How do you track the performance of your project? Here are 5 ways that you can do it.
1. Fixed Formula
This is pretty easy. Assign a fixed percentage when the work starts. Then make it up to 100% by allocating the rest when the task finishes.
The Pareto principle is a good one to use if you don’t know how to split your task percentages. Assign 20% complete to the job when it starts, and the remaining 80% when your team member reports the work complete (because at that point it’s 100% complete).
It’s simple to work out but it’s not terribly accurate. It’s only good for small pieces of work and short tasks where it would be too difficult or not worth it to work out percent complete across a couple of days. It can also be used where the task is no longer than a week long. If you are updating your project plan once a week, and the task is no longer than a week long, the task is either started or finished so the 20/80 split (or 50/50 or whatever you think is appropriate) works out pretty well.
2. Weighted Milestones
When you’ve got plenty of milestones along the way, you can work out project performance by tracking how many you’ve hit.
In other words, you can pre-assign progress (percent complete) to certain milestones or parts of tasks. When you hit Milestone 1 you can say the project is 15% complete, at Milestone 2 it goes up to 20%, at Milestone 3 you’re 65% complete and so on. Until your final milestone at project completion where your project (or task) gets updated to be 100% complete.
This is also a way to split payments to vendors – many contracts have a schedule of payments linked to the achievement of key milestones. Your budget could be weighted in the same way as how you track performance.
3. Percentage Complete
We’ve talked about % complete already, but this version of it is just based on the project manager’s
This isn’t hugely accurate either – although it depends on the project manager. It takes experience to be able to pick a percentage out of the air and have it reflect reality. Generally, project management tools can help with this by playing back to you the % complete of your project schedule, so at least in that case you should have something underpinning the number you give.
4. Percentage Complete with Gates
This is similar to weighted milestones but instead of waiting to hit the ‘gate’ point, you can report any percentage complete up to the approved limit for that milestone.
For example, when you hit Milestone 1 you can say the project is 15% complete, as we saw above. With weighted milestones, until that point the project would be 0% complete. With gates, you can set a % complete every day if you like, working up to 15% at the point of hitting the gate (the target milestone date or achievement).
It’s like a blend of using your professional judgement but being constrained to not say you are too far ahead because you can only ever hit a certain percent complete through the nature of where you are on the project.
It sounds complicated to explain but this is my favourite approach for measuring project performance.
5. Level of Effort
Finally, you can track effort against the elapsed time. Alternatively, you can track against some other task or work package on the plan. For example, ‘Complete Testing Documentation’ might be linked to ‘Complete Testing’ and the two activities progress in parallel.
You’d track performance for ‘Complete Testing’ and then, as you know that testing documents are being updated as you go, apply the same % complete to ‘Complete Testing Documentation.’
Which one(s) of these do you use? And which do you avoid? Do you use these as standalone techniques or do they link to your Earned Value Management activities? Let us know in the comments below!
The Arras People Project Management Benchmark Report contains a useful snapshot summary of responses by job title this year. It means we can take a look at what an ‘average’ project manager looks like, if there is such a thing. Bear in mind that the survey is mainly targeted at UK project managers although there were a fair few responses from those working outside the UK.
Let’s meet our average PM.
Does any of this sound like you? Nearly 45% of the respondents to the Arras survey identified as project managers so this is data from a very representative sample.
Let’s have a look at some of the outlier responses and create a different sort of project manager.
This really doesn’t sound likely as a profile, does it? It’s a collection of the least common responses from people in the survey, but it doesn’t hang well together as a pen portrait of an atypical project manager. I could extrapolate from this that the ‘average’ project manager I constructed above from the most common responses to the survey is also not a particularly accurate profile.
Statistics are useful – in this case they help set salaries and responsibilities for people in professional project management positions. But they need to be considered in context.
Get a copy of the survey and see the details for yourself here.
A bridge is a way of displaying financial information in visual format. You might also know it is as a waterfall chart, or ‘the one with the flying bricks that looks like something from Mario’. It’s just a way of showing how an initial position has been affected by subsequent changes, so you can see why that would be useful for a company’s financial position. It can show changes that are positive and changes that are negative, and ends up with the new cumulative position as you can see in this diagram.
This picture shows a completely made up scenario, but I think it illustrates a point. In September, the starting position for this department was $75,000. This could represent value, profit or anything else. Then there were some things that changed. These are illustrated by the small floating boxes: the first change that happened was a positive improvement of $16,000. Then there were some other criteria, inputs and changes that also increased the situation positively.
