% Complete Calculation

[SwapnaK]

Trying to understand how the Task % Complete given at the parent task gets distributed to subtasks under it. Is it based on duration, work, dates or anything else? Please hlep...!!!

On Mon, 5 May 2008 22:17:40 +0530, SwapnaK wrote:

> Trying to understand how the Task % Complete given at the parent task
> gets distributed to subtasks under it. Is it based on duration, work,
> dates or anything else? Please hlep...!!!

Actually, it doesn't. It's the other way around. The % completes of the
subtasks determine the % complete of the summary line, based on actual
hours worked over total hours for all subtasks.
Keep in mind, % Complete is a very poor way to input task progress. Actual
hrs worked and remaining hrs give much better results.
Hope that helps in your world.

Yes, everything about the tasks rolls up to the summary, not the other way
round.
A task need not have any resource, work or cost associated with it, which
just leaves duration to be tracked, and it can be.
% Complete is about duration only.

Tracking is not a matter of a choice between duration, work and cost.
There is no distinction between them as to which is a "poor" or "better" way
to track and measure progress.
Using % of whichever, though is second rate, and unnecessary, compared to
using the actual and remaining and allowing MSP to calculate % for you.

Suppose the task is "lay some bricks".
This task will have a duration, work and material type resources assigned
and costs arising from bot the resource costs and the task's fixed cost
(which is a cost which is independent of the resources, if any).
That means there are 4 things to track and they are each more or less
independent of the others:

Bricks,
Duration,
Work,
Cost

At any given status date, each of the 4 will have an actual and a remaining,
a total and a %, and the total and % can be derived from the actual and the
remaining.
So this is possible, even likely:

Bricks, 50%
Duration, 60%
Work, 40%
Cost, 55%

"Progress" is a mixed picture, not one number.

Trevor RabeyTrevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
www.perfectproject.com.au
"salgud" <spamboy6547@comcast.net> wrote in message
news:1p0l59l5olptn.11fhfr4oytyn5.dlg@40tude.net...
> On Mon, 5 May 2008 22:17:40 +0530, SwapnaK wrote:
>
>> Trying to understand how the Task % Complete given at the parent task
>> gets distributed to subtasks under it. Is it based on duration, work,
>> dates or anything else? Please hlep...!!!
>
> Actually, it doesn't. It's the other way around. The % completes of the
> subtasks determine the % complete of the summary line, based on actual
> hours worked over total hours for all subtasks.
> Keep in mind, % Complete is a very poor way to input task progress. Actual
> hrs worked and remaining hrs give much better results.
> Hope that helps in your world.

[SwapnaK]

Thank You.

But in Microsoft Project it allows me to enter % Complete at the summary task level and then it distributes the % Complete to it's subtasks. For eg...if I have a Summary Task of Skill Management and I have subtasks under it as follows:

• Skill Management

• Add
• Edit
• View
• Delete
• Search

For me it makes sense to list out all the subtasks so the developer knows what is needed to be done. But when it comes to submitting the status the developer may want to report % Complete at the Summary Task level. MPP allows that and then it distributes the status to it's subtasks. However I am not understanding the way it's distributing. Is there any algorithm or method? Any help in this regard is greatly appreciated.

I agree with Trevor, using % complete to track progress is a very low
accuracy method. If a task with 10h of work is 50% complete did it start on
time? did it take 5h to do 50% or 8? is there 5h to go or 8? Actual start,
and actual work and remaining work or actual Duration and remaining duration
are much better. Recording actual hours each day is better again.

