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In the Project Control: The Myth of 90% Complete article, I highlighted the importance of collecting and updating the project schedule with objective data instead of a subjective percent complete. In actual practice, the project manager needs an efficient method to identify incomplete tasks and collect project actuals from the project team. Task status can be obtained using e-mail, a team status meeting or even using server-based project tracking forms in Project Server 2003 or integrating with MS-Outlook workgroup features. The method a project manager selects depends on the team size and technology available. A simple approach within MS-Project 2000 uses a custom view named Team Status and can be distributed and quickly shared with the project team. Solution
The Team Status view is a custom view that was created by building a custom table and view in MS-Project. Instead of building the view yourself, you can copy the view from the provided template project plan into MS-Project's GLOBAL.MPT file. The GLOBAL.MPT is the default template and exposes MS-Project's options, settings, calendars and views for use with other project files. Once a view is copied to the GLOBAL.MPT file, it is available to other project files on the computer. To copy the custom Team Status view into your project plan: - Download and open the template Project Plan "UpdatingProjectSchedule.mpp"
- Click on Tools – Organizer
3. Click on the Views tab and highlight the Team Status View 4. Click on the Copy button to move the Team Status view into the Global.mpt file 5. Click on the Tables tab and select the Resource radio button 6. Click on the Team Status table 7. Click on the Copy button to move the Team Status table into the Global.mpt file 8. Click on the Close button 9. Create a new project plan or open an existing one to view the Team Status View Scroll through the left side tool bar to find the Team Status icon. If the Team Status view is not available in the left side toolbar, select View--More Views. The More Views dialog box will be displayed. Select the Team Status view. 
The Team Status view is now available: 
The Team Status view lists all team members and the assigned incomplete tasks. The view also displays the Actual Start, Actual Finish, Baseline Start, Baseline Finish, Baseline Work, Actual Work and Remaining Work fields. At the next Team Status meeting, print the view and distribute it to the team. Team members should provide the Actual Start, Actual Work and Remaining Work fields and submit the completed worksheet to the project manager. The project manager now has all the objective data to update the project and assess the project. The Team Status view is refreshed by switching between a different view, such as the Gantt View, and selecting the Team Status view again. Conclusion
Updating the project schedule objectively doesn't require a lot of effort or new technology. MS-Project's workgroup features can improve the schedule update process, however, a low-tech paper and pen approach also works well. The Team Status view will help identify incomplete tasks by team member and support updating the project schedules objectively. This article was written by Andy Makar and originally published at How to Update the Project Schedule Objectively in MS-Project
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