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The Progress by To-Do Items mode helps track and update project progress based on individual tasks (To-Do Items) created in the Project Schedule. This helps:

Track individual task progress.
Update overall project progress by accumulating detailed To-Do task updates.
Provide clear accountability per team member.
Enable automated calculation of Work Breakdown Structure (WBS) line progress based on completed To-Do items.

Administration → Contracting → Use business processes and tasks

FirstBit ERP Contracting User Guide > 3.3.3.1.1.Progress by ToDo items > image2025-7-20_23-34-0.png

The feature is included within the Project Scheduling and Project Progress modules.

How to use the functionality

Project Schedule → right-click BOQ line → Create To-Do Item.

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Or create directly from the My To-do items screen of Project scheduling.

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In the To-do items, fill in the following fields:

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Duty: Defines the task name.

Assign to: Specifies the responsible user.

Due Date: Sets the task deadline.

Project / Project Task: Links the task to its relevant project and subtask.

Weight: Indicates task importance in progress calculation.

Priority: Defines the urgency level.

Control Buttons: Includes options to start, save, close, or update progress.

Enter Progress: Records progress against the task.

Assign Revision: Delegates responsibility for updates.

Author and Timestamps: Logs who created the task and when.

Once all details are filled, post the document.

Once all task details are filled in, post the To-Do item by clicking “Save” or “Save and Close.”

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Suspend: Temporarily pauses the task.
Enter Progress: Opens a dialog box to record or update the task’s completion percentage.
Tasks: Opens related tasks or subtasks linked to this To-Do item.

How to record the progress

1. Record Progress in To-Do Item
Open My Project To-do items from Project Costing.

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FirstBit ERP Contracting User Guide > 3.3.3.1.1.Progress by ToDo items > image2025-7-21_22-50-52.png

Click Enter Progress, input the current progress (e.g., 15%), and save. The update is recorded with a timestamp in the progress history.

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2. Update Project Progress from To-Do Items
Open the Project Progress Report, select the period and project, and click "Update Progress by To-Do Items". The system retrieves the latest progress from the To-do items and applies it to the BOQ line. The user can also manually adjust the percentage (e.g., from 50% to 70%).

Each To Do Item is assigned a weight (%) that represents its contribution to the total BOQ line progress. The system multiplies the To Do Item's progress (%) by its weight (%) to calculate its impact on the BOQ line. The total BOQ line progress is the sum of all weighted To Do Item progresses

If progress is recorded this way, it appears in the To-Do history as "Recorded by Project Progress Document."

FirstBit ERP Contracting User Guide > 3.3.3.1.1.Progress by ToDo items > image2025-7-25_15-38-56.png

Note:

If several To-Do items are linked to one BOQ line, their progress is combined and recalculated automatically.
If a BOQ line was canceled through a variation, its To-Do items will still show, but no new progress can be added.
Progress is tied to the reporting period; only updates within the selected period will be shown.