--

Rod Gill
Microsoft MVP for Project

Author of the only book on Project VBA, see:
http://www.projectvbabook.com



"SwapnaK" <SwapnaK.38z6nd@DoNotSpam.com> wrote in message
news:SwapnaK.38z6nd@DoNotSpam.com...
>
> Thank You.
>
> But in Microsoft Project it allows me to enter % Complete at the
> summary task level and then it distributes the % Complete to it's
> subtasks. For eg...if I have a Summary Task of Skill Management and I
> have subtasks under it as follows:
>
>
> - Skill Management
>
> - Add
> - Edit
> - View
> - Delete
> - Search
>
> For me it makes sense to list out all the subtasks so the developer
> knows what is needed to be done. But when it comes to submitting the
> status the developer may want to report % Complete at the Summary Task
> level. MPP allows that and then it distributes the status to it's
> subtasks. However I am not understanding the way it's distributing. Is
> there any algorithm or method? Any help in this regard is greatly
> appreciated.
>
>
> --
> SwapnaK
> ------------------------------------------------------------------------
> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
> View this thread: % Complete Calculation
>
> http://forums.techarena.in
>

% Complete only deals with durations, by definition. It is strictly a
measure of the passage of time and is not an indication of the amount of
work performed or progress on the deliverable to be produced. As others
have pointed out, the summary % complete is normally computed upwards from
posted actual durations of the subtasks, not the other way around. You can
measure the number of days work has taken place on an observable activity
versus the number of days the work is expected to last but you can't
estimate the % Complete on a summary task because it literally does not
exist as an observable, measurable activity. It is a composite of a number
of different activities grouped together for reporting purposes, nothing
more. The summary percent complete is calculated by taking the total of the
actual durations worked on all of the subtasks and dividing that sum by
total durations of all the subtasks. The resulting percentage, in turn, is
multiplied by the duration of the summary task to compute an effective
actual duration of the summary. This actual duration is subtracted from the
summary total duration to come up with a summary remaining duration. That
remaining duration is subtracted from the summary end date to provide a
final effective "worked through" date for the summary task.

In P2007, when you enter a % Complete directly for a summary task it
reverses that logic. Takes your input % Complete, subtracts it from 100 to
calculate the % Remaining, subtracts that from the finish date to result in
an effective worked through date. It then uses that date to set a
completed-through date for each of the subtasks. If they're scheduled to
finish before that date, they're 100% complete. If they're in-progress on
that date, they're whatever percent complete that date represents. If
they're not yet scheduled to start, they're 0% Complete.

Hope this helps


--
Steve House [Project MVP]
MS Project Trainer & Consultant
Visit http://project.mvps.org/faqs.htm for the FAQs


"SwapnaK" <SwapnaK.38z6nd@DoNotSpam.com> wrote in message
news:SwapnaK.38z6nd@DoNotSpam.com...
>
> Thank You.
>
> But in Microsoft Project it allows me to enter % Complete at the
> summary task level and then it distributes the % Complete to it's
> subtasks. For eg...if I have a Summary Task of Skill Management and I
> have subtasks under it as follows:
>
>
> - Skill Management
>
> - Add
> - Edit
> - View
> - Delete
> - Search
>
> For me it makes sense to list out all the subtasks so the developer
> knows what is needed to be done. But when it comes to submitting the
> status the developer may want to report % Complete at the Summary Task
> level. MPP allows that and then it distributes the status to it's
> subtasks. However I am not understanding the way it's distributing. Is
> there any algorithm or method? Any help in this regard is greatly
> appreciated.
>
>
> --
> SwapnaK
> ------------------------------------------------------------------------
> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
> View this thread: % Complete Calculation
>
> http://forums.techarena.in
>

[SwapnaK]

Hi Steve, Thank you. That was helpful.

Task 6 days Wed 5/7/08 Wed 5/14/08 50%
1 6 days Wed 5/7/08 Wed 5/14/08 45%
1.1 2 days Wed 5/7/08 Thu 5/8/08 100%
1.2 3 days Thu 5/8/08 Mon 5/12/08 47%
1.3 4 days Fri 5/9/08 Wed 5/14/08 10%
1.4 5 days Thu 5/8/08 Wed 5/14/08 28%
1.5 3 days Wed 5/7/08 Fri 5/9/08 81%
2 5 days Wed 5/7/08 Tue 5/13/08 60%
2.1 3 days Wed 5/7/08 Fri 5/9/08 81%
2.2 5 days Wed 5/7/08 Tue 5/13/08 48%

Above one is my project data. I have reported 50% at the Summary task level. Here is my understanding from your explanation.

