Project schedules should be updated regularly so they accurately reflect:

• Work completed to date
• Remaining effort
• Current task completion
• Milestones achieved
• Incomplete work requiring rescheduling
• Variance against the approved baseline

Keeping the schedule current gives project managers a reliable view of delivery progress and supports timely corrective action where work is slipping.

Important:
How task progress is updated depends on whether the project uses the native Altus schedule or an external execution tool.

Tasks synchronised from an external schedule may be displayed in Altus for visibility only and may be read-only. Where this applies, update progress in the source system and follow the appropriate synchronisation or publishing process.

Projects Using External Execution Tools

If the project is linked to an external execution tool, use the source system to maintain task progress and the schedule.

Microsoft Project Plan

If the project uses a Microsoft Project Plan, approved Altus timesheet hours can be imported into the local MPP file and published back to Altus.

Refer to:

Import approved timesheet actuals into the Microsoft Project Plan

Other External Execution Tools

If the project uses another external execution tool, follow the guidance for that system and your organisation’s integration process.

This may include:

• Project for the web or Planner Premium
• Project Online
• Azure DevOps
• Jira
• Another configured execution tool

Important:
External execution tools normally remain the source of truth for their schedules. Do not attempt to amend read-only synchronised tasks directly in Altus.

Projects Using the Native Altus Schedule

For a project using the native Altus schedule:

1. Open the required Project.
2. Select the Tasks tab.
3. Use Board or Timeline view to review and update progress.
4. Save the schedule after completing the required updates.

Both views use the same underlying task data. Changes made in one view are reflected in the other.

Track Task Completion

Task progress can be updated in several ways.

Mark a Task as Complete

In either Board or Timeline view:

1. Locate the task.
2. Select the completion circle beside the task.

This marks the task as complete.

Move a Task to Completed in Board View

1. Open Board view.
2. Locate the task.
3. Drag and drop the task into the Completed bucket or column.

Update Percentage Complete in Timeline View

1. Open Timeline view.
2. Ensure the % Complete column is visible.
3. Enter the current percentage for the task.
4. Save the schedule.

Update Percentage Complete from Task Details

1. Select the Information icon for the task.
2. Update % Complete in the task details pane.
3. Save the changes.

Tip:
Agree progress updates with the task owner or relevant delivery lead before changing Percentage Complete, particularly where progress is used for formal reporting.

Update Completed and Remaining Effort

Where your organisation tracks effort, update the schedule using:

• Effort Completed
• Effort Remaining
• Total Effort

Update Effort in Timeline View

1. Open Timeline view.
2. Ensure the Effort Completed and Effort Remaining columns are visible.
3. Enter the latest values.
4. Save the schedule.

You can also open the task details pane and update the corresponding effort fields there.

Important:
Updating Effort Completed recalculates Effort Remaining based on the task’s Total Effort.

Updating Effort Remaining recalculates the task’s Total Effort.

Review the resulting values carefully before saving.

Mark Milestones as Complete

Milestones represent zero-duration events such as approvals, handovers, decisions, or delivery checkpoints.

To update a completed milestone:

1. Review the milestones achieved during the reporting period.
2. Locate the milestone in Board or Timeline view.
3. Select the completion circle.
4. Save the schedule.

Important:
Milestones should not contain Effort or resource assignments. They represent checkpoints rather than work performed over time.

Import Approved Timesheet Actuals into Native Altus Tasks

Where the feature is enabled, approved timesheet hours recorded against native Altus project tasks can be reviewed and applied as task Actuals.

This feature is available only when:

• Timesheets use Project Tasks mode
• Allow Timesheet Actuals to Task Sync is enabled
• The project uses a native Altus schedule
• The user has Read and Write access to the project

It is not available when:

• Timesheets use Projects mode
• The project schedule is externally synchronised
• The required setting is disabled
• The user has read-only project access

Important:
Only hours from Approved timesheets are considered by the Timesheet-to-Task Actuals Sync.

Understand How Pending Timesheet Changes Are Identified

When the Tasks control loads, Altus calculates the approved timesheet hours recorded against tasks in the current project.

The calculation compares the approved timesheet hours with the existing Effort Completed values in the schedule.

If the values differ:

• A notification banner appears in the Tasks control.
• Altus identifies pending changes that can be reviewed and applied to the schedule.

If there are no differences, no pending-change prompt is displayed.

Review Pending Timesheet Effort

1. Open the project’s Tasks tab.
2. Select Data.
3. Select Review Timesheet Effort.
4. Review the pending changes in the preview window.

Only tasks where approved timesheet data differs from the current task values appear in the preview.

The preview includes:

• Task name
• Total Effort
• Completed Effort
• Remaining Effort

The Completed value highlights the difference between:

• The newly calculated approved timesheet value
• The task’s previous Effort Completed value

The difference may be positive or negative, including when approved time has increased or when previously approved timesheet data has been retracted.

Review Total Effort Changes

If approved timesheet hours exceed the task’s previous Total Effort:

• The Total Effort value is identified as requiring an update.
• The affected row is highlighted in red.

This alerts you that the completed work is greater than the task’s existing estimate.

Important:
Review the impact before applying the update. The task’s Total Effort and Remaining Effort may need to change so the schedule reflects delivery reality.

Select and Apply Timesheet Changes

In the preview window:

1. Review each task with pending changes.
2. Use the checkbox beside each task to select the updates you want to apply.
3. Clear the checkbox for any task you do not want to update.
4. Select Apply.