Now we come to the black boxes. These on my chart represent money out, so let’s say this department spent $2,000 on some new software licences and $1,000 on a big party for everyone. This has had an impact on the net position so if my maths is right, the closing position on the graph, the situation in October, is now $100,000.
Great. But how is this relevant to projects?
Typically this type of bridge is used to represent financial information and you have financial information on your project, don’t you? I think it is a great way to present the impact of changes on your project budget to stakeholders. It’s useful because it’s a good visual representation of how you got from there to here and where the money went.
So you could use it to show the financial changes on your project, but there is nothing to stop you using the same layout to display other sorts of changes. Take this version, for example.
This shows you the situation in September in terms of project days. There are 150 days allocated to this project. Then there are a number of changes put forward. The green boxes show what would happen if you add those changes – the number of days spent on the project goes up (it’s not rocket science really). There are also some changes that save you time on the project. Let’s say that the big one, the 20 day time saving, is because the project sponsor has decided that the overseas office isn’t going to be included in this initiative after all, so there is no need to train those team members and you can save a whole lot of time. Another little change knocks 3 days off your project total.
If all these changes are approved, your project will now take 152 days.
When you are looking at individual changes at the change board, some stakeholders might find it hard to keep approving changes that add time. Two changes that add 10 days each? That’s huge. But when they see all the changes on the table that month laid out like this they can see that approving them all only adds 2 days to the project overall. That’s a very different story.
Of course, you might not want all those changes approved – there might be some stupid suggestions in there or functionality that would be better pushed off to a Phase 2. But using this bridge diagram gives you a new way to present the same data to stakeholders and help them decide on the impact overall.
I hope you find it useful!
Improving Project Status Reports
Project status reports include financial information, but also a whole host of other things related to the project’s progress. But are yours actually getting read? And do your stakeholders make decisions or act on the information in there?
This is a common problem for project managers, that and the fact that they are time-consuming and a bit boring to produce anyway. My new online course and ebook, Better Project Status Reports, aims to change all that. It even includes an option where I’ll review one of your status reports and help you make it better.
And it’s got a money back guarantee if you change your mind at any point or decide it isn’t for you.
Drop me a line if you need more information or have any questions!
The 2012 Arras People Project Management Benchmark Report is out - the 7th annual study of the project management industry that the company has produced. The company surveyed over 2000 project professionals, mostly UK based. This year, there were some interesting results reported around budgets and salaries.
What's your budget?
Nearly a third of project managers are responsible for budgets between £1m and £5m, which is the category that had the highest response rate. Programme managers manage the larger budgets, with 37% managing between £1m and £5m and 29% having a budget of over £5m.
Contractors have responsibility for larger budgets than employed project managers, which surprised me. They also typically have more staff working for them - again, I found this surprising. It shows that contractors aren't just brought in to fill recruitment gaps but to take the lead on significant change initiatives with significant spans of control.
How much do you earn?
The survey looked at salary movements. 83% of respondents reported that their salary increased by less than inflation in 2011 - a virtual pay cut. Unsurprisingly, the public sector was the worst hit, since the pay freeze was announced. Over 60% of public sector workers reported that their salary hadn't changed, compared to under a third of private sector project workers. The average salaries were:
• Project manager: £43,762
• Programme Office and Portfolio managers: £57,560
• Programme manager: £58,788
• PPM Consultant: £67,237 (and 46% of them feel worse off than they did last year)
For mid-range salaried jobs, the public sector is the place to be. Many more employees earn in the £35k to £50k range than in the private sector. If you want to earn more than about £55k, move to the private sector - that's where the higher paid jobs are.
If you get a bonus at all, it's likely to be up to 8% of salary according to the survey. Only 2% of people receive over 25% of salary as a bonus, so if you fall into that category, consider yourself lucky.
Contractor day rates also took a dive, especially at the lower end of the pay scale. Where day rates were already low, it looks like hiring managers have squeezed them even further.
What's next for salaries in 2012?
The experts at Arras are expecting it to be another tough year for the public sector. 95% of public sector survey respondents are predicting no change or less than inflationary change in the coming 12 months.
Private sector workers are expected to fare better. Nearly two thirds of project professionals are expecting to get a rise this year. Arras is predicting that there won't be huge increases (for huge read over 5%) but that salaries will increase this year.
21% of contractors are predicting that their rates will decrease over the next year - not good for those already suffering the effects of rate declines in 2011.
So in summary, 2011 was tough and 2012 is likely to be a little bit better, but not much. However, project and programme work still remains well-paid and sought after, so it is still a good employment sector to be in.
How do you think salaries and bonuses will evolve in your country over the next year?