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XLGantt(Excel Gantt) How to #4 – Tracking the progress of the project

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We use %work complete(progress) to track the overall progress of the project. Let’s look at how XLGantt(Excel Gantt) manages progress and tracks the progress of the project.

To track the %work complete of individual tasks, see “XLGantt(Excel Gantt) How to #2 – Input task, Update schedule”

 

1. Concept of %work complete to track project progress.

To track the overall progress of a project, we uses the following two indicators a lot.

1) Planned %work complete

Planned %work complete to the current date. Calculate with the following formula.

= Workloads planned to the current date / total workloads of the project (total workloads)

 

2)  %Work complete

The actual %work complete to the current date. Calculate with the following formula.

= the actual workloads carried to the current day / total workloads of the project (total workloads)

 

* In addition, the above two indicators can be used to calculate the achievement rate.

It is possible to quickly determine whether a goal has been achieved(based on current date). Calculate with the following formula.

= %Work complete / Planned %work complete

 

2. How to track %work complete in XLGantt

XLGantt automatically calculates the above indicators and can be found on the Schedule sheet and Progress sheet.

1) First, let’s find out how to calculate the workload which is the basis of %work complete calculation.

* The workload is based on Man/Day. Man/Day is the number of people assigned during a particular period. If 5 Man/Day, 5 people are assigned for 1 day or 1 person is assigned for 5 days.

Since the workloads in XLGantt are added to the group task, the total workload and the planned workload are obtained as follows.
  • Total workload : “Design Database” total workload 5 + “Design UI” total workload 10 = 15
  • Planned workload : “Design Database” planned workload 3  + “Design UI” planned workload 0 = 3

XLGantt(Excel gantt) how to

 

The actual workload is obtained only when the %work complete is entered.
  • Actual workload : In the example below, three tasks were entered.
    – The actual workload of “Define scope” task is 4 because the %work complete was entered as 100%.
    – The actual workload of “Confirm scope” task is 1 because the %work complete was also entered as 100%.
    – The actual workload of “Design Database” is 5*50% = 2.5 since only 50% of total work was completed.
    When summed up, the actual workload is 4+1+2.5 = 7.5.

XLGantt(Excel gantt) how to

 

2) %Work complete calculation

With the total workload, planned workload, actual workload obtained above, the planned %work complete, actual %work complete are obtained in the following manner and can be found in the Schedule sheet and Progress sheet.

XLGantt(Excel gantt) %work complete

3) Display Progress
The upper part of the Schedule sheet

After entering tasks, click “Update Schedule” on the ribbon. The planned progress rate and the actual progress rate are calculated and displayed at the upper part of the sheet.

XLGantt(Excel gantt) how to

 

Progress sheet
After entering tasks, click “Update Schedule” on the ribbon. Indicators are automatically calculated and displayed on the Progress sheet as shown below.

XLGantt(Excel gantt) how to

 

* Tip – What if you want to see progress rate in the future or past?

There may be times when you need to find a “planned progress” at a certain point in project practice. For example, today’s Wednesday, and you’re looking for the “planned progress” on the coming Friday.

Set the desired date in the ribbon menu> XLGantt > Options> General> “Calculation Base Date of Planned %Work Complete”.
(If you select “Today”, it is always calculated based on the current day).

XLGantt(Excel gantt) how to

 

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