MS Project Tutorial 5 How to Update a Schedule

[@azko123]

just started a new job as a Project Manager at a construction company after several years at a consulting firm and this video was super helpful as I had a project handed over to me that is a complete mess and I had to learn to update the schedule. Kudos!

[@TomStephensontraining]

Glad it helped, click subscribe and there are more under th MSPROJECT playlist with more to come

[@azko123]

@@TomStephensontraining I spent all night watching your other videos. Good stuff!

[@danmunyaneza1761]

Hi Tom i have been using your tutorials learning MS projects and now I have confidently started using this software in my daily job may God bless you a lot, love from Rwanda❤❤❤

[@artiashokpednekar9870]

I am watching the entire playlist on MSP and I want to thank you for making it so easy to follow with all the tips included! Also thank you for linking the information with Primavera. Great tutorial!

[@TomStephensontraining]

Thanks Arti, I’m happy they are helping you!

[@massari4u]

Hi Tom, I am glad I was able to find your vide on Yourtube. I was one of your students in Construction Management from 2012-2016.

[@TomStephensontraining]

Great ti hear from you Massari , what are you up to in your career?

[@massari4u]

@@TomStephensontraining Thank you Tom! Worked for EllisDon for a while and now work for another GC building high-rise condos in Burlington.

[@sanjayg1340]

Thank you Tom for such good crisp tutorials. Your method of explaining the topic is good and easy to follow.

[@TomStephensontraining]

As always thanks Sanjay for the kind words

[@masoodhussain1967]

4:29 minutes into the video and i am hooked already. Thanks for making such a comprehensive videos for us new to PM

[@TomStephensontraining]

Thanks Masood, I’m glad the videos help you.

[@TajK2Maple]

Tom’s tutorial is the best MS Project I came across in my 40 years Project Management carrier.

[@TomStephensontraining]

Hi Wajid, thank you, I appreciate your kind words and the wisdom you must have with that much experience yet you continue to learn on KZbin. That is an example for everyone to learn from. All the best!

[@phillipmhindu7219]

You are the best Tom. Most proffesors complicate things but u make it look like cutting magerine with a hot nife. May God bless u ajd your family

[@TomStephensontraining]

Thanks Phillip, I really appreciate you taking the time for the kind words.

[@randeeptalukdar2250]

Hello dear Tom, I gotta say that you probably have got the easiest way to make things understandable with a crystal clear explanation of each and every small topic within a bigger topic. Good job on that!

[@TomStephensontraining]

Thank you Randeep, that is what I attempt to do whenever possible. I find it takes a while to find an easy and memorable way of describing things but when I find it, it is very satisfying when people like you give confirmation feedback. Thanks again!

[@randeeptalukdar2250]

@@TomStephensontraining Hi Tom, it is great to hear from you. Yes that’s true...it’s important to find a crystal clear explanation for a topic out of so many videos for a single topic in KZbin and when we find videos like how your are making.. makes our understanding a bit more interesting and easier!

[@agilizity8736]

this video is outstanding. Thank you so much for your generosity in sharing your knowledge.

[@TomStephensontraining]

Happy to help

[@teepot4539]

Those views = $$

[@Huzayfa9]

Thank Mr. Stephenson for such an in-depth, precise and concise toturial, I have learned a lot here, greatly appreciated !

[@TomStephensontraining]

Glad it was helpful! As always I’m happy to help.

[@atanuroyghatak582]

Yours is by far the best tutorial on the subject that I have come across. Many thanks

[@TomStephensontraining]

Glad it was helpful! Many more on my channel under the MS Project playlists

[@07XTX]

Another great tutorial - I wish I had come across this channel a while ago. Please keep them coming! :-)

[@TomStephensontraining]

Thanks, will do!

[@asifalitcps]

I wish the same

[@ranelsorreda8032]

Your videos of MSP are all well explained and on point. Thanks for sharing.

[@TomStephensontraining]

Thanks Ranel, very Appreciated!

[@barivureponi1016]

Thanks for this tutorial. It is easy to understand yet thorough and well-presented

[@TomStephensontraining]

Thanks so much Barivure

[@charmainemdledle9417]

Good tutorial, very helpful indeed. It’s my first time using MSP and I must say I’m more comfortable now to use it going forward, thank you so much.

[@TomStephensontraining]

Wonderful Charmaine!

[@rishikantmittal6807]

Very good , Simplified

[@TomStephensontraining]

Glad you liked it!

