How to Track Project Progress in Excel (Download Free Template)

Get FREE Advanced Excel Exercises with Solutions!

If you are looking for some special tricks to track project progress in Excel, you’ve come to the right place. There is one way to track project progress in Excel in Microsoft Excel. This article will discuss every step of this method to track project progress in Excel. Let’s follow the complete guide to learn all of this.


Why Is It Important to Track Project Progress?

To maintain the following things, we need a project tracker in Excel.

  • Overflow of task
  • Distribution of resources
  • No fixed priority list

There are also advantages to tracking project progress. These are:

  • It gives an overview of the data without getting into too many details
  • Resource utilization which is efficient
  • Can repeat the process without any hassle
  • Capable of jumping from one task to another

How to Track Project Progress in Excel: Step-by-Step Procedures

In the following section, we will use one effective and tricky method to track project progress in Excel. This section provides extensive details on every step of tracking project progress in Excel. You should learn and apply to improve your thinking capability and Excel knowledge


Step 1: Create Project Layout

To track project progress we have to follow some specified steps. At first, we want to create a project layout. To do this, you have to follow the following things.

  • Firstly, type your required Headline fields for your data. Click here to see a screenshot that illustrates what the fields look like.

Create Project Layout

  • Enter the Project name. Then, input the task name one by one.

How to Track Project Progress in Excel

  • Now, input the responsible person’s name who is responsible for each task.

Create Project Layout

  • Select the range of the cell where we want to input data and then select Date.

How to Track Project Progress in Excel

  • Input the Starting Date of each task.
  • Then, input the Due Date of each task.
  • Input the spent days by each task.

  • Then, calculate the days required by using the following formula in cell G2.

=E2-D2

  • Press Enter.
  • Next, drag the Fill Handle icon.

How to Track Project Progress in Excel

  • Therefore, you will get the Days Required column, as shown below.

Create Project Layout

  • Then, Then, calculate Progress by using the following formula in cell H2.

=F2/G2

  • Press Enter.

How to Track Project Progress in Excel

  • To convert the data into percentages click on the Percentage.

Create Project Layout

  • Next, drag the Fill Handle icon.
  • Therefore, you will get the Progress column, as shown below.

How to Track Project Progress in Excel

  • Then, input the progress status in the Status column.
  • Finally, you will be able to get the following output.

Create Project Layout


Step 2: Build Tracker List for Project

We want to make a tracker that takes off our loads to a great extent as we don’t have to do manual updates on certain calculations. Here, we will use the SUM, AVERAGE, and COUNTIF functions. To do this you have to follow the following things.

  • At first, we have to copy some columns from the previous sheet by pressing ‘Ctrl+C’ and go to the Project Progres Tracker sheet, and press ‘Crl+V’ to paste it, as shown below.
  • Next, in the remaining column, we have to use the following formula in cell E2.

=1-D2

  • Press Enter.

Build Tracker List for Project

  • Next, drag the Fill Handle icon.
  • Therefore, you will get the Remaining column, as shown below.

How to Track Project Progress in Excel

  • To calculate the overall project completion, we have to use the following formula in cell E16.

=AVERAGE(D2:D13)

The AVERAGE function returns the average of the twelve tasks which is almost 60 percent.

  • Press Enter.

Build Tracker List for Project

  • To calculate the total days required, we have to use the following formula in cell J5.

=SUM(C2:C13)

The SUM function returns the combined days of the Days Required column.

  • Press Enter.

How to Track Project Progress in Excel

  • To calculate the total days spent, we have to use the following formula in cell J6.

=SUM(B2:B13)

The SUM function returns the combined days of the Days Spent column.

  • Press Enter.

  • To calculate the overall project progress, we have to use the following formula in cell J7.

=J6/J5

  • Press Enter.

How to Track Project Progress in Excel

  • To create a dynamic summary like Task Status, we have to use the following formula in cell J11.

=COUNTIF(F2:F13,"Completed")

The COUNTIF function will return the value by counting the number of cells of the range F2:F13, and the given condition is “Completed”. Using this approach, we will be able to calculate how many tasks have been completed in this project, which is a necessary step to track project progress.

  • Press Enter.

How to Track Project Progress in Excel

  • Next, we have to use the following formula in cell J12.

=COUNTIF(F2:F13,"In Progress")

The COUNTIF function will return the value by counting the number of cells of the range F2:F13, and the given condition is “In Progress”. Using this approach, we will be able to calculate how many tasks have been in progress in this project, which is a necessary step to track project progress.

  • Press Enter.

  • To calculate the percentage of completed tasks, we have to use the following formula in cell K11.

