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MS Project Planned Percentage Complete Vs Actual Percentage complete - Updated Improved version - YouTube
Channel: Niks Projects
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so when I created the original video
five years ago I got a lot of feedback
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that the screen recording was not clear
enough for people to understand
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so anyway today's video is a recreation
of that older video hopefully this time
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the screen recording is clear because
I'm using a different software and also I was
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getting a lot of comments can can you
show this in MS Project 2016
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some people have comments that the
formula was giving error I received a
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lot of feedback that the formula did not
work at the summary task level so I'm gonna
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show it today so nothing changed from a
formula or step perspective I'm gonna
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show it today so you guys can follow
along with me and understand what
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exactly you need to know so I'm just
gonna create a new simple project let's
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open a blank project we will set the
project start date today's first so let
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me go back to him Monday 22nd will
create a two week project starting
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October 22nd and the current date is
said so that's set under the project
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information section we call it a two
week project week one we have day one
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day two day three day four day five so
I'm just gonna copy for the second week
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and paste it and we call the second week
as week two all this is part of the
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two-week project so on the task I'm
gonna intend it and then the first five
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days goes under week 1 and the second
five days goes under b2
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all this has one day duration so I'm
just gonna select all that go to
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information and say duration is one day
I'm also gonna link all this tasks so
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click on the link so it's sequential II
followed one after another so that is
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just to keep things simple and now we
have the basic project structure so
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before we go into next projects and copy
the formula one thing to ensure is that
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you have baselined the project so I'm
gonna go to project and set baseline
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this is very critical because all the
calculations are done based on the
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baseline dates so just make sure you
baseline the project because I'm just
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gonna exactly mimic what you guys are
gonna do copy pasting the formula right
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I just want to show that the formula
works whether it's MS Project 2010 2013
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or 2016 it's all the same I have not
changed anything and I just wanna show
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you a series so that you guys can follow
along I think the previous video was not
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clear enough from a screen capture
perspective so I'm not going to explain
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the details put in here I'm just gonna
make it faster copy paste the formula
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and as I do I'm gonna explain you all
these things so how to do it and the
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formula so in order to do it you need to
basically create a new column number as
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the format and call it as duration in
days and then I'm just gonna copy paste
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this
copy go to the project and then we said
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we want a new column called number I'm
gonna right-click click on custom fields
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rename they said we wanna call it as
duration in days and click on formula
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radio button and then just copy paste
the formula and click OK click OK and
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then ok so we just completed the step
one right so you know whatever you are
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seeing interation in days should match
to what you have here because if you
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change this to two days it should
automatically change to two and the
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summary also should show six instead of
zero so I'm gonna change it back to one
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the reason it did not change is because
we did not apply the formula for the
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summary task so you can't go back to
custom fields and then we did the
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formula but then you have to ensure that
you are using the formula for the
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summary rows so click on use formula and
then click OK now you can see the
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summary tasks also has the formula
applied so it matches to the duration on
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the MS Project so duration minimis
project is stored as in minutes even
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though displays here as days it is
actually stored in minutes and that's
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the reason why we have to copy paste the
formula and convert into days so this is
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the formula to convert the duration
which is told natively in minutes into
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days so that's all what this step is now
if you go back to the website the step
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two is to calculate the elapsed
so again we are to insert a new number
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to column call it elapsed days and
copy/paste this formula so this is where
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most of you were getting error as I get
a lot of feedback that this formula is
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not working so just watch carefully here
and you can see what error I'm getting
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and how you can resolve it so I'm gonna
copy the formula and we'll select a new
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column for number two and rename it as
elapsed days so go to the MS project
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right click number insert a new number
column I'm gonna go to custom fields
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rename it as elapsed days click OK and
then come to formula click the formula
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button just paste it and click OK
so here I also got the error that the
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formula has some issue so click OK and
what it does is it's not the error in
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the syntax but for some reason you just
have to retype in a way where the error
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is highlighted so click on dad just
retype the same thing click OK and it
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works and click OK now here is where you
see error right so the reason you're
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seeing error is now it is calculating
the elapsed days and it doesn't have a
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reference it doesn't know what is my
reference point so what I mean by that
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is if you go to project information you
have to set the status date so by
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default it's not applicable so just
choose today's date so today is November
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1st for me
being on that click okay now you see the
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elapsed days column is showing up again
it's not working at the summary tasks
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level so again right-click go to custom
fields and under the summary summary
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rows option use formula and that should
take care of it so what it is doing is
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it is comparing your baseline date and
calculating how many days is already
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over right so today's November first so
it's it's stating that we have completed
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nine days of the project because it's
November 1st and it's gonna end on 2nd
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so as per the plan dates we already
consumed nine days so that's what this
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column is now we are done with if we are
done with the second step right so at
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any point you can go back and say ok let
me calculate the elapsed days as off
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let's say October 23rd it should be only
two days right so you click on the
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status date and you say it's today's
October 23rd you see the elapsed days is
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going back to two days so that's how it
is calculating the elapsed tapes based
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on the status date so just make sure
that you are setting the status they
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tried to have the calculations correctly
now going back to website for the final
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step which is step number three not the
final step so here we are actually
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calculating the planned percentage
complete so again the formula is simple
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number two divided by number one insert
a new column called number three just
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rename it go to custom fields rename
planned percentage okay
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click the formula radio button click
formula and say you can copy paste by
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the way I'm just gonna type number two
divided by number one okay and then
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apply to summary row okay and now you
have the planned percentage complete so
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it saying it's ninety percent complete
the actual percentage may not be ninety
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but this is what we are calculating
right if we would have followed the plan
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baseline dates what person date should
the project be in at certain date now
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the next and last final step is just to
format this into a percentage type of
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field so it has to be a text so I'm
gonna click that again coming back to
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the web side it said text we are calling
it as planned percentage complete and
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then copy paste the formula copy and
then go here and then paste it right
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click custom fields formula and then
paste it okay okay again it's showing me
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an error so you just have to delete that
portion and retype the same thing
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there's nothing wrong with the formula
for some reason it doesn't take any copy
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paste so just retype it and say use
formula for summary rows and click OK
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and there you have it so once you have
this you can always rename it what did
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we call in here as planned percentage
complete just copy that and right click
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custom fields
renamed paste okay okay
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so this is what we were calculating
manually right and the the column that
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is available in Emma's project is the
percentage complete so you go back to
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let's say this is as soft 23rd right you
go back to the project information click
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on the status date and let's say as of
23rd October 23rd ideally we should have
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completed 40% but we have only finished
34% so we are running behind but there
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could be chances that some let's say
this did not had any dependency on you
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know number 7 and let's say he finished
this 100% right so if you look at the
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overall percentage for the project as of
23rd you were only planned to finish 20%
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so we actually finished 27 percent right
so that's where you can see the actual
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value even though from a date
perspective it may not be aligning to
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what your complete versus what your
planned but at the overall project
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perspective you are actually ahead of
schedule because you have completed some
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tasks that are not scheduled to start
until certain date right so so just
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wanted to show this example once you
have this column defined you can right
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click and hide all this so you have this
planned percentage versus actual
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percentage complete so at any point of
time you can compare what was what was
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supposed to be the percentage complete
if you would have followed the planned
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dates against the actual percentage
complete so I hope this helped you guys
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and if you like this video give me a
thumbs up and consider subscribing to
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this channel for more videos like this
all right take care guys
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