Project and Project Task - % Complete

The % Complete for both Project and Project Task is used to indicate progress, or how much of the task or project is done. 

Project Task - How % Complete is Adjusted

% Complete for Project Tasks is automatically updated when the status is adjusted. 


Please Note:

• The status values defined in the table below are the standard status picklist values that come as a default with Inspire Planner.
   
• If you have custom status values defined in Custom Settings, then % Complete will adjust according to your custom status values. For example, if you have a custom status called "In Development" and have defined it as the equivalent of "In Progress" in custom settings, then when you adjust the task status to "In Development", % Complete will adjust according to how it would have adjusted for "In Progress". 
   
• If the Project Task is assigned to multiple resources, then the Project Task % Complete is an aggregate of the related Salesforce Tasks % Complete.
   
• Checklist Items, Time Entries (Actual Effort), Planned Effort, Budgeted Cost, and Actual Cost do not update % Complete.

Although % Complete defaults to the values defined in the table above when the task status is updated, % Complete can be and should be adjusted according to the progress made. This means that although % Complete defaults to 10% when you move a task from "Not Started" to "In Progress", it is recommended that you adjust the value for % Complete according to the progress you've made. If progress is now at 40%, then manually update % Complete to 40%.

If the task status is "Completed" or "Deferred" (or any equivalent custom status) and you adjust % Complete from 100% to a lesser value greater than 0, it will then update the task status to "In Progress". If you update % Complete to 0%, then it will update the task status to "Not Started".

When the related Salesforce Task % Complete is adjusted, this then adjusts the Project Task % Complete to the same value. However, if the Project Task is assigned to multiple resources, then the Project Task % Complete is an aggregate of the related Salesforce Tasks and is calculated as follows:

Sum of related Saleforce Task % Complete / Number of related Salesforce Tasks

This means that if:

Resource 1 - Salesforce Task % Complete is 60%

Resource 2 - Salesforce Task % Complete is 20%

Then Project Task % Complete would be:

(60% + 20%) / 2 

Parent Tasks - How % Complete is Adjusted

The Parent Task % Complete is an aggregate of the child tasks and will automatically update when either % Complete or Duration is adjusted for any of the child tasks. Since % Complete is an aggregate on the parent task, you cannot edit this value. You can only edit % Complete for the child tasks.

The Parent Task % Complete is calculated as follows:

(Task Duration / Total Duration for Group of Tasks) * % Complete

If we look at the example below, the parent task % Complete is at 16%. This value is calculated from:

(Task 1 Duration of 4 days / Total Task Group Duration of 10 days) * Task 1 % Complete of 40%

As you continue to update either % Complete or Duration for any of the child tasks, the parent task % Complete will automatically recalculate. 

If we look at the example below, the parent task % Complete is at 46%. This value is the sum of:

(Task 1 Duration of 4 days / Total Task Group Duration of 10 days) * Task 1 % Complete of 100%

(Task 2 Duration of 2 days / Total Task Group Duration of 10 days) * Task 2 % Complete of 30%

Please Note:

• Milestones account for 1% of the % Complete of a Parent Task. This means that if you have 5 child tasks and 1 is a milestone, when you mark 4 out of the 5 complete, but the milestone task is still open, the % Complete at the Parent Task will display at 99%. Even if you have multiple milestones under the same Parent Task, they all only account for 1%.
   
• If a Milestone was marked complete and then updated back to "In Progress" (or equivalent custom status), it will update the Parent Task Status to "in Progress" (or equivalent custom status) and % Complete to 99%. However, if the Project is already at 100% Complete, it will remain as is since Milestone Tasks are not considered in the % Complete of the Project.

Project - How % Complete is Adjusted

The Project % Complete is a formula field and is calculated the same way that parent task % Complete is calculated. This means that you cannot manually edit the value for Project % Complete. 

Unlike project tasks, adjusting the project status will not update project % Complete. 

Please Note:

• There are two (2) workflow rules that are active by default in Inspire Planner that will automatically update the project status whenever the value in project % Complete updates.

• Project - Enforce 100 When Completed - this automatically updates the project status to "Completed" when project % Complete is at 100%.
   
• Set Project to In Progress - this automatically updates the project status to "In Progress" when project % Complete is > 0 and < 100%.

• Milestones are not included when % Complete is calculated for the Project since it only includes tasks with a duration. This means that even if you have Milestones in the project that are not complete, but all other project tasks are complete, the project will display as 100% complete.

This means that even if you manually update the project status to "Completed" but project % Complete is less than 100%, the next time a change is made to the project tasks where project % Complete is recalculated, if it is less than 100%, project status will update back to "In Progress".

These workflow rules can be deactivated if you prefer to update project status values manually regardless of project % Complete.