Using Automated Project Tracking

About Automated Project Tracking

Previously the Completion % on a Project was a completely manually-managed field with no calculation or automation defined. In this new release, Project Managers that are managing multiple Projects can track progress and Completion for each Project with the Completion % being based on updated Task data and pre-defined weightings. This saves Project Managers time so that they don't have to be manually updating percentage complete for every consitituent part of a Portfolio.

Project Managers can also set their own weights (Percent of Project) against completed Phases and roll that up to the total Completion % of a Project for a better estimated view of Project progress.

Note: Ivanti, being aware of the two schools of thought when calculating Percentage Completion for a Project, has used a mix of both Effort and Schedule. The Schedule completion is based derived from the Project Phases, and the Effort completion is derived from the Tasks in each of those Phases.

Project Tracking Fields on the Project Form

1.Open the Project workspace.

2.Select an existing project. The changed or new fields are as follows:

Field	Description
[n] Percent Completed	Known also by the term Weighting, this indicator updates automatically based on information from the Phases that form the Project. If you see a warning saying that the percentage doesn't add up to 100%, this is because the Percent of Project field has been edited manually in a Phase using the Manual Input option.
Total Project Days	The length of the Project in days automatically calculated from the days in the constituent Phases.

Field

Description

[n] Percent Completed

Known also by the term Weighting, this indicator updates automatically based on information from the Phases that form the Project.

If you see a warning saying that the percentage doesn't add up to 100%, this is because the Percent of Project field has been edited manually in a Phase using the Manual Input option.

Total Project Days

The length of the Project in days automatically calculated from the days in the constituent Phases.

Project Tracking Fields on the Phase Form

1.Open the Project workspace.

2.Select an existing project.

3.Select the Phase tab. The changed or new fields are as follows:

Field	Description
Phase Total Days	Total days derived from the difference between the Start Date and End Date fields, (example: 9 to 5pm, not including weekends). Tip: Normal working hours are set in the Hours of Operation calendar in the Admin Client. See: Setting Up Hours of Operation
Project Total Days	Automatic total for all the days in all the Phases.
Percent of Project	This field represents the value or weight that this Phase provides to the Project, as a percentage. When automatically calculated, the value is the number of days in a Phase as percentage of the total Project. If you add another Phase, Save, and click the refresh icon, this field automatically updates. Example: If a Project is planned for 60 Days, the Project Phases associated with the Project span across those 60 days. If Phase-1 is 15 days based on Phase Start/End Date, Phase-2 is 15 days, and Phase-3 is 30 Days = Phase-1 accounts for 25% of the Project, Phase-2 25% and Phase-3 50%. When Phase-1 is completed, 25% of the Project is complete (Completion %); when Phase-2 is completed, 50% of the Project is complete, and so on. Note: You can set this value manually by using the Manual Input option.
Manual Input	Select this option to set the Percent of Project manually. You may want to do this if the perceived value of those days in a particular Phase represents a bigger Percent of Project than that automatically calculated. Select OK for the prompt about validation constraints. You also see a warning that all Phases don't add up to 100%.
Completion (%)	Phase completion as a percentage calculated from the Tasks that have been completed.