How to Update the Project Plan in Microsoft Project

If you’re managing a project using Microsoft Project, it’s essential to keep your project plan updated regularly. By doing so, you’ll be able to track progress accurately, manage resources effectively, and make better decisions based on the current status of your project. In this article, we’ll show you how to update the project plan in Microsoft Project.

Updating the Project Plan

To update the project plan in Microsoft Project, follow these steps:

1. Open the project plan: Open the project plan that you want to update in Microsoft Project.
2. Review the current status of the project: Review the current status of the project by checking the percent complete for each task. You can find this information in the Gantt chart view or the task table view.
3. Update the percent complete: Update the percent complete for each task based on its current status. You can do this manually by entering the new percentage value or by using the progress lines feature in the Gantt chart view.
4. Update the remaining work: Update the remaining work for each task based on the new percent complete value. Microsoft Project will automatically calculate this value for you if you’ve set up your project plan correctly.
5. Update the finish date: Update the finish date for each task based on the remaining work and the task’s duration. Microsoft Project will automatically calculate this value for you if you’ve set up your project plan correctly.
6. Check the critical path: Check the critical path in the project plan to ensure that it’s still accurate based on the updated schedule.

Updating Project Progress

When you’re updating the project plan in Microsoft Project, it’s important to keep track of the progress of each task. Here are some things to keep in mind:

Updating Actual Work

Updating the actual work for each task is an essential part of updating the project plan. It allows you to keep track of how much work has been done and how much more needs to be completed.

To update the actual work for a task in Microsoft Project, follow these steps:

1. Open the task: Double-click on the task that you want to update.
2. Update the actual work: In the Actual Work field, enter the number of hours or days that have been worked on the task.
3. Save the changes: Click OK to save the changes.

Updating Remaining Work

Updating the remaining work for each task is also important when updating the project plan. It allows you to see how much work is left to be done and adjust the schedule accordingly.

To update the remaining work for a task in Microsoft Project, follow these steps:

1. Open the task: Double-click on the task that you want to update.
2. Update the remaining work: In the Remaining Work field, enter the number of hours or days that are still required to complete the task.
3. Save the changes: Click OK to save the changes.

Updating Percent Complete

Updating the percent complete for each task is an excellent way to show progress in the project plan. It helps stakeholders understand how much work has been done on each task and how much is left to be completed.

To update the percent complete for a task in Microsoft Project, follow these steps:

1. Open the task: Double-click on the task that you want to update.
2. Update the percent complete: In the Percent Complete field, enter the percentage of work that’s been completed for the task.
3. Save the changes: Click OK to save the changes.

Managing Changes

Managing changes is an essential part of any project management process. When you’re updating the project plan in Microsoft Project, you may need to make changes to the project’s scope, schedule, or budget.

Here are some tips for managing changes in Microsoft Project:

1. Use change management processes: Define clear change management processes that everyone on the project team can follow.
2. Update the project plan accordingly: Whenever a change is approved, update the project plan accordingly to reflect the new reality.
3. Communicate changes effectively: Communicate changes to the project team, stakeholders, and sponsors to ensure that everyone is on the same page.

Conclusion

Updating the project plan regularly is critical to the success of any project. By following the steps outlined in this article, you’ll be able to keep your project plan up-to-date and make better decisions based on the current status of your project. Remember to manage changes effectively and communicate them clearly to everyone involved in the project. With these tips, you’ll be well on your way to project success.

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