Tracking Project Progress

As your project proceeds, you will want to track its progress. TeamFlow allows you to specify the point in time which your Cost/Schedule information describes by assigning a Project Data Date.

Pull down the Project menu, select Show Information, and enter "February 13, 1972" in whatever form you want in the Cost/Schedule data is current as of field. Click the Apply button.

Something does not look right. The project is 40 days long. We have said that we have completed 10 days (February 4 through February 13). Ten days out of 40 days is 25%. Yet the window above says the project is 24.3% complete. This is because the so-called Percent Complete is not a ratio of the data date to the project finish date, it is a summation of all the individual process elements in the model. There is less than 25% of the total work of the project taking place in the first ten days. A complete description of the TeamFlow Cost/Schedule model is given in the user's manual which comes with the production product.

The other discrepancy in the data shown is on the Cost side. Now that we have some progress to report, TeamFlow can calculate the BCWP - the Budgeted Cost of Work Performed - the amount of the budget we should have spent or encumbered to perform the work which is now complete or in progress. That number will be compared against the ACWP - the Actual Cost of Work Performed - to determine the Cost Variance - a measure of how far off budget we are at this point in the project. Since we have not yet reported any Actual Costs, TeamFlow shows a Variance of -100%. We will correct this in a moment.

Click the OK button to close the window.

The Gantt chart now shows the Data Date as a vertical line separating completed work from uncompleted work. Process elements which are complete are cross-hatched. Process elements which have not yet begun are unshaded. The four process elements which are in progress - which have begun but not as yet completed - are shaded with a single hatch. Notice these shadings are repeated in the Time Field of the Deployment Flowchart.

Now it is time to address the issue of the missing Actual Costs. Earlier we said we would be back later for the Actual Costs in column E of the Import spreadsheet. It is "later."

Import the "Actual Cost" information from either \SAMPLES\IMF.XLS or \SAMPLES\IMF.WK3. Your Import window should be set up to read Tags from column 2 and ACWP from column 5, beginning in row 2:

If you do not remember how to Import data, you should go back and review the section of this tutorial on Importing Cost/Schedule Data.

Open the Process Element Information window for the "Develop Fake Death Serum and Antidote" task (double-click on either the process element or on its Gantt bar and select Show Information from the pop-up menu).

TeamFlow has calculated that this process step is 20% complete (2 / 10 days). Using the linear earned-value algorithm, the Budgeted Cost of Work Performed (BCWP) is 20% of the Budget, or $4,000.

The imported Actual Cost value is $4,500. TeamFlow uses these numbers to calculate a Cost Variance of $500 (12.5%) higher than the calculated BCWP value of $4,000. Similar Variances are computed for every process element in the model, and are summarized all the way up to the Project summary information available in the Project Information window.

We can see that ten days into the Mission, the team is $360 (about 1.6%) over their budget.

Like any good manager, Jim will keep an eye on that summary Variance field as his project proceeds. TeamFlow provides him with a powerful, integrated tool for tracking his team, his project, and his now-Possible Mission.

This concludes Lesson 2 of Learning TeamFlow. The IMF Team is now ready to begin executing their TeamFlow model and you are ready to begin using TeamFlow to model your own work processes.

Return to the beginning of this section.

Return to the beginning of Lesson 2.

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Last Update: October 24, 2005