Though Microsoft Project makes tracking easy, there are several steps to take before you can begin tracking project progress. You need to decide which tracking methods to use and which items to track, such as task start and finish dates, work, and resource costs. You also need to choose the tracking tool you'll use for collecting task status information and make sure that your workgroup is set up for the tracking method you've chosen.

The tracking method you pick depends on:

• The size of the project   If the project is very small, consisting of a dozen or so tasks, you can probably track the progress of those tasks manually. If the project has more than about 25 or 30 tasks, however, let Microsoft Project help you track progress.
• The available tracking tools   Microsoft Project Central, or an e-mail system, provide efficient ways to collect task status information and incorporate it into the project plan. Without these tools, you'll need to update task and assignment information manually.
• The level of detail at which you track progress   Typically, the needs of the project determine the level of detail at which you need to track progress. For example, if resources are assigned to tasks, a tight budget or deadline may require you to track the work and costs associated with each individual resource working on a task. But, if you have little time to spend tracking, you may choose to track the work or costs summed up for the entire task only.

Deciding the level of detail you want to track

You can track progress at two basic levels, each of which can be divided into two tracking methods. The least-detailed level at which you can track is the task level, which is akin to looking at your project under a low-power microscope. The smallest unit whose work, duration, and cost values you can update is the task. Put your project under a high-power microscope, and you may see that some tasks have two or more resources assigned to them, each associated with its own work and cost values. The most detailed level at which you can track is the assignment level, but you can only track at this level if you assign resources to tasks.

If you're only interested in tracking the aggregate cost or work on a task or an assignment up to the current date, you should track totals. For example, all you may need to know is that a resource has worked 23 hours on an assignment since the assignment began. But, if you need to track progress more closely, to be certain that you stay on schedule or on budget, then you may want to track task or assignment progress by time period. For example, you may want to know that, for a particular assignment, a resource performed nine hours of work on Monday, eight on Tuesday, and six on Wednesday.

Tracking methods supported by Microsoft Project

• Task-total method   Use this method to track total task durations, work, or costs up to the current or status date. In Microsoft Project, use the Task Sheet view with the Tracking table applied.
• Task-timephased method   Use this method to track task work or costs per time period. In Microsoft Project, use the Task Usage view with the Actual Work details applied.
• Assignment-total method   Use this method to track the total work or costs per resource assignment up to the current date. In Microsoft Project, use the Task Usage view with the Tracking table applied.
• Assignment-timephased method   Use this method to track each resource assignment's work or costs per time period. In Microsoft Project, use the Task Usage view with the Actual Work details applied.

Choosing the right tracking method for your project

The following table can help you decide which tracking method you should follow. After you pick a tracking method, it's strongly recommended that you use only that method for the rest of the project.