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Updating Activities Using Apply Actuals / Update Progress

The document discusses two options for automatically updating project activities - Apply Actuals and Update Progress. It provides details on how to designate activities for auto-computation using Apply Actuals, and how the Update Progress tool works, including how it highlights and updates activities between the current and new data dates based on scheduled start and finish dates.

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101 views5 pages

Updating Activities Using Apply Actuals / Update Progress

The document discusses two options for automatically updating project activities - Apply Actuals and Update Progress. It provides details on how to designate activities for auto-computation using Apply Actuals, and how the Update Progress tool works, including how it highlights and updates activities between the current and new data dates based on scheduled start and finish dates.

Uploaded by

bizhanj
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Updating Activities using Apply Actuals / Update Progress

If some activities in your project are progressing exactly as planned, you can let the program status those activities automatically. There are two options for this. You can use Apply Actuals or Update Progress. To set an activity to auto compute using Apply Actuals, do the following: 1. Open the Activities View. 2. Add Auto Compute Actuals as a column. 3. Select the activity, then click on the check box in the Auto Compute Actuals column.

Once you have designated an activity for Auto Compute, to use this setting, choose the menu option Tools, Apply Actuals. Applying Actuals will schedule the project using the new data date and update all activities that have the Auto Compute field checked. It will also take into account any Timesheet Actuals that have been applied to Timesheets approved before the new DD.

Updating with Update Progress and Progress Spotlight

Progress spotlight can be toggled on/off three ways: o View, Progress Spotlight - This option only appears in the Activities view and will only be enabled when the Gantt chart is visible on the top or bottom views.

o Using the Spot Light icon - The icon will only appear in the Activities view and will only be enabled when the Gantt chart is visible on the top or bottom views.

o Dragging the Data Date line - The Data Date line can be dragged to the right to turn the spotlight on and to the left to turn it off. Update Progress dialog

1) Current Data Date


The current data date will be displayed as read-only field.

2) New Data Date


The New Data Date will be set to that displayed in the spotlight in the Gantt view. If the spotlight is not turned on then the New Data Date will be the same as the Current Data Date. The New Data Date cannot be earlier than the current data date.

3) When using progress spotlight update progress for..


All highlighted activities option will update all the highlighted activities that appear in the Gantt chart. Activities that do not appear in the current filter will not be updated. Selected activities only option will only update those activities that are selected (via ctrl click or shift click) which are those that appear in blue.

If the new data date line is dragged to the left or right, activities that occur during that time will be highlighted and unhighlighted accordingly. The new data date will be hovered over the mouse pointer while dragging the new data date line to the left or right.

The default spot light color is bright yellow and the left and right border of the spotlight column are the same color and size as the data date. Activities that occur during the highlighted time period (last data date to new date) will also be highlighted in yellow. Highlighted activities will include those that should have started, progressed, or finished between the previous data date and the new data date.

The picture below shows which activities would be highlighted because they are scheduled to occur during the highlighted time. This includes

activities that have not started and those that are in progress. o o Actual Start or Planned Start < New data date Actual Finish, Planned Finish or Early Finish > Old data date

Activities are unhighlighted when progress spotlight is turn off. Progress Spotlight is saved per layout. If the spotlight is saved in a layout and the data date is changed in another layout, the spotlight in the existing layout will reflect the new data date and highlighted activities will change accordingly.

Activities can be manually updated by stepping through each of the highlighted activities using the up/down arrows in the activity details bottom view. highlighted. This behavior will skip over those activities that are not

When Apply Actuals / Update Progress is selected, the rules below are followed and all activities that are active within the range of the Current Data Date to the New Data Date will be updated automatically as if they are on schedule. Either of these options will assign Actual Start and Finish dates, update Actual/Remaining Duration, update Duration Percent Complete and Actual/Remaining Units.

NOTE: Using Update progress for some, but not all activities can result in out of
sequence progress. Rules for Applying Actuals/Update Progress: 9 Apply an AS to all activities that have a Planned Start < New Data Date. The AS is set to the Planned Start. 9 Planned Start / Finish are not changed. 9 If an AS is applied, Remaining Duration (RD) is recalculated as the EF - New Data Date. 9 Actual Duration is recalculated as New Data Date - AS. 9 Apply an AF to all activities that have a Planned Finish < New Data Date. The AF is set to the Planned Finish. Note: If you manually update an activity that has the auto compute option turned on, then Update Progress, all manual entries will be overwritten by the Update Progress.

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