Others

How to Track Task Progress by Quantity in Microsoft Project

Nimra Malik Oct 1, 2026 869 views

Question details

The user wants to configure Microsoft Project to record quantities and measure task progress based on the amount completed rather than the task's duration or time-based percentage.

How to Track Progress by Quantity in Microsoft Project

Product: Microsoft Project
Device & OS: not provided
Scenario: Managing a project where task completion is driven by tangible outputs (such as items produced) or specific materials consumed.
Observed behavior: By default, Microsoft Project tracks progress based on duration or a manual percentage complete, requiring a specific setup to measure progress by custom unit quantities.

Before you start

Identify the type of quantity you need to measure. Tracking consumable materials (like supplies used) requires assigning a material resource, while tracking independent outputs (like widgets produced) requires setting up custom number fields.

Solution 1Recommended

Track Progress Using Material Resources

Use this method if the quantity you are tracking represents physical materials or consumable supplies tied to project tasks.

Microsoft Project allows you to create Material Resources, which are measured by units rather than hours. By assigning these resources to tasks, you can update the actual consumption to track progress.

Create a Material Resource

Navigate to the 'View' tab and select 'Resource Sheet'. Enter a name for your resource, change the 'Type' column to 'Material', and specify the unit of measurement in the 'Material Label' column (e.g., tons, gallons, boxes).

Assign the Resource to a Task

Switch back to the 'Gantt Chart' view. Double-click the target task to open 'Task Information', navigate to the 'Resources' tab, and assign your material resource along with the total planned quantity in the 'Units' column.

Record Actual Quantities

Go to the 'Task Usage' view. Right-click the column headers, select 'Insert Column', and add the 'Actual Work' column. Enter the quantity of materials consumed to date in this column to update the task's progress.

Cost Tracking: If you have assigned a standard rate to your material resource, updating the actual quantity will automatically calculate the actual cost of the task.

Solution 2

Track Independent Quantities via Custom Fields

Use this method to track project deliverables or outputs (like documents reviewed or rooms painted) without affecting resource costs or work hours.

Free Microsoft Office alternative

Track Project Quantities Easily with WPS Spreadsheet

Microsoft Project can be overly complex and expensive for straightforward quantity tracking. WPS Spreadsheet provides a lightweight, highly customizable, and completely free alternative to track project tasks and calculate progress based on specific quantities.

1. Set Up Project Columns: Open a new WPS Spreadsheet and create columns for Task Name, Total Quantity, and Completed Quantity.
2. Input Task Data: List your project tasks in the rows and define the target numbers in the Total Quantity column.
3. Apply Progress Formulas: Create a 'Progress (%)' column and enter a simple division formula (e.g., `=C2/B2`), then format the cell as a percentage to track your task progress dynamically.

100% free alternative to the Microsoft Office suite with no expensive licenses.Fully compatible with Microsoft Excel (.xlsx) formats for easy sharing of project templates.Use powerful built-in formulas to automatically calculate completion percentages instantly.Familiar spreadsheet interface ensures a smooth transition with zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Can I update the overall project percentage complete using quantity tracking in MS Project?

Yes. If you use material resources, updating the 'Actual Work' (quantity used) recalculates the task's actual cost and can drive progress. For custom fields, you can manually map your calculated percentage to the 'Physical % Complete' field to reflect overall project progress.

What is the difference between tracking material resources and independent quantities?

Material resources track consumable items that directly affect project costs (like gallons of paint or concrete). Independent quantities track non-cost deliverables (like the number of pages written or items inspected) using custom number fields without altering the project's financial budget.

How do I display the completed quantity directly on the Gantt Chart?

You can customize your Gantt Chart view by right-clicking the chart area and selecting 'Bar Styles'. Select the normal task bar, click the 'Text' tab at the bottom of the dialog box, and choose your custom field (e.g., 'Completed Units') from the drop-down menu to display it next to the bar.

Can I track progress by quantity in a spreadsheet instead of Microsoft Project?

Yes. Spreadsheet software like WPS Spreadsheet or Microsoft Excel offers a simpler, more flexible alternative for tracking quantities using basic columns and division formulas, avoiding the complex resource management configurations required in MS Project.

Office Quick Solutions