Variance tables can be found in a project’s variance report and allow the user to see what factors contribute to the variance and how much each factor contributes. The variance report is used to analyze a project and the progress towards completion. These tables are used to compare the scheduled and actual progress of the project and to identify the factors that are contributing to any variance. This information can be used to make decisions about how to take corrective action and bring the project back on track.
To view the variance table, select the project, the tab labelled “Reports”, and then “Variance”. The variance table will be displayed in a pop-up window. The variance table is divided into two sections: the first section shows the overall variance for the project, and the second section shows the variance for each individual task. The overall variance is the difference between the scheduled finish date and the actual finish date for the project.
The variance for each individual task is the difference between the scheduled duration of the task and the actual duration of the task. The variance table can be used to identify the tasks that are contributing the most to the overall variance. This information can be used to make decisions about how to take corrective action and bring the project back on track. Variance tables are a valuable tool for project managers who are looking to identify and resolve project issues.
Accessing Variance Table in Microsoft Project
The Variance Table in Microsoft Project is a powerful tool that allows you to compare the baseline plan with the current schedule and identify areas where there are significant differences. This information can be invaluable for identifying risks and opportunities, and for making informed decisions about how to adjust the project plan.
To access the Variance Table, follow these steps:
- Open the project in Microsoft Project.
- Click on the “View” tab.
- In the “Reports” section, click on the “Variance Table” button.
The Variance Table will appear in a new window. The table will show the following information for each task:
| Task Name | Baseline Start | Baseline Finish | Current Start | Current Finish | Variance |
|---|---|---|---|---|---|
| Task 1 | 1/1/2023 | 1/15/2023 | 1/5/2023 | 1/20/2023 | +5 days |
| Task 2 | 1/16/2023 | 1/31/2023 | 1/16/2023 | 2/5/2023 | +5 days |
The Variance column shows the difference between the baseline and current values for each task. Positive variances indicate that the task is ahead of schedule, while negative variances indicate that the task is behind schedule.
Understanding the Variance Table Layout
Column Structure
The Variance Table layout consists of several columns that provide specific information about the variance between the baseline and actual project progress. These columns include:
- Task Name: The name of the task for which the variance is being reported.
- Baseline Start: The originally planned start date for the task.
- Baseline Finish: The originally planned finish date for the task.
- Actual Start: The actual start date of the task.
- Actual Finish: The actual finish date of the task.
- Variance Start: The difference between the Actual Start and Baseline Start dates (Actual Start – Baseline Start).
- Variance Finish: The difference between the Actual Finish and Baseline Finish dates (Actual Finish – Baseline Finish).
- Slack: The amount of time by which a task can be delayed without affecting the project’s overall schedule.
- Status: The current status of the task (e.g., In Progress, Complete, etc.).
Row Structure
Each row in the Variance Table represents a specific task within the project. The rows are ordered chronologically, with tasks that are scheduled to start earlier appearing at the top.
Example
The following table shows an example of a Variance Table:
| Task Name | Baseline Start | Baseline Finish | Actual Start | Actual Finish | Variance Start | Variance Finish |
|---|---|---|---|---|---|---|
| Task 1 | 01/01/2023 | 01/10/2023 | 01/02/2023 | 01/12/2023 | 1 day | 2 days |
| Task 2 | 01/11/2023 | 01/20/2023 | 01/12/2023 | 01/19/2023 | 1 day | -1 day |
| Task 3 | 01/21/2023 | 01/27/2023 | 01/22/2023 | 01/28/2023 | 1 day | 1 day |
This table shows that Task 1 is currently behind schedule by 1 day and 2 days for its start and finish dates, respectively. Task 2 is on track for its finish date but is 1 day behind schedule for its start date. Task 3 is on track for both its start and finish dates.
Interpreting Variance Values
The variance table in MS Project provides valuable insights into the deviations between the baseline plan and the current project progress. Here’s a detailed explanation of how to interpret these variance values:
Positive Variance:
A positive variance indicates that the project is performing better than expected. This means that the actual values (such as costs, durations, or work) are lower than the baseline values. These variances often result from improved efficiency, cost savings, or reduced risks.
Negative Variance:
A negative variance, on the other hand, signifies that the project is falling behind its baseline plan. The actual values exceed the baseline values, indicating a delay in tasks, cost overruns, or increased workload. These variances may stem from unexpected obstacles, inefficient processes, or underestimated risks.
