Update the task as 100% without changing work hours automatically in MS PROJECT 2016 – is it possible?


I’ve got very good question from one of my Blog Readers: “How can I do to update the task as 100% but without changing work hours automatically? Because I want to know that my team is more efficient than expected.”

Basically we are speaking about Work, and Actual work in MS PROJECT 2016! What is problem here. For example, if you need 40 hours for Task, and you finish it in 32 hours, you want that those 40 hours of Work remains unchanged, but % Complete, and % work Complete to be 100%. Well, this is not possible, but there is a solution in which you can see that team is more efficient than expected.

I will create Simple Project, with one Task 5 days Duration, and I will put 40 hours in work field:


Now I am going to create John as a Resource and I will assign him to the Task:




Notice that I’ve used Task Usage View in the picture above.

Now I am going to save this as a plan, or Baseline:




OK! Now let’s say that John has spent 32 hours on the Task and the Task is finished. I will use Task  Usage View, and click on John under the Task:


And I will get:


So, as you can see Actual Work and Work are equal. But this does not make comparison impossible. I will now use Work Table, and I will get:




As you can see, Variance is –8 hours, and this shows that real work was 8 hours less then planned. You can also add some Custom field to see, for example, that efficiency is Baseline / Actual * 100%, so in this Case it will be 40/32 * 100 = 125%, etc.

To conclude when you change Actual work field, Work field is also changed. If Task is finished 100% then Remaining work is 0 hrs. BUT! If you save the Baseline before you put any Actuals, you can get Efficiency if you compare Actual work with Baseline Work field.



About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
This entry was posted in MICROSOFT PROJECT, Microsoft Project 2013, Micsrosoft Project 2016, MS PROJECT 2010, MS PROJECT 2016 and tagged , , . Bookmark the permalink.

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