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(Formula) % Planned Variance

This document provides instructions for calculating the percentage of work completed for tasks in a Microsoft Project plan. It describes 4 steps: 1) Calculating duration in days, 2) Calculating elapsed days based on start/status dates, 3) Calculating the planned percentage complete by dividing elapsed days by total duration, and 4) Formatting the percentage as text with a % sign. Formulas using IIf, ProjDateDiff and other MS Project functions are provided. The steps allow tracking project progress by percentage based on elapsed time compared to baseline estimates.

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HarithZakaria
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155 views4 pages

(Formula) % Planned Variance

This document provides instructions for calculating the percentage of work completed for tasks in a Microsoft Project plan. It describes 4 steps: 1) Calculating duration in days, 2) Calculating elapsed days based on start/status dates, 3) Calculating the planned percentage complete by dividing elapsed days by total duration, and 4) Formatting the percentage as text with a % sign. Formulas using IIf, ProjDateDiff and other MS Project functions are provided. The steps allow tracking project progress by percentage based on elapsed time compared to baseline estimates.

Uploaded by

HarithZakaria
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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%planned (number1)

IIf([Baseline Estimated Finish]<=[Status Date],1,IIf([Baseline Estimated Start]>[Status


Date],0,ProjDateDiff([Baseline Estimated Start],[Status Date])/ProjDateDiff([Baseline Estimated Start],
[Baseline Estimated Finish])))

Text (convertion)

Round([Number1]*100) & "%"

Baseline Duration Total (number2)

IIf([Duration]=0,0.01,ProjDateDiff([Baseline Estimated Start],[Baseline Estimated Finish])/60/8)

Baseline Days Completed (Number3)

IIf([Baseline Estimated Finish]<=[Status Date],[Baseline Duration]/60/8,IIf([Baseline Estimated


Start]>[Status Date],0,ProjDateDiff([Baseline Estimated Start],[Status Date])/60/8)).

Updated % Planned (Number4)

IIf([Baseline Estimated Finish]<=[Status Date],1,IIf([Baseline Estimated Start]>[Status Date],0,


[Number3]/[Number2]))
NIK’S PROJECT FOR %PLANNED

STEP 01: Calculate the duration in days.

MS Project stores the duration in minutes, so in order to use the duration in days in our
calculations create a customized number field and name it as “Duration in Days”.

How to do it: In MS Project, right click any column and select insert column. Then select field
name as ‘Number 1′ and assign title as “Duration in Days”. Then right click the newly inserted
column and select ‘Customize Fields’. On the custom attributes click on the radio button
‘Formula’ and type in the formula as below. In the next section click ‘Use Formula’ and then
click OK.

Formula: Val(ProjDurConv(Duration, pjdays))

Syntax: ProjDurConv( expression, durationunits )

Formula Explanation: ProjDurConv is an available function in MS Project to convert the


duration in to Days(pjdays) or Hours(pjhours) or minutes or in any other available format.

STEP 02: Calculate the Elapsed days.

Based on the start date of the project and the status date, calculate the days elapsed. This is
required to calculate the percentage.

How to do it: In MS Project, right click any column and select insert column. Then select field
name as ‘Number 2′ and assign title as “Elapsed Days”. Then right click the newly inserted
column and select ‘Customize Fields’. On the custom attributes click on the radio button
‘Formula’ and type in the formula as below. In the next section click ‘Use Formula’ and then
click OK.

Formula: IIf(ProjDateDiff(Start,[Status Date])/480>=Val(ProjDurConv([Baseline


Duration],pjDays)),Val(ProjDurConv([Baseline Duration],pjDays)),IIf(DateDiff(“d”,
[Baseline Start],[Status Date])<=0,0,ProjDateDiff(Start,[Status Date])/480))

Syntax: IIf( expr, truepart, falsepart )

Formula Explanation: If the Project date difference between the project start date and status date
is >= duration means that duration for the task completion is over and hence return the project
duration. If the condition is false, it means that the duration is still not completed and we need to
compute the elapsed days. But if the elapsed working days is 0 or negative (which means the
planned task is not yet started) we need to set the elapsed days as 0. Hence you see another ‘If’
condition in the false part of the first ‘If’ condition.

Note: I updated the Formula to replace DateDiff function with ProjDateDiff as I was getting lot
of queries from users that the formula considered weekends also in to calculations. Also on the
formula window click the option “Roll up to summary level” to get the correct percentages for
the summary tasks as well.

STEP 03: Calculate the Planned Percentage complete.

Planned % complete is calculated based on the ‘Elapsed Days’ (Number 2) and ‘Duration in
Days’ (Number 1) fields created in above steps.

How to do it: In MS Project, right click any column and select insert column. Then select field
name as ‘Number 3′ and assign title as “Planned Percent”. Then right click the newly inserted
column and select ‘Customize Fields’. On the custom attributes click on the radio button
‘Formula’ and type in the formula as below. In the next section click ‘Use Formula’ and then
click OK.

Formula: Number2/Number1

Syntax: Division (Math)

Formula Explanation: Dividing the Elapsed days by Duration of the task to get the percentage of
completion for the task.

STEP 04: Format the Percentage complete column.

To display the percentage complete field as text with a % sign, create a new text field column
and in the formula format the Number3 field.

How to do it: In MS Project, right click any column and select insert column. Then select field
name as ‘Text 1′ and assign title as “Planned % Complete”. Then right click the newly inserted
column and select ‘Customize Fields’. On the custom attributes click on the radio button
‘Formula’ and type in the formula as below. In the next section click ‘Use Formula’ and then
click OK.

Formula: Format(Number3, “0%”)

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