[@amitsinghtomar1980]

Such a fantastic tutorial. Tom really explains it well with logic. Very easy to understand. Its like attending a live class in a University with a great Professor. Thanks a lot Tom.

[@TomStephensontraining]

Thanks Amit, it is always nice to hear that my videos are helping people like yourself. Very appreciated! All the best.

[@rezaheidari2183]

I really find it very well detailed and well manoeuvred, well lectured and powerful as well as friendly and engaging.

[@TomStephensontraining]

Very appreciated Reza, im glad it helped and was engaging. Your kind comments provide me with motivation for more

[@erikkj1]

This was a great tutorial, helped me out a lot. Thanks for your time creating it

[@TomStephensontraining]

Glad it helped! Check out Ms Project Tutorial 6 which is the follow up on recovery. It is listed under the MS Project Tutorials Playlist on my KZbin channel.

[@nkyibe1299]

As always, I enjoyed this tutorial as well....Thank you very much!

[@TomStephensontraining]

Thanks Nky. Very appreciated

[@maeiadali351]

Dear Mr. Tom, I find your content very interesting and useful. I appreciate how you teach us with your experience. There's just one thing missing - the files for each lesson. I would greatly appreciate it if you could upload them so that we can gain more benefits. Thank you.

[@TomStephensontraining]

Hi thanks, check my playlists, click on my face below the video then select playlists, there is a playlist called ms project the course, those videos are updated and includ a link in the written description of each video. All the best

[@thirikyaw7193]

Thank you very much sir for very useful tutorial.

[@TomStephensontraining]

You are more than welcome Thiri

[@abdelhakadnane7331]

Thanks you for your tutorials, and the way you explain the things for us.

[@TomStephensontraining]

You are welcome Abdelhak, all the best on your learning journey

[@darrengodden]

Thank you. Very helpful and clear.💯👌👏

[@TomStephensontraining]

Great Darren, keep on learning!

[@surajghimire7619]

Really good video, Thanks for sharing knowledge

[@TomStephensontraining]

Thanks Suraj

[@1083mohan]

really awesome tutorial sir, thanks alot

[@TomStephensontraining]

As always thanks Mohan. I appreciate the kind words.

[@marlenarhinehart9062]

Thank you so much for creating this tutorial!

[@TomStephensontraining]

Thanks for watching, plenty more on my channels playlist. Much appreciated

[@rehmaniacademy3199]

i found out what i was looking, thanks for making understanding that simple

[@TomStephensontraining]

Great!

[@shariqconsultancy5747]

Precious tutorial. Thanks for keeping it to the point. MPP is like a cockpit control center .. several buttons and controls; all are useful, but need to know which one to press when :)

[@TomStephensontraining]

Thanks Shariq, good anology. Glad the videos help you!

[@Fsp01]

Amazing tutorial! thank you Tom.

[@TomStephensontraining]

Thanks Sebastian, very appreciated

[@harishbabu6108]

Excellent Explanation..keep it up.

[@TomStephensontraining]

Thanks Harish, check out the playlist ms project the course you can download the practice files for each video from drive

[@lenava68]

Excellent for sharing .

[@TomStephensontraining]

Thanks Leonel!

[@amitdobhal234]

Very informative video Tom , and you explained it so well.

[@TomStephensontraining]

Thanks Amit very appreciated

[@rajeshraju2674]

Amazing explanation - This Great Job , Its been very helpful,

[@TomStephensontraining]

Thanks Rajesh

[@Ok-kz3ib]

Excellent tutorial…and example is really relatable…cleared my doubts on baselining and schedule updates

[@omarharmon4650]

This video is great very helpful!

[@TomStephensontraining]

I’m glad it helped you Omar, thanks for the kind words

[@camilladaizy7875]

SUCH A GREAT TECHER

[@TomStephensontraining]

Thanks again Camilla, also you may prefer some of my new playlists on MSproject if you click on my face icon and click playlist there is one call MSproject the course where I provide links to Download files you can follow along with.

[@birddayparties]

Learned alot thanks Tom!💯💯👍👍

[@TomStephensontraining]

Thanks for watching, I’m glad the videos help you

[@cynthiaanoka5669]

Great explaination!!!

[@TomStephensontraining]

Thanks so much Cynthia!

[@JohnChristopherBaquing]

Thanks for this tutorial.very helpful

[@TomStephensontraining]

Excellent! Check my playlists for ms project the course. I have it setup that you can download files from google drive to follow along.

