MS Project Actual Vs Planned % Complete - NIK'S PROJECTS

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June 5, 2016  MS Project / Project Management
MS Project Actual vs Planned % Subscribe to our

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In MS Project there is no default field available to calculate the Planned
% complete or the Baseline % completed. In this tutorial I will explain
how to create a customized field to capture planned % complete to Follow me on Twitter

compare it against the actual % complete.
Tweets by @Niksprojects
STEP 01: Calculate the duration in days.
Niksprojects
@Niksprojects
MS Project stores the duration in minutes, so in order to use the PMBOK 6th Edition PDF
niksprojects.com/product/pmb
duration in days in our calculations create a customized number field ok-…
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. Embed View on Twitter
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.
“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.
“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.
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%”)
Syntax: Format( expression[, format[, firstdayofweek[, firstweekofyear]]]
) all in ‘[‘ are optional..
Formula Explanation: Format the Number3 field as text and adds % sign
at the end.
Hope this helps and let me know other ways of arriving at the planned
% complete.
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114 comments
« « Older Comments
Lebs says:
January 26, 2019 at 3:18 pm
if you are using hours units instead of days, which parameters do you
change in the second formula?. I just replaced days with hours and my
calculation are not correct
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Daniel Aizat says:

April 7, 2019 at 1:59 am
Why yke the planned percent doesn’t same with the % complete that have
in ms project?the planned % I just follow your step but the value are not
same with the % complete.
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Ginny says:
August 5, 2019 at 2:46 am
I got the same problem, even the project is on schedule, there exists a
difference between planned % and actual %. Did you know the solution?
thanks in advance.
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Sandra says:
April 15, 2019 at 1:21 pm
Does any body knows how to fix the formula for the Milestones that is still
appears #ERROR at the elapsed days column?
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Brian says:
June 20, 2019 at 4:19 am
Did you ever get an answer to this?
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Joe says:
November 12, 2019 at 9:44 am
I used this.
IIf(Number2=0,0,Number2/Number1)
Seems to work for me.
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amalik says:
April 5, 2020 at 10:14 am
Where did you put this ? I see no change
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BEN says:
April 28, 2019 at 11:46 am
Hi, Nik.
Appreciate you can show in formula on how to resolve the error occur for
milestone due to divide by zero.
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Alfred says:
January 14, 2020 at 2:58 am
did get a solution to this your comment?
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Mark Dare says:

May 12, 2019 at 3:33 pm
Hullo Nik, I am receiving a syntax error in step2 on the formula below – the
syntax error occurs on the “d” – can you please assist:
IIf(ProjDateDiff(Start,[Status Date])/480>=Val(ProjDurConv([Baseline
<=0,0,ProjDateDiff(Start,[Status Date])/480))
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Tatenda Katsumbe says:

I keep getting the same syntax error as well.
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niksprojects says:
Try retyping in the “d” wherever it is in the formula
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Echo Woolf says:

September 10, 2019 at 12:52 pm
I tried retyping “d” and still got the error
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manpex says:
May 28, 2019 at 9:52 am
I THINK THE DEFAULT OF MS PROJECT ALREADY COMES WITH THE

ACTUAL & PLANNED.. AND ALSO INCLUDE THE FINISH VARIANS TO SHOW
HOW MANY DAY ARE DELAY BASED ON CURRENT STATUS DATE. NO NEED
SUPER FORMULA TO SHOW THAT
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Wan says:
June 16, 2019 at 9:27 pm
Hi Nik,
Thank you for the sharing.
The way i normally generate my % schedule is by creating a copy of baseline

file, then use the “update project function & status date” to generate %
complete as if the activities are runs as per planned.
I just wondering, why did we use formula to generate the % schedule

when we can simply copy the value generated in % complete in the
baseline.
Appreciate your feedback.
Wan
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Fabian says:
July 25, 2019 at 1:59 pm
Thanks for the post but It does not work (Step 2 #Error)
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niksprojects says:
Try retyping in the “d” wherever it is in the formula
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Samarth says:
August 10, 2019 at 3:44 am
Hi Nik, I just tried your formula but it is showing me lot of >100% and <0%
values against activities. How can I fix that? Also, how did you arrive at 480
as denominator in 2nd formula.
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zam says:
8 hours/day x 60min/hour = 480min/day
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anusha kishore says:

January 19, 2020 at 11:18 am
I think it is the minutes in a day, which is 8hrs * 60 minutes= 480.

If our working hours are different, I think we should change it
accordingly.
Its just a guess, and when I corrected it , it showed me right value.
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Sam says:
August 27, 2019 at 2:20 am
Hi Nick, wondering if you can help please. all I get is error codes in each
column. can you please advise
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grace says:
September 3, 2019 at 12:21 am
why is my Elapsed Days always 0? i put the status date to today already
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Dora says:
Hi all,
Does this elapsed day formula include weekend/public holiday, because

one of my task require work on weekend/public holiday, but it seems the
elapsed formula not working well on this condition…the date for that task
have over but the elapsed day still showing 0. please help
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raiha says:
Hi nick, im having a problems with elapsed days exceed with planned days.
How to correct this?.
Thanks
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Ashleigh says:
October 17, 2019 at 2:12 pm
How can we managed a task that has elapsed more days than planned. I
have a task that was originally 11 days duration. Currently there are 15
days elapsed but task is only 33% complete (Actual). The formula shows
that the planned % complete should be 136%. Is there a way to change
formula to put in 100% if output is greater than 100%? Thank you
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Adela says:
I get ERROR for milestones, can you tell me if you know how to correct
that?
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Sushanta says:
I have used the formula for planned % complete , but I am getting error
Like
Reply
SB says:
December 2, 2019 at 3:52 pm
Does the planned percent complete always show way less than the %
complete if you are 100% completed with the tasks shown by date?
Basically we are exactly where we are supposed to be in the project, but
show 83% completed to a plan of 56%…? Makes no sense. Can you please
help?
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Reply
Isura Basnayake says:

