Time tracking in MS Project

While Microsoft Project is a powerful project management tool, it can be challenging for beginners or those used to more intuitive software. In these times, you can find a more user-friendly Microsoft Project alternative that might better suit specific project management needs. However, if Microsoft Project is required for corporate use, a thorough understanding of its functionalities is essential.

One key feature of Microsoft Project is its comprehensive time tracking capability. Time tracking is crucial for precise project planning, effective budget management, and improved team productivity. It provides transparency in resource utilization, aids in task assignment decisions, and helps in maintaining project schedules while identifying potential delays.

Let’s delve into a detailed explanation of how to effectively utilize time tracking in Microsoft Project.

Setting the base

Before you start tracking time, ensure your project plan is fully developed and ready. This includes defining tasks, assigning resources, and setting deadlines.

Save a baseline before entering any actual values like the percentage of task completion. This baseline will serve you as a reference point to assess the evolution of your project.

If all tasks have started and are finished as scheduled, you can use the ‘Update Project’ dialog box to record this. For tasks that aren’t progressing as planned, you can manually update their status. This involves adjusting the actual start and finish dates, and, if necessary, revising the remaining work.

Different ways to track time

First and foremost, it’s essential to understand that Microsoft Project offers multiple time tracking options. Each of these options plays a crucial role in efficiently managing and monitoring the progress of tasks and resources. These tracking methods include:

• 1. Tracking baseline
• 2. Entering actual work
• 3. Entering timephased data
• 4. Viewing progress lines in Gantt charts
• 5. Updating task completion percentages
• 6. Through the ‘Resource usage’ view
• 7. Adjusting timescale
• 8. Scheduling and rescheduling tasks
• 9. Through reports and analytics

Tracking baseline

Baselines help in assessing whether tasks are on track, ahead, or behind schedule. You can track time comparing current progress against a predefined baseline. How do you do this?

Set a baseline before starting your project. It will serve as a reference point. Go to the ‘Project’ tab, select ‘Set Baseline’, and choose ‘Set Baseline’ again in the dropdown.

As your project progresses, compare current task progress against the baseline. Use the ‘Tracking Gantt’ view to visualize this comparison.

Microsoft Project allows you to update the baseline for the entire project or selected tasks. You can feel assured of maintaining an accurate record of your project’s progress.

Entering actual work

Another way of tracking time is to enter the actual work done on tasks and assignments. This includes actual start and finish dates, and the actual amount of work done. With this, you will be able to determine the progress and remaining work.

To do this, input actual start and finish dates for each task, and the amount of work done. This can be done in the ‘Task Information’ dialog box, under the ‘Advanced’ tab. In the ‘Task Usage’ or ‘Resource Usage’ view, use the task form at the bottom of the screen to enter actual work data for each assignment.

Entering timephased data

This way allows for detailed tracking of actual work and costs distributed over time. This is particularly useful for tasks requiring close monitoring or hourly billing.

Switch to the ‘Task Usage’ view from the ‘View’ tab. In the timephased section (right side), input the actual amount of work done for each day or week.

Viewing progress lines in Gantt charts

Progress lines in the Gantt chart view show task progress in relation to the baseline or a selected date. To enable them, go to the ‘Gantt Chart’ view, select the ‘Format’ tab and click on ‘Progress Lines’. Choose the dates or intervals for progress lines and view how they intersect with Gantt bars, indicating progress.

Updating task completion percentages

MS Project allows for updating tasks with their completion percentage. That way you get a quick overview of how far along tasks are in their lifecycle.

To update task completion percentage, click on a task in your project. Following that, use the ‘Mark on Track’ group to set the task’s completion percentage in the ‘Task’ tab.

Through the ‘Resource usage’ view

The ‘Resource usage’ view shows how resources are allocated over time. Thus, there you can check if resources are being used to the full or can be balanced better.

To track time in such a way, go to the ‘View’ tab and select ‘Resource Usage’. Review the work allocation for each resource over time and adjust as needed.

Adjusting timescale

In MS Project, you can enhance time tracking by modifying the timescale in either the ‘Task usage’ or ‘Resource usage’ views. This allows for precise tracking at various intervals, such as daily or weekly. Simply right-click on the timescale at the top of either view and select a preferred time unit (e.g., days, weeks, months) for detailed tracking.

Scheduling and rescheduling tasks

As you enter actual progress data, Microsoft Project automatically adjusts the remaining work and reschedules incomplete tasks. You can also drag task bars in the Gantt chart to reschedule tasks manually.

Through reports and analytics

To track time through reports, go to the ‘Report’ tab and choose from various pre-built reports or create custom reports to analyze time and progress data. The program also allows tailoring these reports to focus on specific aspects like work, duration, or cost over time.

All these ways will assist in controlling time usage in a project and highlight weak spots. Remember that consistent and accurate time tracking is crucial for effective project management. It helps in understanding if tasks are starting and finishing as planned and whether resources are spending more or less time than planned on tasks. Moreover, this tracking informs decisions about the project’s finish date and budget management.