[@nashielion4019]

Thanks a lot Sir...really help me

[@TomStephensontraining]

Most welcome

[@johnmeredith3485]

Well presented, sir.

[@TomStephensontraining]

Thanks John, very appreciated

[@anishsule3283]

thanks and appreciated for your valuable time for uploading this video.1T likes 👌👍

[@TomStephensontraining]

Thanks Anish, I’m glad they help you

[@r.i.4259]

Really good way much better than on my uni course , thanks Tom

[@TomStephensontraining]

Great I’m glad it helps, lots more on my channel Msproject playlists

[@moonlights118]

This video really helpfull! thanks for ur clear explanation.

[@TomStephensontraining]

Thank You!

[@civilsl2937]

Thank you Mr Tom.

[@TomStephensontraining]

You are very welcome

[@amalibrahim6882]

Amazing!

[@TomStephensontraining]

Thanks so much Amal

[@Alex-hp1nh]

It was really helpful.

[@TomStephensontraining]

Thanks so much

[@Alex-hp1nh]

Hi Tom, Do you have any fragnet tutorial video?

[@irviantantohadiprasetyo689]

Good video and really helpful. Thanks

[@TomStephensontraining]

Glad it was helpful!

[@ziaHashimov]

Such a great tutorial! Is there any chance that we can get this lecture file where we are able to work simultaneously. Much appreciated.

[@TomStephensontraining]

Hi sorry I missed this. Check my playlists for ms project the course and i have start point files that you can download from google drive listed in the description

[@ig7061]

Thank you everythin g is clear now!!

[@TomStephensontraining]

Great glad it helped

[@alejguz1552]

Thank you sir!

[@TomStephensontraining]

You are welcome!

[@amodehdashti9226]

Hi Mr Stephenson, Could you please check and explain what happens here: While updating a task around minute 13:40, bringing the starting date of a task 1 day ahead (changing it from 10/10/19 to 09/10/19) and then increasing the duration of the same task by one day, the moment the duration is increased and entered the start date changes and jumps ahead to the original date of 10/10/19 (at minute 13:47); so it does not reflect what you needed it to reflect. Can you please advise the reason? Is it the software bug? or is it something that you needed to do to make sure the change happens the way you wanted it... I'm having this issue a lot, changing a date and changing the duration and one would override the other... Appreciate your advice. Kind regards

[@kelseymjudd]

I have the same question - appreciate any clarification you can provide @Tom!

[@kelseymjudd]

Ah sorry, I see you've answered this in another thread and point to newer videos. Will look there.

[@TheTopfu]

Good video I wonder if you have a video for comercial metal and drywall blue print

[@TomStephensontraining]

Not yet but it is a good idea

[@sayedelyaskawish3499]

Great tutorial. The remaining activities are showing planned dates to the left of the status date, which is not good. It is recommended to use "Update Project" function and "Reschedule non-started tasks".

[@TomStephensontraining]

Thanks for the feedback

[@kunlefads461]

Can you explain further please?

[@JuricaLoncar]

Hi Tom. I have a question regrading the update process. 1) Scenario: if the activity didn't started on time and it is behind the status date. Should we first try to adjust the relationship between activities for instance inserting a lag which will move activity first avalaible day after the status date or we should use this "move" option? That confuses me a bit because the "move" option automatically puts a constraint which impact on the critical path. 2.scenario we have activities that started earlier than expected. The predecessor is in progress, but the following one had a FS relationship. Is it better to use a SS+lag or should we implement a negative lag? Thank you in advance for sharing your knowledge.

[@rayokorie1356]

Hello Tom, this is is quite insightful and you have simplified this more than anyone I know. A quick clarification: In the course of my project, will it be standard to populate the tracking screen with the actual start and finish dates for progressively for the various tasks, prior to a specified 'status date' for general schedule update.

[@TomStephensontraining]

Thanks for the kind words Ray. And the answer to your question is yes, and if something did not start move it to a new planned date to the right if the status date so you can also see the impact that it has on the critical path.

[@dowaahamad4038]

Thanks a lot, Mr. Tom .. after setting the baseline when am trying to make a mark on track it didn't work..what could be the problem?

