Tag Archives: tracking

Make % Complete and % Work Complete Independent

In my earlier post "The Purpose of ‘% Complete’ field", I mentioned how % Complete, % Work Complete and Physical % Complete are different from each other.

By default, updating % Complete will update % Work Complete as seen below

Is there a way to make % Complete and % Work Complete independent?

Click Project, Options. Select Schedule tab. Clear "Updating Task Status updates Resource Status" checkbox in Calculation options for this project: section.

Now, updating actual duration, remaining duration or even % Complete will not update % Work Complete, Actual Work, Remaining Work of the task

In the above example, updating % Complete to 50% will not update % Work Complete which needs to updated manually.


How to calculate planned % Complete?

You have updated the work progressed in % complete field, but there is no Project field that will give you the planned % based on the status date.

Create a custom field using a formula calculation the planned % complete, based on the status date.
1. Field : Expected minutes to status date (Number1)
– Insert a Number1 field in Gantt Chart.
– Right Number1 field and choose Custom Fields.
– Under Custom attributes, click Formula and type the below text
IIf([Status Date]<[Baseline Start],0,IIf([Status Date]>[Baseline Finish],[Baseline Duration],Abs(ProjDateDiff([Baseline Start],[Status Date]))))
– Under Calculation for tasks and group summary rows, choose Rollup with dropdown as sum
2. Field : Expected % complete (Text1)
– Insert a Text1 field in Gantt Chart.
– Right Text1 field and choose Custom Fields.
– Under Custom attributes, click Formula and type the below text
IIf([Status Date]=ProjDateValue(‘NA’),”No Status Date”,IIf([Baseline Start]=ProjDateValue(‘NA’),”No BL”,IIf([Baseline Duration]>0,FORMAT([Number1]/[Baseline Duration],”0%”),IIf([Milestone]=Yes And ProjDateDiff([Baseline Start],[Status Date])>0,”100%”,”0%”))))

The Purpose of ‘% Complete’ field

Are you one among those who think % Complete field indicates the real work that is completed?

Are you someone who is looking why doesn’t Project update % Complete field every time the file is opened?

Why should we have three fields to measure progress: Percent Complete (% Complete), Percent Work Complete (% Work Complete), and Physical % Complete when they should be same?

Project provides three % complete fields to measure the progress of the task: % Complete, % Work Complete and Physical % Complete

% Complete field is calculated based on task duration. For instance, a 10 day task is 30% Complete at the end of the 3rd day from the start date of the task. This task is late if the % Complete is less than the expected value as the status date.

% Complete is used only for task with duration based estimates. % Complete will vary when the user updates the remaining work and remaining duration fields.

% Work Complete field is calculated based on the effort spent by the resources assigned to the task. For instance, a resource is assigned to 10 days long task. The first five days he plans to spend 4 hours per day and the remaining days he plans 8 hours per day. On the 3rd day of the task, the % Work Complete field will be 20% and % Complete will be 30%. On the other hand, if the effort is 8 hours per day across 10 days, on the 3rd day of the task % Complete and % Work Complete will be 30%.

% Work Complete is used only for task with effort based estimates. % Work complete will not be same as % Duration complete the effort is distributed unevenly across the task.

Physical % Complete field requires the baseline with cost information and status date to be set. In this example, Sai and Adi have the cost rate as $1/hour and the status date is set to end of Friday. In the Task Usage view, inserting BCWS row on the time-phased data will display the planned cost (BCWS – Budget Cost Work Scheduled / Planned Value) till Friday

On Friday, Build 1 task has produced only 30% of the final output and Build 2 has produced 80% of the final output. After changing the Earned Value Method of these tasks to Physical % complete, the Physical % Complete is updated to 30% for Build 1 task and 80% for Build 2 task. In the Task Usage view, after inserting BCWP (Budget Cost Work Progressed / Earned Value) and ACWP (Actual Cost Work Progressed / Actual Cost)

So, the next time you update progress as yourself these simple questions:

1. Is this task estimated based on work or duration?
2. Is the value of work completed same as the duration or work completion?

Where is the current date used?

Where is my current date used? What is so special about this? Should I care about it? These are the questions you will get on looking at Project Information dialog (Project ribbon, Project Information command).

This field is special. It updates itself with the system date every time you open a plan. The date in this field is used in multiple places within Project.

1: In time-scale views, such as Gantt Chart or Team Planner, the vertical line is drawn with respect to current date

2: If you want new tasks inserted to be scheduled with respect to current date, you can change "Auto scheduled tasks scheduled on:" to Current date in File, Options dialog. This means new tasks inserted will be set Start No Earlier than constraint (if the project is scheduled forward) or Start No Later than constraint (if the project is scheduled backward)

3: To update work as complete through the current date click Project, Update Project command. Note: In Update Project dialog, though the default date is current date, Project defaults the time to 5:00 pm.

So, the next time you see the Current Date remember these benefits