheet view.
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Viewing and Reporting Project Status
In this table, you can see each task s baseline cost, scheduled cost (in the Total Cost column), actual cost, and cost variance. The variance is the difference between the baseline cost and the scheduled cost. Of course, costs aren t scheduled in the same sense that work is scheduled; however, costs derived from work resources (excluding fixed costs and costs associated with material and cost resources) are derived directly from the scheduled work. Recall from 5, Formatting and Sharing Your Plan, that task 0 is the project summary task; its cost values are the project s cost values, and match the values you would see in the Project Information dialog box. These values include the following:
The current cost value is the sum of the actual (that is, completed) and
remaining (uncompleted) cost values.
The baseline cost value is the project s planned cost when its baseline was set. The actual cost is the cost that s been incurred so far. The remaining cost is the difference between the current cost and actual cost.
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