Task Controlling

How to Measure the Progress of Work Packages 

Overview of Progress Measurement 

Until Release 4.08, PQFORCE measured task progress in percentages. This could be done manually by entering a percentage or automatically, where the system used the elapsed time since the task's start date as a basis. The remaining effort was calculated as 100% minus the progress. However, the system did not consider the actual reported work on the task. From Release 4.09, PQFORCE allows the inclusion of recorded actual time and the estimation of the remaining effort instead of just the progress percentage. This tutorial explains how these elements interact. 

Basic Concepts and Key Terms 

In PQFORCE, a project is broken down into a work package structure. Each element is referred to as a task, which can have subtasks, creating a tree structure known as a Work-Breakdown Structure (WBS). Resources are assigned to tasks, forming allocations. An allocation is an initial plan value that defines the amount of work a resource is expected to perform on a task. The task's start and end dates determine the time frame for the work. As the project progresses and resources work on tasks, the actual work performed is reported in the system, allowing for ongoing progress assessment. 

Calculation Logic Until PQFORCE 4.08 

Initially, PQFORCE measured progress either manually or automatically. Manual progress involved entering a percentage value between 0% (not started) and 100% (completed). The system calculated the assumed effort as progress percentage multiplied by the allocation (e.g., 36% x 44h = 16h). This provisional effort, assumed to have been equally distributed from the task's start date to the present date, was used for progress assessment. Any remaining effort was allocated to future dates proportionally based on resource availability. 

Extended Calculation Logic From PQFORCE 4.09 

From Release 4.09, PQFORCE includes actual recorded time (actual effort) in progress assessments and allows for extrapolation into the future. This inclusion can result in adjustments to the initial planned effort. Actual effort is recorded precisely, but if not timely, the system assumes planned work was performed as scheduled. This assumption leads to a combination of reported actual work and provisional effort (assumed work). 

Effort-Driven and Time-Driven Tasks 

Tasks can be effort-driven or time-driven: 

• Effort-Driven Tasks: Allocations are in absolute terms (e.g., hours or days). The focus is on achieving a specific outcome within the allocated effort, with resource workloads adjusting if task end dates change. 
• Time-Driven Tasks: Allocations are relative to resource availability per time unit (e.g., percentage of availability). The focus is on completing work by a set end date, with total effort adjusting if the end date changes. 

Progress cannot be assessed for tasks entirely in the past or future, or for time-driven tasks. Only effort-driven tasks that are currently in execution are considered for progress assessment. 

Progress Assessment Without Actual Efforts 

For effort-driven tasks without reported actual efforts, the system calculates progress based on the assumed distribution of work. For instance, if a resource has 44 hours allocated to a task, the provisional efforts (in light green) match the planned allocations. Manually updating the progress (e.g., setting it to 20%) results in recalculations for remaining work. This estimation process allows for frequent updates to ensure accurate tracking. 

Progress Assessment With Actual Efforts 

When actual efforts are reported, the system adjusts the provisional efforts and recalculates progress automatically. This new calculation provides a more accurate reflection of the work done and the remaining effort, ensuring the project timeline and resource allocations are up-to-date.