column for expected % complete

[Bernard]

Hi everyone
Can i insert a column in MSProject which indicates what percentage complete
is expected for a given task on a given date?
Many thanks
Bernard.

 

[Jim Aksel]

A few things may help.

First, use the Status Column. Although it will not give you a %Complete, it
will give you "Late", "On Schedule" or "Future Task". A task is on schedule
if the %Complete line on the Gantt Chart passes through 12:01 AM on the day
before the status date, tasks that are ahead of schedule are listed as on
schedule.

Second, add a progress line (Tools/Tracking/Progress Line...) and show it at
the status date. If the line shows snaking to the left of the status date
those items are behind. Snaking to the right shows ahead of schedule. The
ideal case is a nice vertical line....

A third choice is a Grid Line (Format/Gridlines...). This allows you to
display a vertical line through the status date. Use your eyes to visually
inspect progress lines that should be touching up to this line. We use this
in conjunction with the status column.

Those are your best options. Now to answer your question. You need to copy
your %Complete (actual) over to a spare column such as Text1 so it can be
saved. Then, Tools./Tracking/Update Project and select the top choice and
"entire project" at the bottom. The date picker will default to the status
date - change it if you want to. This will display the desired %Complete,
but you just changed all your %Completes to incorrect values. So, you can
copy those values over to a second spare text column (Text2)... then make
sure to copy your original %complete back from Text1 into the %Complete
column.
--
If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project

 

[Bernard]

Thanks Jim. I have used 3 of the 4 four sugggestions before including the
Tools/Tracking/Update Project. I was hoping though to have a ready
indicator of progress to communicate to team members what % they have
complete versus what % they should have complete, and importantly how much
catching up they have to do. I would rather this be an ongoing indicator
rather recalculating using the Update Project function.

Bernard.

 

[John]

Thanks Jim. I have used 3 of the 4 four sugggestions before including the
Tools/Tracking/Update Project. I was hoping though to have a ready
indicator of progress to communicate to team members what % they have
complete versus what % they should have complete, and importantly how much
catching up they have to do. I would rather this be an ongoing indicator
rather recalculating using the Update Project function.

Bernard.

Bernard,
Pardon me for popping in. All of Jim's suggestions are excellent and I
will add a couple more.

First, have you considered using earned value metrics? Earned value is
explicitly structured to show the progress of tasks with respect to
where they should be at any particular time. For more information, read
the Project help file on earned value.

Second, you can get what you want by customizing one or more fields with
formulas. Assuming you set a baseline, you could calculate the
"expected" percent complete by dividing the duration time from the
baseline start to the status date and dividing by the baseline duration.
Convert it to a percent if you wish and then compare that to the entered
value in the % Complete field.

However, let me stress one thing. Percent complete is duration based and
duration doesn't accomplish anything (except to heal wounds). The real
measure of progress is the amount of effort (work) complete. Effort does
accomplish something, normally.

John
Project MVP

 

[Jim Aksel]

Thanks for the additional input, lots of choices available.
Within the Earned Value, examine Schedule Performance Index (SPI) which is a
valuable column. It assumes costed resources are loaded and a valid basline.

So, if SPI=0.94 you are 1-0.94= 6% behind schedule. SPI=1.13 means 13%
ahead. This value will also be "polluted" by schedule slips --- please see
below.

John, on your formula, I might suggest one additional tweak. Comparison of
baseline dates to the current status date may produce unexpected results.
For instance, if a task starts late due to unepxected circumstances, then
the baseline calculation will be demanding a higher %Complete than might be
obtainable if the baseline start date is used. It would not be fair to
penalize the task owner demanding a high %Complete if late predecessors cause
a late start.

In this case, I suggest use of [StatusDate-StartDate]/[Finish date-start
date].

So, either method will work fine --- as long as everyone understands the
rules. John's method places pressure on the task owner to recover schedule
(if possible) where Jim's method tends to accept the reality of late starts
while demanding the task owner honor their duration commitment.

Thanks for the enlightening discussion --- this is why I love this board.
--
If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project