Actual % Complete vs Schedule % Complete

 

 

When we manage a project, we would like to know whether our project is on schedule or far behind the agreed schedule.

 

How to determine if we are on schedule or behind schedule? The figures of Actual % Complete and the Schedule % Complete and their variance could give us a true picture of the situation.

Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia 

In this tutorial, will show you how to:

  • Create Schedule % Complete custom field
  • Create Variance custom field to compare between the Actual % Complete and Schedule % Complete
Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia

Note: Before you create those fields, you always need to remember to set the baseline of your project. Click at the Project tab, then select Set baseline, Set baseline. Click OK to set the baseline. Fail to do so will make your custom fields to hit #ERROR.

  1. Open your project file. Select the Gantt Chart view, then insert the % Complete column to the list.
  2. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  3. Select the Project tab > Custom Fields.
  4. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  5. Under the Type dropdown, select Number. Then rename the Number1 field to Schedule%. Then click at the Formula… button.
  6. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  7. Fill in the following formula. Click OK, OK.
  8. Note: The Schedule % Complete is calculated based on the task’s start date stored inside the Baseline (what you agreed to the project’s stakeholders), and the Project Status Date.

    Note: The ProjDateDiff function is the built-in function in Microsoft Project to calculate the day difference between two given dates, in terms of minutes of daily working hours. Therefore, you need to divide the result by 480 (8 hours x 60 minutes/hour).

    Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  9. Insert the Schedule% field to the Gantt Chart.
  10. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  11. Create the Number type custom field. Rename the Number2 field to Variance (%) +/-. Then click at the Formula… button.
  12. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  13. Fill in the following formula. Click OK, OK.
  14. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  15. Insert the Variance (%) +/- into the Gantt Chart.
  16. Note: the variance with negative value mean the task progress is far behind than the schedule assigned.

    Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
    You may insert the graphic indicator to the variance custom field.
  17. Create a Number type custom field with the name Variance Indicator. Then click at the Formula… button. Set the Variance Indicator = Variance custom field.
  18. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  19. Then click at the Graphical Indicators… button
  20. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  21. Fill in the following formula
  22. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
  23. Insert the Variance indicator column to the Gantt Chart.
  24. Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia

    Update the % complete value or the Project Status Date to see the changes
    Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
Extra: If your Project Status Date is greater than the Task Finish date, you may find that the Schedule% will hit the value that greater than 100%.
Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia

To set the max value for schedule % to 100%, refer to the formula below:
Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia
Ms Project Tutorial | Actual Percent Complete vs Schedule Percent Complete | Microsoft Project training in Melaka Puchong Selangor Malaysia


By Chee SK   | LinkedIn

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