Zero Variance:
A zero variance indicates that the project is exactly on track. The actual values perfectly align with the baseline values, suggesting that the project is progressing as planned. This scenario is ideal as it signifies that the project is meeting its objectives without any significant deviations.
The following table summarizes the interpretation of variance values:
| Variance Type | Interpretation |
|—|—|
| Positive Variance | Project is performing better than expected |
| Negative Variance | Project is falling behind baseline plan |
| Zero Variance | Project is progressing as planned |
Analyzing Schedule Variance
The Schedule Variance table in MS Project is a powerful tool for analyzing the progress of your project. It displays the difference between the planned and actual start and finish dates for each task, as well as the variance between the planned and actual duration of each task.
Understanding the Schedule Variance Table
The Schedule Variance table is divided into several columns, including:
1. Task Name: The name of the task.
2. Planned Start: The planned start date for the task.
3. Actual Start: The actual start date for the task.
4. Planned Finish: The planned finish date for the task.
5. Actual Finish: The actual finish date for the task.
6. Planned Duration: The planned duration of the task.
7. Actual Duration: The actual duration of the task.
8. Start Variance: The difference between the planned start date and the actual start date.
9. Finish Variance: The difference between the planned finish date and the actual finish date.
10. Duration Variance: The difference between the planned duration and the actual duration.
Using the Schedule Variance Table
The Schedule Variance table can be used to identify tasks that are behind schedule, ahead of schedule, or on track. It can also be used to track the progress of your project overall. To use the Schedule Variance table, simply select the “View” tab and then click on the “Schedule Variance” button.
The Schedule Variance table is a valuable tool for project managers. It can help you to identify potential problems early on and take corrective action to keep your project on track.
| Column Name | Description |
|---|---|
| Task Name | The name of the task. |
| Planned Start | The planned start date for the task. |
| Actual Start | The actual start date for the task. |
| Planned Finish | The planned finish date for the task. |
| Actual Finish | The actual finish date for the task. |
| Planned Duration | The planned duration of the task. |
| Actual Duration | The actual duration of the task. |
| Start Variance | The difference between the planned start date and the actual start date. |
| Finish Variance | The difference between the planned finish date and the actual finish date. |
| Duration Variance | The difference between the planned duration and the actual duration. |
Interpreting Cost Variance
Cost variance measures the difference between the planned and actual costs of a project. A positive cost variance indicates that the project is under budget, while a negative cost variance indicates that the project is over budget. Cost variance can be attributed to a variety of factors, including changes in the scope of work, delays, and inefficiencies.
1. Calculate Cost Variance
Cost variance is calculated by subtracting the planned cost from the actual cost. The formula for cost variance is:
“`
Cost Variance = Actual Cost – Planned Cost
“`
2. Analyze Cost Variance
Once cost variance has been calculated, it is important to analyze the variance to determine the root cause. This can be done by comparing the actual cost to the planned cost for each task in the project. Variances can be caused by:
- Changes in the scope of work
- Delays
- Inefficiencies
3. Take Corrective Action
If a cost variance is significant, it is important to take corrective action to address the root cause. This may involve:
- Renegotiating the contract with the vendor
- Rescheduling tasks
- Improving efficiency
4. Monitor Cost Variance
Cost variance should be monitored regularly throughout the project. This will allow you to identify trends and take corrective action before the variance becomes too large.
5. Use Cost Variance to Improve Project Management
Cost variance can be used to improve project management by:
| Identify trends | Cost variance can help you identify trends in project costs. This information can be used to forecast future costs and make informed decisions. |
|---|---|
| Take corrective action | Cost variance can help you identify areas where the project is over or under budget. This information can be used to take corrective action and improve project performance. |
| Evaluate project performance | Cost variance can be used to evaluate the performance of a project. This information can be used to identify areas where the project can be improved. |
Identifying Variance Causes
Numerous factors can contribute to variance in MS Project. By carefully examining the variance table and other project data, you can pinpoint the root causes of variances and take corrective action to minimize their impact.
Here are six specific areas to consider when identifying variance causes:
1. **Scope Changes**: Has the project scope changed since the baseline was established? If so, this could account for variances in cost, schedule, and resources.
