Setting up a Milestone roll-up using project evaluations - Revamped

Fernando Montenegro
19 steps
5 minutes

Clearpointstrategy

Start by logging into ClearPoint Strategy at [app.clearpointstrategy.com/#/home](http://app.clearpointstrategy.com/#/home)

Enabling project evaluations for Milestones

Add a Milestone default calculated series

First, we need to enable project evaluations for milestones to capture the percent complete field as a series in the data table. Project evaluations allow project based elements, like Initiatives and milestones to have series in a data table.

Click on **System Settings**\ Open **System Setup**\ Select **Project Evaluation** from Enterprise Features

From Project Evaluation click on the **Milestones tab**\ Then click the **Plus icon** to set up a default series for your Milestones element\ Under **Default Series Name** enter your new default series name, for example, ‘Percent Complete.’\ Select the **Data Type** for this new default series, for example, ‘Percentage.’

Click on the **Calculations tab**\ Choose **Reference Series** as the Calculation Type\ Choose **Current Element** as the Element\ Click on **Calculated Percent Complete** as the Reference Field\ Once you are done with your changes, click **Save**

Add Initiative and Milestones

Next, you will want to create milestones for your initiative.

Select **Scorecard & Elements** from your Control Panel\ Click **Manage Elements**\ Click on **Initiatives**\ Click on the **Plus icon**\ Under **Name**, enter the new milestone name, for example, ‘Add Website.’\ Once you are done with your changes, click **Save**

From your Initiatives locate the one you created in the previous step and click the **Pencil icon**\ Click on the **Milestones tab**\ Click on the **Plus icon**\ Under **Name**, enter the new milestone name, for example, ‘Create New Website Structure.’\ Click **Save**

Rolling up the Milestone Percent Complete to the Initiative

Add an Initiative default Series

After adding Milestones to our Initiative, we need to enable project evaluations for Initiatives. This will allow us to aggregate the Milestone Percent Complete series at the Initiative level.

Open **System Settings**\ Click on **System Setup**\ Click on **Project Evaluation**

Click on the **Initiatives tab**\ Click on the **Plus icon** to set up a default series for your Initiatives element\ Under **Default Series Name** enter the new Initiative name, for example, ‘Percent Complete.’\ Under **Data Type**, select Percentage\ Once you are done with your changes, click **Save**

We’ve added this default series without a calculation. In the next steps, we will add a calculation that aggregates the milestone Percent Complete values for our specific Initiative.

Add an Initiative Default Series Calculation

Go to your Initiative with the milestones you’d like to aggregate\ Click the **Pencil icon** to edit the Initiative\ Click on the **Calculation tab**\ Select **Aggregate Series**

For this example, use the following values: Under Scorecard select **Elements in all Scorecards**\ Under **Aggregate Element** select Initiative\ Under **Select Initiatives** select All Initiatives\ On **Series Name Match Type** select Series name equals…\ Under **Series Name** enter the series name, in this example ‘Percent Complete.’\ Under **Aggregate Type** select Average (Mean)\ Once you are done with your changes, click on **Save**

Initiative evaluation

Add an Initiative Default Series

After creating the milestone Percent Complete series and aggregating the Percent Complete at the Initiative level, we can automatically evaluate this Initiative based on the series. To do this, we will create another series at the Initiative level named Calculated Percent Complete. This Calculated Percent Complete field will serve as our “target” percent complete for the Initiative.

Click the **Plus icon**\ Under **Default Series Name**, enter the new default series name, in this example, ‘Calculated Percent Complete.’\ Select **Percentage** as the **Data Type**

Click on the **Calculations tab**\ Under **Calculation Type** select Reference Series\ Under **Element** select Current Element\ Under **Reference Field** select Calculated Percent Complete\ Once you are done with your changes, click on **Save**

Add an Initiative Evaluation

Once this series is set up, click the **Pencil icon** next to the Percent Complete series\ Click on the **Evaluation tab**\ Set up your desired evaluation criteria

This example shows that if: 1\. The ‘Percent complete’ is greater than or equal to the ‘Calculated Percent Complete’, it will evaluate as green. 2\. The ‘Percent complete’ is 90% or higher of the ‘Calculated Percent Complete’ value, it will evaluate as yellow. 3\. If the ‘Percent complete’ is lower than 90% of the ‘Calculated Percent Complete’, it will evaluate as red. 4\. Any blank values will show as blue. Check the option to ‘Use this series for overall element evaluation’ to apply this evaluation to your initiative and click **Save**.