Project is 50% complete. Duration is 6 days. So I will take remaining 50% progress and calculate the completed-through date, which is 5/9/2008. So all tasks that end before that will have 100% status. That explains me the status of the first subtask i.e., 1.1. However not sure about the calculation of the remaining tasks. Can you please shed some light on the point 'If they're in-progress on that date, they're whatever percent complete that date represents.'

Thank you in advance.

We have a task that began Monday at 8am and is expected to take 5 days to
finish Friday at 5pm. It is now Wednesday at 5pm and we have worked as
planned and it appears that we really will finish on-schedule. By
definition the task is 60% complete. But if it's Wed at 5pm and it looks
like we won't really finish until Monday at 5, the task is only 50% complete
(3 days past out of now 6 days required to finish).

--
Steve House [Project MVP]
MS Project Trainer & Consultant
Visit http://www.mvps.org/project/faqs.htm for the FAQs
MS MVP


"SwapnaK" <SwapnaK.391krf@DoNotSpam.com> wrote in message
news:SwapnaK.391krf@DoNotSpam.com...
>
> Hi Steve, Thank you. That was helpful.
>
> TASK 6 DAYS WED 5/7/08 WED 5/14/08 50%
> *1 6 days Wed 5/7/08 Wed 5/14/08 45%*
> 1.1 2 days Wed 5/7/08 Thu 5/8/08 100%
> 1.2 3 days Thu 5/8/08 Mon 5/12/08 47%
> 1.3 4 days Fri 5/9/08 Wed 5/14/08 10%
> 1.4 5 days Thu 5/8/08 Wed 5/14/08 28%
> 1.5 3 days Wed 5/7/08 Fri 5/9/08 81%
> *2 5 days Wed 5/7/08 Tue 5/13/08 60%*
> 2.1 3 days Wed 5/7/08 Fri 5/9/08 81%
> 2.2 5 days Wed 5/7/08 Tue 5/13/08 48%
>
> Above one is my project data. I have reported 50% at the Summary task
> level. Here is my understanding from your explanation.
>
> Project is 50% complete. Duration is 6 days. So I will take remaining
> 50% progress and calculate the completed-through date, which is
> 5/9/2008. So all tasks that end before that will have 100% status. That
> explains me the status of the first subtask i.e., 1.1. However not sure
> about the calculation of the remaining tasks. Can you please shed some
> light on the point 'If they're in-progress on that date, they're
> whatever percent complete that date represents.'
>
> Thank you in advance.
>
>
> --
> SwapnaK
> ------------------------------------------------------------------------
> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
> View this thread: % Complete Calculation
>
> http://forums.techarena.in
>

[SwapnaK]

Steve,

Somehow I am confused. Would you mind explaining the % Calculation of the Task 1.2 please?

I'll give it a shot but first what are the links between the tasks?

"SwapnaK" <SwapnaK.393cne@DoNotSpam.com> wrote in message
news:SwapnaK.393cne@DoNotSpam.com...
>
> Steve,
>
> Somehow I am confused. Would you mind explaining the % Calculation of
> the Task 1.2 please?
>
>
> --
> SwapnaK
> ------------------------------------------------------------------------
> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
> View this thread: % Complete Calculation
>
> http://forums.techarena.in
>

Steve,
For this example, we don't need the links because he gives us the start
dates and they'll do as snet constraints just for getting the bars to be in
the right place.
Apart from the fact that putting 50% Complete into the main summary and
allowing MSP to distribute it downwards to the lower level summaries and
thence to the tasks is so wrong way round that no one would ever do it, it
is still interesting. Summaries 1 and 2 get 45% and 47% for a start.
I tried to reverse engineer the numbers and gave up, for the moment.

Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
www.perfectproject.com.au
"Steve House [MVP]" <sjhouse at hotmail dot com> wrote in message
news:e690skSsIHA.5580@TK2MSFTNGP04.phx.gbl...
> I'll give it a shot but first what are the links between the tasks?
>
> "SwapnaK" <SwapnaK.393cne@DoNotSpam.com> wrote in message
> news:SwapnaK.393cne@DoNotSpam.com...
>>
>> Steve,
>>
>> Somehow I am confused. Would you mind explaining the % Calculation of
>> the Task 1.2 please?
>>
>>
>> --
>> SwapnaK
>> ------------------------------------------------------------------------
>> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
>> View this thread: % Complete Calculation
>>
>> http://forums.techarena.in
>>
>

[SwapnaK]

Hi Steve,

No links as of now between tasks. BTW, does linking change Status Calculation as well? If yes, probably once i am clear on this, I might request again for explaining that scenario as well. :-).

Originally Posted by Trevor Rabey

Steve,
For this example, we don't need the links because he gives us the start
dates and they'll do as snet constraints just for getting the bars to be in
the right place.
Apart from the fact that putting 50% Complete into the main summary and
allowing MSP to distribute it downwards to the lower level summaries and
thence to the tasks is so wrong way round that no one would ever do it, it
is still interesting. Summaries 1 and 2 get 45% and 47% for a start.
I tried to reverse engineer the numbers and gave up, for the moment.

Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
www.perfectproject.com.au
"Steve House [MVP]" <sjhouse at hotmail dot com> wrote in message
news:e690skSsIHA.5580@TK2MSFTNGP04.phx.gbl...
> I'll give it a shot but first what are the links between the tasks?
>
> "SwapnaK" <SwapnaK.393cne@DoNotSpam.com> wrote in message
> news:SwapnaK.393cne@DoNotSpam.com...
>>
>> Steve,
>>
>> Somehow I am confused. Would you mind explaining the % Calculation of
>> the Task 1.2 please?
>>
>>
>> --
>> SwapnaK
>> ------------------------------------------------------------------------
>> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
>> View this thread: % Complete Calculation
>>
>> http://forums.techarena.in
>>
>