[@TomStephensontraining]

You need to set a status date and highlight all activities and then mark on track. It will only update the activities to the left of the status date. Thanks for watching

[@DjFeekx_sa]

Hello Mr Stephenson I would like to ask how do you check variance in terms of percentages

[@TomStephensontraining]

Hi Afi, As far as I know there is not a calculated column for that. Let me know if you find one

[@27Madable]

@13:30 You tried inputting an early actual start date. When you set the duration as 10 days, MS project got rid of the actual start. After you input 100%, MS Project automatically inputted dates that were different than what you wanted. This is a problem i am facing when ever I try to input an early start date to my tasks. Could you please clarify what is the best way to do it?

[@TomStephensontraining]

Good catch Ahmad, I suspect if I had changed the duration first or just did actual start and actual finish it would not have done that, but i need to check myself. I plan to start doing videos that answer specific questions like yours so I will include this. Also just to let you know don’t be surprised if sometimes Project acts a little buggy, usually it is not the program but sometimes it is, in those cases there is usually a work around. The more you understand how the program works the easier the work around is. I’m always learning something new myself with this. That’s why I like questions like yours. Have a great day.

[@TomStephensontraining]

Hi Ahmad, Check my most recent KZbin posting on MS project update problems. I think it will help in a few ways.

[@sherifelroba5865]

Please, Do you have a video about weekly and monthly reports?

[@TomStephensontraining]

I have on cash flow but you are right i will put one together

[@johnsonchelladurai6829]

Hello sir, Very good morning. You are doing great job . I am just now started as a Planning Engineer. I have a question, how can I find my planned percentage? We are updating the project activities what are the activities are completed and ongoing activities. How can find how much percentage I should completed in the particular date. Please explain

[@TomStephensontraining]

Hi Johnson the tracking table should help you. Also using mark on track. Check my playlists for updating videos usually videos 6 and 7 have material on that

[@tahahussein2988]

This is a nice lecture . How can get the rest of videos ? Could you please attach the link? Thank U.

[@TomStephensontraining]

Hi Taha, Click on subscribe and if you go to the MS Project Playlist (I have many other videos on Construction Mgmt, so you may just want the MS Project videos) you will see all the other videos for MS Project. I plan to be putting more videos up this semester as I'm teaching a cost control course and using MS Project. Here are the links in case you still have problems finding them, but as I said once you subscribe it is easy for you to find these and new lectures. • Tutorial 1 Introduction: kzbin.info/www/bejne/aJ3bgKGlna2Grck • Tutorial 2 Calendars & Columns kzbin.info/www/bejne/qqamo4eBgrWolbs • Tutorial 3 How to Maneuver kzbin.info/www/bejne/g2G9Z6Bqorx0prc • Tutorial 4 Resources and Costs kzbin.info/www/bejne/fJumc3ateZp-sNk • Tutorial 5 Updating a Schedule kzbin.info/www/bejne/j6W3ipmOdpaVa5o • Tutorial 6 Recovering a Schedule kzbin.info/www/bejne/e3-3iId_eb6enLM • Tutorial 7 Adding a Change kzbin.info/www/bejne/gnrVgZWkmbWchrc • Tutorial 8 File Saving Protocol kzbin.info/www/bejne/jnu2d2iKaaqincU All the best! Tom

[@Brunogtx]

Can't thank you enogh! Really really helpful!

[@TomStephensontraining]

Great Bruno, fyi i have a playlist on my channel with lots of details Microsoft Project videos if you need more help

[@ahmadshahrir2002]

Tqsm sir

[@TomStephensontraining]

Thanks for watching Ahmad!

[@markkrohn8389]

Tom, great video. Quick question after you complete your first update. When beginning second update, would I use the most recent updated file? I believe that is what I would need to do, but I am guessing that I would not reset the baseline, only update the status date and update the necessary line items. Is this correct?

[@TomStephensontraining]

Yes quite right unless you were behind in the update and did a recovery file. In that case you use the recovery file to do the next update. IF you subscribed to my KZbin channel check out the msproject playlist and it should make sense under the file naming protocol video number 8 as i recall

[@muhammadyousoufleghari3926]

after setting baseline and Actual Start and Tentative finish. But a activity finish before tentative finish date how we show

[@TomStephensontraining]

Have you checked the variance screen and put the Gantt chart in tracking view? It should show the variance in work days

[@kunlefads461]

Hi Tom, When do we use % complete and % physical complete in updating our schedule? Do we use one of them or both of them based on the situation in the project.