2. **Resource Availability**: Are the necessary resources available when needed? Shortages or delays in resource allocation can lead to delays and increased costs.
3. **Task Dependencies**: Are all task dependencies accounted for? Incorrect or missing dependencies can cause delays or resource conflicts.
4. **Risk Events**: Have any risk events occurred that have impacted the project? Identifying and assessing risks can help you mitigate their impact on the project.
5. **External Factors**: Are there any external factors, such as weather or market conditions, that have affected the project? Consider these factors when analyzing variances.
6. **Detailed Analysis of Variance Causes**: Utilize the following table to systematically identify and analyze the root causes of variances:
| Category | Possible Causes | Impact | Recommended Actions |
|---|---|---|---|
| Scope | Changes in requirements, design, or deliverables | Increased cost, schedule delays | Review scope changes, update project plan |
| Resources | Shortages, delays, or inefficiencies | Increased cost, schedule delays | Adjust resource allocation, improve resource management |
| Dependencies | Incorrect or missing dependencies | Delays, resource conflicts | Review and update task dependencies |
| Risks | Identified or unforeseen risks | Cost overruns, schedule delays | Assess and mitigate risks, update risk register |
| External Factors | Weather, market conditions, etc. | Unpredictable delays, cost impacts | Monitor external factors, adjust project plan as needed |
By thoroughly investigating variance causes and taking appropriate corrective actions, you can improve project outcomes and achieve project objectives more effectively.
Using Variance Table to Monitor Project Progress
The Variance Table in MS Project is a powerful tool that helps you track and analyze the progress of your project. It provides a detailed comparison between the planned and actual values for key metrics such as tasks, costs, and resources. By using the Variance Table, you can identify areas where the project is deviating from the plan and take corrective action to keep it on track.
Understanding the Variance Table
The Variance Table is divided into several columns, each of which represents a different metric. These columns include:
- Task Name
- Start Date
- Finish Date
- Duration
- Work
- Cost
- Resource
Each row in the Variance Table represents a task or resource in the project. The columns to the right of the metric columns show the planned values for each metric, while the columns to the left show the actual values.
Calculating Variances
The Variance Table calculates the variance between the planned and actual values for each metric using the following formula:
Variance = Actual Value – Planned Value
The variance can be positive or negative. A positive variance indicates that the actual value is greater than the planned value, while a negative variance indicates that the actual value is less than the planned value.
Customizing the Variance Table
You can customize the Variance Table to display only the metrics that are relevant to your project. To do this, select the “Variance Table” tab and click on the “Options” button. In the “Options” dialog box, you can select the metrics that you want to display and the order in which they appear.
Filtering the Variance Table
You can also filter the Variance Table to show only the tasks or resources that meet certain criteria. For example, you can filter the Variance Table to show only the tasks that are overdue or the resources that are overallocated. To filter the Variance Table, select the “Variance Table” tab and click on the “Filter” button. In the “Filter” dialog box, you can select the criteria that you want to use to filter the Variance Table.
Customizing Variance Table Columns
Microsoft Project provides a variance table that displays various metrics to help you track project progress. You can customize the variance table columns to include or exclude specific metrics that are relevant to your project.
Adding or Removing Columns
To add or remove columns, right-click the variance table header and select “Customize Columns.” In the “Customize Variance Table Columns” dialog box, you can select the columns you want to include in the table. Click “OK” to save your changes.
Rearranging Columns
You can rearrange the columns by dragging and dropping their headers. To move a column, click and hold the column header and drag it to the desired location. Release the mouse button to drop the column in its new position.
Hiding Columns
If you want to temporarily hide a column, right-click the column header and select “Hide Column.” The column will be hidden from the table but can be restored by right-clicking the table header and selecting “Unhide Columns.”
Changing Column Widths
You can change the width of a column by dragging the right border of the column header. To resize multiple columns simultaneously, select the column headers you want to resize and drag the border of any selected header.
Grouping Columns
You can group columns by a common metric. To group columns, right-click the table header and select “Group By.” In the “Group By” dialog box, select the metric you want to group by and click “OK.” The columns will be grouped together and the group heading will appear in the table header.
Sorting Columns
You can sort the columns by any metric in ascending or descending order. To sort a column, click the column header. The column will be sorted in ascending order by default. Click the column header again to sort in descending order.
