If a project is being scheduled from a fish date, entering a s start date for a task or dragging the Gantt bar automatically sets a Start No Later Than constraint.
If a finish date is entered, a Finish No Later Than constraint is automatically set
SETTING A BASELINE
Once a project schedule has been created and the resource and task conflicts have been resolved the current schedule represents the best estimate of how the project should proceed and what resources it will take.
Before the first task begins a baseline should be set.
Setting the baseline is a critical step in the scheduling process.
As a project progresses, the start times, finish times and resource assignments will change.
A baseline is useful for comparing the planned schedule with later versions of the schedule to see what changes have occurred.
To save a baseline
When a baseline is set the data in the scheduled fields is copied over to the baseline fields.
If a baseline is saved before the schedule planning is finished, a new baseline can be saved over the existing baseline.
• Select Tools, Tracking, Set Baseline
Creating Interim Plans
An interim plan is generally saved at certain stages in the project.
These plans can then be compared to the baseline plan and the current schedule.
The data saved in an interim plan includes the start and finish dates and any split dates but resource or assignment data is saved.
1 Select Tool, Tracking, Save Baseline.
2 Select Save Interim Plan option. The Copy and Into boxes are active.
3 Click the Copy down arrow and select the date fields to be copied. Usually the Start/Finish Fields.
4 Click the Into down arrow and select the date field to which you wish to copy.
If this is the first interim plan for the project select Start1/Finish1. Each interim plan set after that goes to the subsequent Start/Finish number.
5 In the For area make sure the Entire Project is selected although you can set an interim plan for specific tasks if you wish.
6 Click OK.
Clearing the Baseline
Select Tools, Tracking, Clear Baseline.
Select the appropriate Baseline to clear.
TRACKING
Tracking is the process of gathering and entering task information into the schedule.
Before the first task in the project can begin the project schedule should be fully developed and a baseline should be set.
When actual task progress is entered, the project is automatically recalculated and subsequent tasks are rescheduled based on the actual data, task
dependencies, resources and constraints.
Task progress should be entered chronologically so that the remainder of the project can be evaluated and both positive and negative impacts can be dealt with on a proactive basis rather than a reactive basis.
Entering Actual Progress
There are five types of actual data that can be entered in Project
• Actual Start and Finish dates
• Percentage Complete
• Actual Duration and Remaining Duration
• Actual and Remaining Work Actual and remaining cost
Actual task data can be entered using some of the features detailed below.
The Update Tasks Dialog Box
1 Select the required task.
2 Select Tools, Tracking, Update Tasks.
3 You can now enter the appropriate date to reflect what is actually happening on the task.
The Tracking Toolbar
Display the tracking toolbar by selecting View, Toolbars, Tracking.
The Task Usage View
1 Select the Task Usage view from the View Bar.
2 Select Format, Details, Actual Work.
3 Select the required task and resource and enter the actual work completed.
Splitting Tasks
A task can be split or rescheduled to interrupt the work and then resume the remainder of the work at a later point in the schedule.
1 View the Gantt Chart 2 Select the required task
3 Click the Split Task button on the standard toolbar.
4 Position the mouse pointer on the Gantt bar for the task until the required start date of the split displayed.
5 Hold down the left mouse button and drag the split Gantt bar until the restart date is displayed.
Comparing the Baseline to Actual Data
The project baseline provides the basis for comparing costs, work and dates for all tasks and resources. By comparing the project progress to the baseline, the project can be monitored to ensure tasks are on schedule, resources are completing their work and costs are not exceeding the budget.
Project baselines can actual data can be viewed graphically in charts or numerically in tables. The following table describes the tools in Project to analyse and compare baseline, actual and scheduled data:
To View the Tracking Gantt
• Select Tracking Gantt from the View Bar
Patterned Gantt bars represent the updated schedule for tasks that have not yet started or are in progress. Double click on any white are on the Gantt chart to view the Bar Styles definition dialog box to find out what each bar
represents.
Viewing Progress Lines
A Progress line represents the Task's progress.
Progress can be drawn on the Gantt Chart view and Tracking Gantt view.
The progress line creates peaks. Peaks point to the left for work that is behind schedule and to the right for work that is ahead of schedule.
Progress lines can be automatically displayed at the current date, at recurring intervals and on specific dates.
Tool Type Description
Tracking Gantt Chart Displays actual and baseline information
Variance Table Displays the difference between the actual information and baseline information.
Work Table Displays the actual and baseline work hours and shows the variances.
Cost Table Displays the actual and baseline costs and shows the variances.
Cost
Overbudget Task Filter Displays all tasks with a cost greater than the baseline cost.
Slipping Tasks Task Filter Displays all tasks that are behind schedule.
Work
Overbudget
Resource Filter
Displays all resources with scheduled work greater than the baseline work.
1 Select Tools, Tracking, and click Progress lines.
2. Select the appropriate progress line options and click OK.
You can also click on the Add progress Line button on the Tracking Toolbar to set progress lines with default settings.
To View Project Data in Tables
1 Select More Views form the View Bar.
2 Select Task Sheet then Apply.
3 Select View, Table, Cost. The Cost table is displayed. All task cost information, including variances, is displayed.
The Task Usage view and the Resource Usage view can be used to track project progress on a day to day basis.