Actual % bar in Gantt view which is based on budget mhrs in Project Plan

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Hi there

If I'm correct, Smartsheet only provide the "Time Duration (i.e. Days)" as the basis for Porgress Measurement in Project Plan. It's good in a way, but not that professional.

For now, I have to set up a column for uploading the budget mhrs for each tasks (say 200 to 300 tasks for a classic project) and use it as the weight factor, i.e., the basis for the progress measurement. And the actual % is based on the hours as well. Say, I spent 50% of the time of the task, I may achieved 80% of the budget mhrs or vice versa 40% of the budget mhrs.

So, the question is: how could I show this type of Actual % in the bar in Gantt View rather than the default one based on duration?

Thanks


Regards

KJ

Best Answer

Answers

  • kj61152
    kj61152 ✭✭✭
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    Hi there

    As the default setting, Smartsheet use the time duration as the basis for project progress % measurement. It's good in a way, but may not be that professional to all the projects.

    Normally, we measure the % based on budget mhrs for each activities in the plan, and use the physical units as the basis for actual % (such as document qty, drawign qty, pc mark of fabrication, etc). I managed to get several columns in the project plan to do this.

    Now the question is re the Actual % bar in the Gantt chart. Is that possible to show the Actual % based on a specific column's value rather than the defaul one from Smartsheet by using days/duration?

    Thans


    Regards

    KJ

  • Matthew Flebbe
    Matthew Flebbe ✭✭✭✭
    Answer ✓
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    Hi KJ,

    If you hop into the the Project Settings, you can choose your "Actual %" column as the "% Complete column":


  • kj61152
    kj61152 ✭✭✭
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    @Matthew Flebbe

    Thanks for the feedback. But, the problme is that this "Actual % Complete" will be changed into Value after I make it as the basis for the Actual Bar. This is not exactly what I'm after. I would like to keep the formula still activate.

    Is there any way to do so?

    Thanks

    KJ

  • Matthew Flebbe
    Matthew Flebbe ✭✭✭✭
    edited 08/09/21
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    @kj61152 I see what you are saying now. I will do some testing.

    Update: I would recommend using an automation to update the value of a "cheater" column for % Actual in increments depending on how many automations you are willing to set up. According to the Smartsheet Help & Learning pages when using the update cell value automation:

    • You must specify the exact value that you want to input in a cell. At this time, it is not possible to add a formula to a cell, reference the value in another cell, or reference the value in a sheet summary field.

    Because you must select an exact value, I would recommend you update your % Actual Complete cheater column in increments of 20% or 25%. You can use your calculated column as a reference point with the "Change Cell Value" automation.

    Something like this:

    You can use the conditions to evaluate your calculated column and update the % Actual Bar column. It will not be extremely precise unless you add many automations, but I hope getting into the ballpark will suffice until Smartsheet is able to use calculated values as inputs for automations.

    -Matt