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Calculating Project and Task % Complete

PPM Pro supports several approaches for calculating a project's progress or % complete. Organizations that track time and schedule tasks can take advantage of the default approach, which calculates % Complete by dividing actual hours (captured from timesheet data) by the sum of actual hours and hours to complete (HTC). However, other organizations might like to measure project % complete in other ways for a variety of reasons, such as:

  • they do not use timesheets
  • they have few tasks defined
  • they consider some tasks more impactful towards project % complete than others

There are four methods to choose from for calculating % complete:

Active tasks only are included in % complete calculations. You can switch between methods as needed; fields will be enabled/disabled or given default values as needed. 

Note: The legacy Manual % Complete field, which is a read-only field that simply contains an imported MSP % Complete value, is being deprecated and removed.

Importing

When you import a project, you must include a value for the % Complete Method field. Valid values are:
0 = Timesheet Actuals
1 = Task Manual
2 = Task Manual (Weighted)
4 = Number Of Tasks Complete 

Importing Tasks from MSP

If you import from MSP and you want to use the % Complete values, use one of the manual entry methods, either Task Manual or Task Manual (Weighted). Note that the data is always captured, but only used when you choose one of the manual methods. Also note that the import takes the MSP leaf level task % complete values and then calculates the parent values according to the selected PPM Pro % complete method.

Setup

Use SSA to add the % Complete Method field to the project Settings section. It will default to the original Timesheet Actuals method, which is useful for users who are currently doing time entry - the calculations will still be displayed in the % Complete field you are already using. For users who are not doing time entry and therefore previously not using the % Complete field, you can go ahead and add the field and then decide which of the new methods you want to use. (Note that this setting is not related to the % Complete Field used in Gantt charts to simulate progress bars. That setting uses % fields, not % Complete calculation methods.)

Users with the appropriate permission (can edit Settings section) can configure the method (as long as it is shown and editable).

  • If you want all new projects/categories in your organization to always use a specific % complete method, you can configure the field on the Available Fields page with a default, read-only value.
  • If you want different project categories to use different methods, you can set the default on the Details page for each category. If your organization does not want to include a % Complete field in your projects, don't add it to your UI. 
  • If you want project creators to be able to set the % Complete Method on project creation, you can configure the field as "Show on New" = "Yes".

For the methods that require manual entry, add the % Complete Field to your task Details. If you think you'll use the Task Manual (Weighted) method, then you must also add the Relative Weight field - both are shown below:

Note that you can display the Relative Weight field on task Details regardless of whether you are using the Task Manual (Weighted) method - the field simply becomes non-editable if another method is selected. It's nice to have the field available if you decide to use that method on the fly.

Each method is described below.

Timesheet Actuals

As mentioned above, this is the "original" % complete method, and useful for organizations that track time. Even if you do not have the % Complete Method or any % Complete fields configured on your task or project views, this calculation is always available for reporting. You are not required to use the % Complete Methods field if you want to continue using the Timesheet Actuals method to calculate % complete, however, you can add this field to your Settings screen, for example, and select Timesheet Actuals.  The % Complete fields, if you use them, will display a read-only value that is calculated as follows:

Actual Hrs/(Actual Hrs + HTC)

If no actual hours have been logged to a task, then the value of % Complete = 0. Note that when you enter a Complete Date, the % Complete will reflect 100%, regardless of the actuals and HTC values on the task's Scheduling tab.

Task Manual

This method is provided for organizations that don't schedule resources to tasks or don't capture timesheet data, and want to manually enter % Complete values at the task leaf level. Note that if you import tasks from MSP, including % Complete values, use this method to map the leaf-level MSP values into the corresponding PPM Pro % Complete fields. 

The Task Manual method allows you to enter a % complete value at each leaf task level. The values will roll up to higher level tasks, and will ultimately populate the Project % Complete field with a value that reflects the progress of the project. Starting with the lowest task leaf that has a task % Complete value manually entered, all higher levels become rolled up/calculated task % complete values. These higher-level task rollups (immediate child tasks only), and the project complete rollup value, are calculated as follows: 

Note that this calculation applies to immediate child tasks only.

The following screenshot displays a set of tasks for a project that uses Task Manual. Notice that subtask a was given a Complete Date, so the %100 automatically shows 100%. Subtask b was manually set to 100%, and there is not yet a complete date.

Task Manual (Weighted)

This method is provided for organizations that don't schedule resources to tasks or don't capture timesheet data, and have tasks that contribute differently to overall project % complete. Note that if you import tasks from MSP, including % Complete values, you can use this method to map the leaf-level MSP values into the corresponding PPM Pro % Complete fields. 

The Task Manual (Weighted) method allows you to enter both a % complete value and a relative weight (whole numbers only) at the lowest task level. These values will roll up to higher level tasks, and will ultimately populate the % Project Complete field that reflects the progress of the project. When you use this method, remember to add the Relative Weight field to the task Details pane in SSA.

Note that if the Complete Date is set to 100% for a project or task, the project/task % Complete field will be set to 100%. If a Complete Date was set and is then removed, the % Complete field will be set to 0%.

The relative weight rollup for higher-level tasks is across immediate child tasks only, as follows:

The task (immediate child tasks only) and project-level % Complete rollups are calculated as follows:

The following screenshot displays a set of tasks for a project that uses Task Manual (Weighted). We added the Relative Weight field, because this value is required for this % Complete method's calculation.

Number of Tasks Complete

This method is provided for organizations that don't schedule resources to tasks or don't capture timesheet data, but want to simply evaluate the project's progress by having the system calculate the project % complete based on how many active tasks are completed without having to manually enter any values. Applies to active tasks only.

The Number of Tasks Complete method uses two read-only fields that display task % complete and project % complete. 

  • Leaf-level Task % Complete value is based on whether or not the task is completed (immediate child tasks only):
    • if a task does not have a Complete Date,  Task % Complete = 0%
    • if a task has a Complete Date, task % Complete = 100%
  • Summary/Parent Task/Project % Complete value is calculated as follows (immediate child tasks only):
    • (Total number of completed active tasks/total number of open active tasks) * 100
    • If there are no active tasks, project % Complete = 0%

Note that if the Complete Date is set for a project or task, the project/task % Complete field will be set to 100%. If a Complete Date was set and is then removed, the % Complete field will be set to 0%.

The task and project-level % Complete rollups are calculated as follows:

The following screenshot displays a set of tasks for a project that uses Number of Tasks Complete. Notice that all tasks with a Complete Date are 100%, all lower level tasks without a Complete Date are 0%, and all parent and higher level tasks use the equation above to determine the % Complete.

Screen Shot 2017-10-06 at 1.28.00 PM.png