How to Track Project Progress in Microsoft Project

Edited 3 weeks ago by ExtremeHow Editorial Team

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Microsoft Project is a powerful tool that project managers use to plan, execute, and review progress over time. Understanding how to track your project progress in Microsoft Project can help ensure successful results and effective time management. Below, we'll take a deep dive into how to track project progress using Microsoft Project, covering the key features and methodologies used to maintain control and oversight over your projects.

1. Preparing your project plan

The initial stages in any project involve setup. In Microsoft Project, you begin by creating a new project where you input tasks, duration, dependencies, resources, and any other relevant details.

2. Defining tasks

Tasks are the building blocks of your project, representing all the different pieces of work that need to be completed. To define tasks:

• Open Microsoft Project and create a new project file.
• In the Gantt chart view, start by entering tasks in the 'Task Name' column.
• Estimate the duration for each task and record it, e.g. '2 days', '3 weeks', etc.

3. Sequence of actions

Tasks typically have dependencies, which means that some tasks can't start until others are finished. In Microsoft Project, you establish these relationships to create a logical flow or sequence:

• Select the task to which you want to link another task (predecessor).
• Click the 'Tasks' tab, then use the 'Link selected tasks' or 'Predecessors' section to manually enter the IDs of the tasks that should be linked.

4. Allocating resources

Each task in your project will require resources, which can be people, equipment, or materials. To allocate resources:

• Create a resource sheet by going to the 'View' tab and selecting 'Resource Sheet.'
• Define resources by entering the resource name, type, and details such as cost and availability.
• Assign resources to tasks by selecting a task and then selecting one or more resources using the 'Resources' tab.

5. Create a project baseline

Once you've set up your schedule, establish a baseline. The baseline includes all the current project schedule data, which you'll use for comparison with actual progress:

• Click the 'Project' tab, then click 'Set Baseline.'
• Select 'Set Baseline' again and then click 'OK' to confirm.

Setting a baseline helps to monitor and compare how the project is being implemented against the original schedule.

6. Tracking progress

Monitoring ongoing tasks and resources ensures the project stays on track. Follow these steps to track progress effectively:

Update task progress

To keep track of completed and pending tasks, update their progress:

• In the 'Tasks' tab, select the task you want to update.
• Enter a percentage in the 'Percentage of task completed' column to show how much of the task has been completed, or use the 'Update task' dialog box to enter start and end dates.

Actual start and end dates

For real-time tracking, it's important to document when tasks actually start and finish. Enter these dates:

• Select a task and fill in the 'Actual Start' and 'Actual Finish' fields in the task details.
• If an actual finish date is input, the task is automatically marked 100% complete.

Tracking Gantt charts

Use a tracking Gantt chart, which overlays progress and baseline bars:

• Go to the 'View' tab, then click on 'Tracking Gantt.'
• Look at the blue lines for the baseline program and compare them to the yellow bars showing actual progress.

7. Variance analysis

Variance analysis helps to identify how current performance deviates from plan:

• Look at the 'Variance' table, where you can see columns such as 'Start Variance' and 'Finish Variance'. These display the difference in planned vs. actual dates.

8. Resource usage and cost

Keep an eye on resource allocation to ensure that resources are neither overutilized nor underutilized:

• Select the 'Resource Usage' view to review each resource's assignments and allocated time.
• Check the 'Cost' column to evaluate resource costs and manage budget.

9. Reporting

Microsoft Project provides a variety of built-in reports that are useful for making project data visible and communicating it to stakeholders:

• In the 'Reports' tab, select a category such as 'Dashboard' or 'Resources'.
• Choose report types to create charts, tables and insights. Reports like 'Burndown' or 'Project Overview' provide a strategic view of progress.

10. Review and adjustment

Once you identify the difference between project progress and the baseline, make the necessary adjustments:

• Reevaluate task lengths and dependencies to align with ongoing project requirements.
• Spreading resources if overallocation is detected.
• If there are significant changes to the project, the baseline will be re-determined after obtaining approval from stakeholders.

11. Continuous learning

Each project provides valuable data that can be used to forecast the future:

• Identify patterns and results of tasks completed against planned tasks.
• Use recurring reports and data analysis to refine future project planning and implementation strategies.

Conclusion

Tracking project progress in Microsoft Project requires defined tasks, constant updates, comprehensive reports, and effective use of available views and features. Accurate tracking enables managers to quickly identify and correct deviations from the plan, ensuring that project objectives are met on time and within budget. With these techniques, you can leverage Microsoft Project's robust capabilities to manage project schedules and consistently deliver successful projects.

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