After selecting Apply:

• The changes appear in the schedule on screen.
• The schedule has not yet been saved.
• You can review the updated schedule before committing the changes.

If you select Close instead:

• The preview window closes.
• No timesheet changes are applied to the schedule.

Save the Imported Actuals

After applying the selected changes:

1. Review the updated Effort Completed, Effort Remaining, and Total Effort values.
2. Confirm the resulting task progress is reasonable.
3. Review any impact on task dates and the overall project schedule.
4. Select Save.

Important:
The changes are not committed to the schedule until you select Save. If you leave before saving, the applied preview changes are not retained.

Understand Changes to Approved Timesheets

Important:
Timesheet-to-Task Actuals Sync is driven by approved timesheet data.

If a task was previously updated from an approved timesheet and that timesheet later changes status, for example from Approved back to Draft, Altus will no longer find approved timesheet data for that task.

The sync will not automatically reset the task’s existing Effort Completed value. The value remains unchanged until:

• The timesheet is approved again
• Another timesheet containing approved hours for that task becomes available
• A user manually resets the task’s Effort Completed value

Review recalled or retracted timesheets carefully, as changing the timesheet status does not automatically reverse Actuals previously saved to the schedule.

Reschedule Incomplete Work in the Past

Incomplete tasks should not remain scheduled entirely before the current date.

In Timeline view:

1. Look for incomplete task bars positioned before the current date.
2. Review whether the work remains required.
3. Move the incomplete work so it continues no earlier than the current date.
4. Review the effect on dependencies and downstream tasks.
5. Save the schedule.

Tip:
Rescheduling incomplete work gives stakeholders a more realistic forecast than leaving unfinished work against dates that have already passed.

Track Variance Against a Baseline

A baseline records an approved version of the project schedule and can be compared with the current forecast.

To review schedule variance:

1. Apply the latest task progress updates.
2. Adjust the remaining forecast where required.
3. Select an existing baseline from the Baselines menu.
4. Show the baseline and variance columns in Timeline view.
5. Compare the baseline bars with the current schedule bars.
6. Hover over Timeline bars to review current forecast and baseline information.

Variance may help identify:

• Delayed task starts
• Delayed task finishes
• Changes in duration
• Changes in effort
• Movement in delivery milestones
• Impact on the overall project finish date

Create a New Baseline for an Approved Scope Change

Where a significant project change has been formally approved, your governance process may require a new baseline.

1. Confirm that the revised schedule reflects the approved change.
2. Open the New Baseline form.
3. Create the new baseline.
4. Set the appropriate baseline as Reportable.
5. Select the required baseline from the Baselines menu.
6. Show the baseline and variance columns.
7. Save the schedule.

Only one baseline can be displayed at a time.

Important:
Do not replace the reportable baseline simply to hide poor performance. A new baseline should reflect an approved change and follow your organisation’s change-control process.

Retaining previous baselines preserves the history of the original scope and approved schedule changes.

Understand the Impact on Project Progress

For projects using native Altus Tasks, schedule updates can roll up to the Project record.

When the schedule is saved, Altus can update:

• Project Finish Date
• Total Effort
• Effort Completed
• Effort Remaining
• Project Percentage Complete
• Last Sync Date

Project Percentage Complete is calculated using:

Effort Completed ÷ Total Effort × 100

The calculated Project fields are locked because their values are derived from the task schedule.

Tip:
If a rolled-up Project value appears incorrect, review the underlying tasks, effort values, and task completion before saving the schedule again.

Use Progress and Variance in Status Reporting

Review task progress and variance before preparing a project status update.

Confirm that:

• Completed work is reflected correctly.
• Approved timesheet Actuals have been applied where relevant.
• Remaining Effort is realistic.
• Incomplete past work has been rescheduled.
• Milestones are current.
• Current dates have been compared with the approved baseline.
• Material schedule variance is explained.
• Corrective actions and required decisions are identified.

Tip:
A schedule variance should be supported by a clear narrative explaining the cause, delivery impact, corrective action, owner, and any stakeholder support required.

Key Considerations

• Native Altus schedules and external schedules follow different update processes.
• Microsoft Project Plan Actuals should be imported through the MPP process and published back to Altus.
• Native Timesheet-to-Task Actuals Sync operates only in Project Tasks mode.
• Only approved timesheet hours contribute to the native task Actuals review.
• Pending timesheet changes must be reviewed, applied, and then saved.
• Selecting Apply does not save the schedule automatically.
• Tasks can be selected individually in the preview window.
• Approved time exceeding Total Effort can require updates to the task estimate.
• Recalled or retracted timesheets do not automatically reset previously saved Effort Completed values.
• Users can manually reset Effort Completed where required.
• Updating Effort Completed and Remaining Effort can trigger recalculations.
• Incomplete work should be moved out of elapsed periods.
• Baseline changes should follow formal governance.
• Your organisation may have configured additional rules, automation, or schedule controls.

Tips

• Confirm the project’s Schedule Type before updating task progress.
• Use Timeline view for detailed effort, date, baseline, and variance analysis.
• Review the preview before applying approved timesheet Actuals.
• Select only the tasks you are ready to update.
• Save the schedule after reviewing applied changes.
• Validate Total Effort when completed work exceeds the original estimate.
• Review recalled timesheets for possible manual schedule corrections.
• Reschedule incomplete work promptly.
• Preserve baseline history when approved project changes occur.
• Use the related Microsoft Project Plan article for externally managed MPP schedules.