=J11/(J11+J12)

  • Press Enter.

How to Track Project Progress in Excel

  • To calculate the percentage of In Progress tasks, we have to use the following formula in cell K12.

=J12/(J12+J11)

  • Press Enter.
  • Finally, we get the dynamic summary Task Status.

Build Tracker List for Project


Step 3: Insert Charts for Project Progress Tracker

Now, we are going to create three different charts for tracking project progress. To do this, we have to follow the following steps.

  • To create a chart, select the range of data and go to the Insert tab. Next, select the Stacked Column chart.

Generate Dynamic Project Progress Tracker

  • As a consequence, you will get the following chart.

How to Track Project Progress in Excel

  • To modify the chart style, select Chart Design and then, select your desired Style 8 option from the Chart Styles group.

  • To create a Pie chart, select the range of data and go to the Insert tab. Next, select the 3-D Pie chart.

How to Track Project Progress in Excel

  • As a consequence, you will get the following Pie chart.

  • To modify the chart style, select Chart Design and then, select your desired Style 7 option from the Chart Styles group.

How to Track Project Progress in Excel

  • To create a Doughnut chart, select the range of data and go to the Insert tab. Next, select the Doughnut chart.

  • As a consequence, you will get the following Doughnut chart.

How to Track Project Progress in Excel

  • To modify the chart style, select Chart Design and then, select your desired Style 7 option from the Chart Styles group.

Generate Dynamic Project Progress Tracker


Step 4: Generate Dynamic Project Progress Summary

Now, we will create a project progress summary. To do this, we are going to show our charts in a new sheet as a report.

  • To create a dynamic project progress summary, at first, you have to create a new sheet and set the name of that sheet as Project Performance.
  • Next, you have to every chart by pressing ‘Ctrl+C’ and go to the Project Performance sheet, and press ‘Crl+V’ to paste it.
  • As a consequence, you will get the final output like the following.

Create Dynamic Project Progress Summary

Read More: How to Track Multiple Projects in Excel


Download Template

Download this template while you are reading this article.


Conclusion

That’s the end of today’s session. I strongly believe that from now you may be able to track project progress in Excel. If you have any queries or recommendations, please share them in the comments section below. Keep learning new methods and keep growing!


Related Articles

What is ExcelDemy?

ExcelDemy - Learn Excel & Get Excel Solutions Center provides online Excel training , Excel consultancy services , free Excel tutorials, free support , and free Excel Templates for Excel professionals and businesses. Feel free to contact us with your Excel problems.
Saquib Ahmad Shuvo
Saquib Ahmad Shuvo

Saquib Ahmad Bhuiyan, holding a BSc degree in Naval Architecture & Marine Engineering from Bangladesh University of Engineering and Technology, skillfully integrates engineering expertise with a passion for Excel. He provides solutions to complex issues as an Excel & VBA Content Developer for ExcelDemy Forum. He demonstrates an enthusiastic mindset and adeptness in managing critical situations with finesse, showcasing his commitment to excellence. Apart from creating Excel tutorials, he is interested in Data Analysis with MS Excel, Rhinoceros,... Read Full Bio

21 Comments
  1. So very good

  2. Hi this is wonderful if I must report every day do I send project report that derives from overall project completion, what part of all this do I send to my boss updated every day,second question is task status if I add probably another day spend on my overall project completion tracker manually then my task status don’t change it only changes the first time when I add completed if I change manually ‘days spend’again yes the percentage change but the task status where it says complete stays the same please help there

    • Reply Avatar photo
      Saquib Ahmad Shuvo Jul 16, 2023 at 12:06 PM

      Dear Macel,
      Greetings. When tracking project progress in Excel, it is important to provide your boss with concise and relevant information. Here are some recommendations to address your questions:

      Daily Project Report: When sending a daily project report to your boss, focus on key updates and highlights. Include information such as completed tasks, milestones achieved, any critical issues or risks, and a summary of overall project progress. It’s not necessary to send the entire project tracker every day; instead, provide a brief overview or summary.