Filtering Columns
You can filter the variance table to display only the rows that meet certain criteria. To filter the table, click the down arrow on the column header and select “Filter By.” In the “Filter By” dialog box, specify the filter criteria and click “OK.” The table will be filtered to display only the rows that match the criteria.
Resetting Columns
If you make changes to the variance table columns and want to reset them to the default settings, right-click the table header and select “Reset Columns.” This will restore the columns to their original configuration.
Exporting Variance Data
To export variance data, you can use the Export Wizard in Microsoft Project. Here’s a detailed walkthrough of the process:
- Open your Microsoft Project file.
- Click on the “File” tab and select “Export.”
- In the Export Wizard, select “Other Formats” and then click “Next.”
- In the “Export To” field, select “Text File (Comma Separated).”
- In the “Fields to Export” section, select the variance fields you want to export. You can find these fields under the “Extended Attributes” category.
- Click on the “Next” button.
- In the “File Name” field, enter the name of the file you want to export the data to.
- Click on the “Finish” button to export the data.
The exported data will be saved as a CSV file, which you can open in any spreadsheet program, such as Microsoft Excel.
Here is a table summarizing the steps for exporting variance data:
| Step | Action |
|---|---|
| 1 | Open Microsoft Project file. |
| 2 | Click on “File” tab and select “Export.” |
| 3 | In Export Wizard, select “Other Formats” and click “Next.” |
| 4 | In “Export To” field, select “Text File (Comma Separated).” |
| 5 | In “Fields to Export” section, select variance fields to export. |
| 6 | Click on “Next” button. |
| 7 | In “File Name” field, enter name of file to export data to. |
| 8 | Click on “Finish” button. |
Troubleshooting Variance Table Issues
If you’re experiencing issues with the Variance Table in MS Project, here are some common problems and their solutions:
1. Incorrect Data Input
Ensure that the data you have entered for tasks, resource assignments, and project dates is accurate. Incorrect data can lead to discrepancies in the Variance Table calculations.
2. Task Predecessor Relationships
Verify that task predecessor relationships are correctly defined. Incorrect relationships can affect task scheduling and, consequently, variance calculations.
3. Resource Availability
Confirm that resources have sufficient availability to complete tasks as scheduled. Overallocation or underallocation of resources can impact task durations and variance.
4. Project Baseline
Ensure that a baseline has been set for the project. The Variance Table compares actual progress against the baseline, so without a baseline, variances cannot be calculated.
5. Earned Value Data
Check that earned value data (EV, AC, and PV) is being tracked and entered accurately. Incorrect earned value data can result in inaccurate variance calculations.
6. Currency Settings
Confirm that the project currency settings match the actual currency used for project costs and values. Inconsistencies in currency settings can lead to incorrect variance calculations.
7. Custom Fields
If you are using custom fields for variance calculations, ensure that the formulas and calculations are correct. Incorrect formulas can result in inaccurate variance values.
8. Scheduling Options
Review the scheduling options in MS Project, such as task scheduling method and task dependencies. Incorrect scheduling options can affect task durations and variance calculations.
9. Refreshing the Variance Table
If you have made changes to the project data, remember to refresh the Variance Table to update the calculations and display the most current variance information.
10. MS Project Updates and Compatibility
Ensure that you are using the latest version of MS Project. Updates may include fixes for bugs or improvements to the Variance Table functionality. Additionally, check that MS Project is compatible with your operating system and other software. Incompatibilities can lead to unexpected issues with the Variance Table.
How to See Variance Table in MS Project
To view the Variance Table in MS Project, follow these steps:
- Open the MS Project file.
- Click on the “View” tab.
- In the “Reports” group, click on “Variance Table”.
The Variance Table will appear in a new window.
People Also Ask
How do I understand the Variance Table?
The Variance Table shows the difference between the baseline plan and the current plan for each task. The columns in the table include the task name, the baseline start and finish dates, the current start and finish dates, and the variance between the two plans.
What is the purpose of the Variance Table?
The Variance Table is used to identify tasks that are behind schedule or over budget. It can also be used to track progress over time and to make adjustments to the project plan.
How can I use the Variance Table to improve my project management?
The Variance Table can be used to identify areas where the project is not meeting expectations. By understanding the reasons for the variance, you can take steps to correct the situation and improve the project’s outcome.