You need to see the Tracking Table, with Actual Duration and Remaining Duration

TASK (SUMMARY) Wed 07/05/08 08:00 NA 50% 3d 3d

1 (SUMMARY) Wed 07/05/08 08:00 NA 45% 2.71d 3.29d

1.1 Wed 07/05/08 08:00 Thu 08/05/08 17:00 100% 2d 0d

1.2 Thu 08/05/08 08:00 NA 47% 1.42d 1.58d

1.3 Fri 09/05/08 08:00 NA 10% 0.42d 3.58d

1.4 Thu 08/05/08 08:00 NA 28% 1.42d 3.58d

1.5 Wed 07/05/08 08:00 NA 81% 2.42d 0.58d

2 (SUMMARY) Wed 07/05/08 08:00 NA 60% 3.02d 1.98d

2.1 Wed 07/05/08 08:00 NA 81% 2.42d 0.58d

2.2 Wed 07/05/08 08:00 NA 48% 2.42d 2.58d


Trevor RabeyTrevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING www.perfectproject.com.au
"Trevor Rabey" <trabey@nospam.westnet.com.au> wrote in message news:ItSdnSHAuJZeMr7VnZ2dnUVZ_uednZ2d@westnet.com. au...
> Steve,
> For this example, we don't need the links because he gives us the start
> dates and they'll do as snet constraints just for getting the bars to be in
> the right place.
> Apart from the fact that putting 50% Complete into the main summary and
> allowing MSP to distribute it downwards to the lower level summaries and
> thence to the tasks is so wrong way round that no one would ever do it, it
> is still interesting. Summaries 1 and 2 get 45% and 47% for a start.
> I tried to reverse engineer the numbers and gave up, for the moment.
>
> Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
> www.perfectproject.com.au
> "Steve House [MVP]" <sjhouse at hotmail dot com> wrote in message
> news:e690skSsIHA.5580@TK2MSFTNGP04.phx.gbl...
>> I'll give it a shot but first what are the links between the tasks?
>>
>> "SwapnaK" <SwapnaK.393cne@DoNotSpam.com> wrote in message
>> news:SwapnaK.393cne@DoNotSpam.com...
>>>
>>> Steve,
>>>
>>> Somehow I am confused. Would you mind explaining the % Calculation of
>>> the Task 1.2 please?
>>>
>>>
>>> --
>>> SwapnaK
>>> ------------------------------------------------------------------------
>>> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
>>> View this thread: % Complete Calculation
>>>
>>> http://forums.techarena.in
>>>
>>
>
>

[SwapnaK]

Hi Trevor,

How did we arrive at .42 d calculation for each task? I think if I can understand that my doubt will be cleared.

Thanx in advance.

Originally Posted by Trevor Rabey

You need to see the Tracking Table, with Actual Duration and Remaining Duration

TASK (SUMMARY) Wed 07/05/08 08:00 NA 50% 3d 3d

1 (SUMMARY) Wed 07/05/08 08:00 NA 45% 2.71d 3.29d

1.1 Wed 07/05/08 08:00 Thu 08/05/08 17:00 100% 2d 0d

1.2 Thu 08/05/08 08:00 NA 47% 1.42d 1.58d

1.3 Fri 09/05/08 08:00 NA 10% 0.42d 3.58d

1.4 Thu 08/05/08 08:00 NA 28% 1.42d 3.58d

1.5 Wed 07/05/08 08:00 NA 81% 2.42d 0.58d

2 (SUMMARY) Wed 07/05/08 08:00 NA 60% 3.02d 1.98d

2.1 Wed 07/05/08 08:00 NA 81% 2.42d 0.58d

2.2 Wed 07/05/08 08:00 NA 48% 2.42d 2.58d


Trevor RabeyTrevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING www.perfectproject.com.au
"Trevor Rabey" <trabey@nospam.westnet.com.au> wrote in message news:ItSdnSHAuJZeMr7VnZ2dnUVZ_uednZ2d@westnet.com. au...
> Steve,
> For this example, we don't need the links because he gives us the start
> dates and they'll do as snet constraints just for getting the bars to be in
> the right place.
> Apart from the fact that putting 50% Complete into the main summary and
> allowing MSP to distribute it downwards to the lower level summaries and
> thence to the tasks is so wrong way round that no one would ever do it, it
> is still interesting. Summaries 1 and 2 get 45% and 47% for a start.
> I tried to reverse engineer the numbers and gave up, for the moment.
>
> Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
> www.perfectproject.com.au
> "Steve House [MVP]" <sjhouse at hotmail dot com> wrote in message
> news:e690skSsIHA.5580@TK2MSFTNGP04.phx.gbl...
>> I'll give it a shot but first what are the links between the tasks?
>>
>> "SwapnaK" <SwapnaK.393cne@DoNotSpam.com> wrote in message
>> news:SwapnaK.393cne@DoNotSpam.com...
>>>
>>> Steve,
>>>
>>> Somehow I am confused. Would you mind explaining the % Calculation of
>>> the Task 1.2 please?
>>>
>>>
>>> --
>>> SwapnaK
>>> ------------------------------------------------------------------------
>>> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
>>> View this thread: % Complete Calculation
>>>
>>> http://forums.techarena.in
>>>
>>
>
>

It is easier to start at the top and go down.
50% at the summary gets distributed as 45% to 1 and 60% to 2, then so on
down to the tasks.
I am waiting for Steve's answer.