[@TomStephensontraining]

Generally percent physical complete comes in if you are using earned value analysis. It looks at the physical side eg if you have 500 blocks laid out of a 1000 is 50 physical complete the other is time or duation

[@kunlefads461]

Many thanks Tom. Your videos are very insightful! Can we input ÷ complete for planned and physical ÷complete for actual. Meaning can a task be complete 50÷ (%complete) with respect to the duration but physically it is 30÷ completed (physical %complete)? If yes which of the % will be used to calculate the actual cost spent? Also If this is right to be inputted in tracking chart with variance screen, then can we also adjust the dates to suit the actual while considering the overall critical path? The other question is how do we input milestone payments to align with the resource sheet cost calculation for subs. Example: say we pay in 3 milestone payments to a particular sub (deposit 20÷, midway 50÷, then after work 30%). How does this fit into the resource sheet cost per use (end) that calculates cost automatically?

[@GeromeVanWyk]

What do you do in a case where you did not set a baseline and the project has already ran for 3 months?

[@TomStephensontraining]

Hi Gerome, If you have the original file baseline it and update to current date. If not baseline from today and update and recover using file naming protocols. Check out my playlists and look for Ms Project the course you can download practice files and use as you follow along. You can start at the updating video.

[@TomStephensontraining]

Hi Gerome, If you have the original file baseline it and update to current date. If not baseline from today and update and recover using file naming protocols. Check out my playlists and look for Ms Project the course you can download practice files and use as you follow along. You can start at the updating video.

[@TomStephensontraining]

Hi Gerome, If you have the original file baseline it and update to current date. If not baseline from today and update and recover using file naming protocols. Check out my playlists and look for Ms Project the course you can download practice files and use as you follow along. You can start at the updating video.

[@GeromeVanWyk]

@@TomStephensontraining could you provide a link for the above mentioned, that is the playlilst, files and updating video

[@rakeshranjan7525]

Nice

[@TomStephensontraining]

Thanks Rakesh!

[@rakeshranjan7525]

@@TomStephensontraining Welcome🎉 Sir

[@proto83]

I wanted to ask,how can i show on the gantt chart the late start and finish of each task without changing the critical path?

[@TomStephensontraining]

You can show it on the schedule table also under format Tab just below the critical path checkbox you can select to show a dark line that is the late start finish.

[@frankgarro3890]

Is the sample file available to help me follow along?

[@TomStephensontraining]

Hi Frank, check my playlists and look for Ms Project the course. There Are downloads in this series. In the description for each video there is a link to download the file to follow along with.

[@phuongbui3331]

Thank you Tom, Y can up file MPP for me

[@TomStephensontraining]

Sorry I don’t have for this one but if you go to my playlist and check for MS Project the course a download link is listed in the video descriptions so you can follow along

[@etoe9405]

Sir Primavera P6 Tutorials with same tutoring quality are requested please.

[@TomStephensontraining]

Perhaps when I get time.

[@TomStephensontraining]

Thanks for watching

[@emakost]

Hi tom. Awesome videos. Can you share the files used?

[@TomStephensontraining]

Not yet but soon as I figure that part out on my webpage

[@henrysunkle8871]

awesome

[@TomStephensontraining]

Thanks

[@Popart-xh2fd]

Doesn't Precedences deny setting actual start dates previous to start dates?

[@TomStephensontraining]

Actuals are actual dates so you can enter them. If a relationship changed in real life then change it in the update.

[@Popart-xh2fd]

@@TomStephensontraining You mean that that precedence needs to be changed.

[@anandporle2851]

how to calculate the overall project planned % and actual progress %

[@TomStephensontraining]

Are you looking where the information is? It is in the tracking screen. Or are you asking how they are calculated? If so ill try to answer in another video

[@anandporle2851]

how to calculate the planned % Actual % of the project

[@TomStephensontraining]

Are you looking where the information is? It is in the tracking screen. Or are you asking how they are calculated? If so ill try to answer in another video

[@itself1024]

Hello Mr Tom, are you there? i really need your help

[@TomStephensontraining]

What’s up?

[@itself1024]

can we communicate via email, so i can send you what i did and you can correct me please.

[@mahermonir-e2u]

can you please make access to this project

[@TomStephensontraining]

Hi Maher, go to my ms project the course playlist and in the description of those videos I have download links so you can follow along.

[@mahermonir-e2u]

@@TomStephensontraining Oh yeah,thanks so much

[@albertmabuya6348]

how can i contact you tom

[@TomStephensontraining]

Hi Alberta, check out www.TCIC.ca i teach msproject live online at different times