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.


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

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. Select the Project tab > Custom Fields.

  3. Under the Type dropdown, select Number. Then rename the Number1 field to Schedule%. Then click at the Formula… button.

  4. Fill in the following formula. Click OK, OK.
  5. 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).

  6. Insert the Schedule% field to the Gantt Chart.

  7. Create the Number type custom field. Rename the Number2 field to Variance (%) +/-. Then click at the Formula… button.

  8. Fill in the following formula. Click OK, OK.

  9. Insert the Variance (%) +/- into the Gantt Chart.
  10. Note: the variance with negative value mean the task progress is far behind than the schedule assigned.

    You may insert the graphic indicator to the variance custom field.
  11. Create a Number type custom field with the name Variance Indicator. Then click at the Formula… button. Set the Variance Indicator = Variance custom field.

  12. Then click at the Graphical Indicators… button

  13. Fill in the following formula

  14. Insert the Variance indicator column to the Gantt Chart.

  15. Update the % complete value or the Project Status Date to see the changes

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%.

To set the max value for schedule % to 100%, refer to the formula below:

Click at the Following link to download the sample file.

By Chee SK   | LinkedIn

Cempaka Technology Sdn Bhd

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