December 30, 2019 at 4:11 am
hi i want to make this on actual start- actual finish how can i do that?
Like
Reply
Ch Ramana Raju says:

I was able to refine Step 3 formula to avoid:

1. Negative numbers
2. #Division by Zero error
3. Setting Min = 0% and Max = 100%
IIf((Abs(IIf([Number1]=0,0,
([Number2]/[Number1]))))>=100,100,IIf((Abs(IIf([Number1]=0,0,
([Number2]/[Number1]))))<=0,0,(Abs(IIf([Number1]=0,0,
([Number2]/[Number1]))))))
Enjoy!!!
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Ch Ramana Raju says:

Changing to 1 instead of 100:
IIf((Abs(IIf([Number4]=0,0,
([Number5]/[Number4]))))>=1,1,IIf((Abs(IIf([Number4]=0,0,
([Number5]/[Number4]))))<=0,0,(Abs(IIf([Number4]=0,0,
([Number5]/[Number4]))))))
Like
Reply
douglas says:
HI the percentage of complete its appearing as 5688%. I just want to know

how to fix it
Like
Reply
Mozhgan Elahi says:

February 10, 2020 at 2:58 am
how can i on the formula window click the option “Roll up to summary
level” to get the correct percentages for the summary tasks? i cant find Roll
up to summary level. please help me
Like
Reply
Anurag says:
February 27, 2020 at 1:07 am
Hey i wanted only the planned % so made some small qweaks
The First formula
Original – Val(ProjDurConv(Duration, pjdays))
My tweak – Val(ProjDurConv([Baseline Duration],pjDays))
As i wanted as per the planned duration.
The Second one
Original – IIf(ProjDateDiff(Start,[Status
Date])/480>=Val(ProjDurConv([Baseline
Duration],pjDays)),IIf(DateDiff(“d”,[Baseline Start],[Status
Date])=Val(ProjDurConv([Baseline
<=0,0,ProjDateDiff([Baseline Start],[Status Date])/480))
Now this won't impact the % planned
Like
Reply
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4/11/2020 MS Project Actual vs Planned % Complete – NIK'S PROJECTS

Home About Contact

Search this site

June 5, 2016  MS Project / Project Management

MS Project Actual vs Planned % Subscribe to our

Complete * indicates required

how to create a customized field to capture planned % complete to Follow me on Twitter

and name it as “Duration in Days”.

Formula Explanation: ProjDurConv is an available function in MS Project

STEP 02: Calculate the Elapsed days.

Formula Explanation: If the Project date difference between the project

Note: I updated the Formula to replace DateDiff function with

STEP 03: Calculate the Planned Percentage complete.

Planned % complete is calculated based on the ‘Elapsed Days’ (Number

Formula Explanation: Dividing the Elapsed days by Duration of the task

STEP 04: Format the Percentage complete column.

To display the percentage complete field as text with a % sign, create a

Formula: Format(Number3, “0%”)

Subscribe to our mailing list

MS Project Planned Percentage Complete Vs Actual Per…

Be the first to like this.

« Previous Post Next Post »

Daniel Aizat says:

Did you ever get an answer to this?

Seems to work for me.

Where did you put this ? I see no change

did get a solution to this your comment?

Mark Dare says:

Tatenda Katsumbe says:

I keep getting the same syntax error as well.

Try retyping in the “d” wherever it is in the formula

Echo Woolf says:

I tried retyping “d” and still got the error

I THINK THE DEFAULT OF MS PROJECT ALREADY COMES WITH THE

Thank you for the sharing.

The way i normally generate my % schedule is by creating a copy of baseline

I just wondering, why did we use formula to generate the % schedule

Appreciate your feedback.

Try retyping in the “d” wherever it is in the formula

8 hours/day x 60min/hour = 480min/day

anusha kishore says:

I think it is the minutes in a day, which is 8hrs * 60 minutes= 480.

Does this elapsed day formula include weekend/public holiday, because

Isura Basnayake says:

Ch Ramana Raju says:

I was able to refine Step 3 formula to avoid:

Ch Ramana Raju says:

Changing to 1 instead of 100:

HI the percentage of complete its appearing as 5688%. I just want to know

Mozhgan Elahi says:

Hey i wanted only the planned % so made some small qweaks

The First formula

Original – Val(ProjDurConv(Duration, pjdays))

My tweak – Val(ProjDurConv([Baseline Duration],pjDays))

As i wanted as per the planned duration.

The Second one

Now this won't impact the % planned