You should not be concerned about this because it is completely wrong to
start at the top anyway in real practice.
It is just an interesting puzzle with no real practical significance.

Trevor RabeyTrevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
www.perfectproject.com.au
"SwapnaK" <SwapnaK.39alre@DoNotSpam.com> wrote in message
news:SwapnaK.39alre@DoNotSpam.com...
>
> Hi Trevor,
>
> How did we arrive at .42 d calculation for each task? I think if I can
> understand that my doubt will be cleared.
>
> Thanx in advance.
>
>
> Trevor Rabey;3721890 Wrote:
>> You need to see the Tracking Table, with Actual Duration and Remaining
>> Duration
>>
>> TASK (SUMMARY) Wed 07/05/08 08:00 NA 50% 3d 3d
>>
>> 1 (SUMMARY) Wed 07/05/08 08:00 NA 45% 2.71d 3.29d
>>
>> 1.1 Wed 07/05/08 08:00 Thu 08/05/08 17:00 100% 2d 0d
>>
>> 1.2 Thu 08/05/08 08:00 NA 47% 1.42d 1.58d
>>
>> 1.3 Fri 09/05/08 08:00 NA 10% 0.42d 3.58d
>>
>> 1.4 Thu 08/05/08 08:00 NA 28% 1.42d 3.58d
>>
>> 1.5 Wed 07/05/08 08:00 NA 81% 2.42d 0.58d
>>
>> 2 (SUMMARY) Wed 07/05/08 08:00 NA 60% 3.02d 1.98d
>>
>> 2.1 Wed 07/05/08 08:00 NA 81% 2.42d 0.58d
>>
>> 2.2 Wed 07/05/08 08:00 NA 48% 2.42d 2.58d
>>
>>
>> Trevor RabeyTrevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT
>> PLANNING www.perfectproject.com.au
>> "Trevor Rabey" <trabey@nospam.westnet.com.au> wrote in message
>> news:ItSdnSHAuJZeMr7VnZ2dnUVZ_uednZ2d@westnet.com. au...
>> > Steve,
>> > For this example, we don't need the links because he gives us the
>> start
>> > dates and they'll do as snet constraints just for getting the bars to
>> be in
>> > the right place.
>> > Apart from the fact that putting 50% Complete into the main summary
>> and
>> > allowing MSP to distribute it downwards to the lower level summaries
>> and
>> > thence to the tasks is so wrong way round that no one would ever do
>> it, it
>> > is still interesting. Summaries 1 and 2 get 45% and 47% for a start.
>> > I tried to reverse engineer the numbers and gave up, for the moment.
>> >
>> > Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
>> > www.perfectproject.com.au
>> > "Steve House [MVP]" <sjhouse at hotmail dot com> wrote in message
>> > news:e690skSsIHA.5580@TK2MSFTNGP04.phx.gbl...
>> >> I'll give it a shot but first what are the links between the tasks?
>> >>
>> >> "SwapnaK" <SwapnaK.393cne@DoNotSpam.com> wrote in message
>> >> news:SwapnaK.393cne@DoNotSpam.com...
>> >>>
>> >>> Steve,
>> >>>
>> >>> Somehow I am confused. Would you mind explaining the % Calculation
>> of
>> >>> the Task 1.2 please?
>> >>>
>> >>>
>> >>> --
>> >>> SwapnaK
>> >>>
>> ------------------------------------------------------------------------
>> >>> SwapnaK's Profile:
>> http://forums.techarena.in/members/48275.htm
>> >>> View this thread:
>> % Complete Calculation
>> >>>
>> >>> http://forums.techarena.in
>> >>>
>> >>
>> >
>> >
>
>
> --
> SwapnaK
> ------------------------------------------------------------------------
> SwapnaK's Profile: http://forums.techarena.in/members/48275.htm
> View this thread: % Complete Calculation
>
> http://forums.techarena.in
>