      Task Status and Overall Project Completion: If you manually add an extra day to your overall project completion tracker without updating the task status, the completion status will remain unchanged. Task status should reflect the progress of individual tasks, while the overall project completion tracker represents the aggregate progress. To ensure accurate reporting, make sure to update both the task status and the overall project completion tracker accordingly.
      Apply the following formula in the Task status column, then drag it down to alter the task status dynamically.
      =IF(H2=100%, “Completed”, “In progress”)

      • Hi I don’t get it what you are saying I’m so sorry to bother you again you said to drag down the formula to the task status column is it the box that siad Task status and drag then to the box that said complete or firs put in complete column and dragged to in process please help , and is this formula for every day that I will probably add in any task

        • Avatar photo
          Saquib Ahmad Shuvo Jul 17, 2023 at 11:25 AM

          Dear Marcel,
          Apply the following formula in the Task status column, then drag it down to alter the task status dynamically.
          =IF(H2=100%, “Completed”, “In progress”)
          null

  3. Ok good I fell in love with this tracker.i want to master this one.tell me teacher if I do a shutdown like n 90 present pipe work on a rig can I add more stuff to my tracker without format it like adding line numbers, xray, hydrotesting painting ndt, dypenetration,or even giving it a small percentage so at the end it must all give 100 present, and how will I put in milestones in this tracker.

    • Reply Avatar photo
      Saquib Ahmad Shuvo Jul 17, 2023 at 11:49 AM

      Dear Macel,
      Greetings. In order to track project progress in Excel and incorporate additional tasks, milestones, and percentages, you can follow these steps:

      Open your project tracker in Excel or create a new one.
      Make sure your tracker has the necessary columns to accommodate the new tasks. You can add columns for line numbers, X-ray, hydrotesting, painting, NDT (non-destructive testing), dye penetration, and any other relevant tasks you mentioned.
      To maintain the formatting and calculations in your existing tracker, insert new rows for the additional tasks. Right-click on the row number where you want to add the new tasks and select “Insert” from the context menu.
      Enter the task names and other relevant details in the newly inserted rows.
      Adjust any formulas or calculations in your tracker to include the new tasks. For example, if you have a column for task completion percentages, you may need to update the formulas to include the newly added tasks in the calculation.
      To ensure that the total progress always adds up to 100%, you can either manually adjust the percentages or create formulas that automatically calculate the percentages based on the completed tasks.
      To add milestones to your tracker, you can designate specific rows as milestone markers. You can either create a separate column for milestones or use conditional formatting to visually highlight the milestones. You can also add a separate column to describe each milestone and provide additional details if necessary.
      Remember, the specific steps may vary based on your Excel version and the structure of your project tracker. Experiment with different approaches to find the one that suits your needs best.

  4. To ensure accurate reporting, make sure to update both the task status and the overall project completion tracker accordingly.
    Apply the following formula in the Task status column, then drag it down to alter the task status dynamically.
    =IF(H2=100%, “Completed”, “In progress”) can you please just take an snapshots of how to do this please

    • Reply
      Francisco Williams Jul 19, 2023 at 3:57 PM

      Hi sir good morning everything works good now is just one question my task status the wit the two rows the first row is for complete second row for in progress the problem I got now is I the cell where I put days spend does not change like if I add day for spending it change everywhere except in task status rowand there for not in my task status pai please can you help

      • Dear Macel Williams,

        To customize any templates you can contact with us via this mail problem @exceldemy.com

        Regards
        ExcelDemy

    • Reply Avatar photo
      Saquib Ahmad Shuvo Jul 17, 2023 at 11:29 AM

      Dear Macel,
      In the comment above, I already answered your question.

  5. Hi again me when I get to the pi part in it gives me just a circle I don’t know if I’m using the wrong data , I use the status bar but I just can’t get the results you got

    • Ok I understand you I will try and se if I can get it thanks for your patience I finished the hole tracker just the pi part not the donut one that is fighting with me but thanks very much you was of good help

    • Reply Avatar photo
      Saquib Ahmad Shuvo Jul 17, 2023 at 11:30 AM

      Dear Macel,
      In the comment above, I already answered your question.

      • Hi Ahmad I done alot thanks to you only one question before I leave you in peace .when I get to the pi area it said by consequences I will get n pi with task status and as legend- complete and in progress but I dond I don’t know if I’m highlighting the wrong range it just doesn’t show it only shows a like a radius link where the pi suppose to sit please help

        • Avatar photo
          Saquib Ahmad Shuvo Jul 18, 2023 at 11:17 AM

          Hello Marcel,
          Greetings. I could not understand your question. It would be much easier for me to answer your question if you could send me your Excel workbook at [email protected].

      • Yes sorry sir thanks

  6. Hi there good morning so far so good hope you well, sir is there a formula between task status row one where it say complete then the next cell in the same row gives the amount task complete now that specific row for giving task complete is there a formula that adds automatically the number completed when a task is complete and update in the same instant my pi chat.

    • Dear Macel Williams,

      To customize any templates you can contact with us via this mail problem @exceldemy.com

      Regards
      ExcelDemy

Leave a reply

Advanced Excel Exercises with Solutions PDF

 

 

ExcelDemy
Logo