Using Time Buckets

[ADC]

I am working with an organization which is not yet quite ready to track time
against specific tasks - but would like to start tracking time against
projects in 'buckets' per se.

We started by having one line item in each project that was just to allocate
resources to - but inevitably, as resources start entering/approving time it
is messing with the project end dates.

Thinking about creating an admin project with one task for each project, but
am worried about reporting if we do it this way.

Any suggestions on how to use timesheets/timetracking in an environment that
is not ready to take on the affects of what happens to the project schedules
when actuals are applied?

Thanks!

 

[Marc Soester [MVP]]

Hi ADC,

from what I read, I presume that you are on the 2003 version of Project
Server. I understand of the problem with the lack of maturity when it comes
to updating tasks, but the solution that you have I believe is the best
option. There are of course other alternatives, like the admin projects or
even time entry projects with different attributes. ( it very much depends on
what reporting you get out of Project Server at present and what you want to
achieve).

Just for Info, the 2007 Version has not "task update" and "time entry"
seperated. It means that resources can enter their time on a project level (
whitout goining into task details), I believe that is exactly what you are
looking for.
Have a look at the new features of 2007 and see if it may be feasable to
upgrade. It will certainly make your time entry live much easier.
Hope this helps

 

[rt]

Hi ADC,

from what I read, I presume that you are on the 2003 version of Project
Server. I understand of the problem with the lack of maturity when it comes
to updating tasks, but the solution that you have I believe is the best
option. There are of course other alternatives, like the admin projects or
even time entry projects with different attributes. ( it very much depends on
what reporting you get out of Project Server at present and what you want to
achieve).

Just for Info, the 2007 Version has not "task update" and "time entry"
seperated. It means that resources can enter their time on a project level (
whitout goining into task details), I believe that is exactly what you are
looking for.
Have a look at the new features of 2007 and see if it may be feasable to
upgrade. It will certainly make your time entry live much easier.
Hope this helps
--
Marc Soester [MVP]
State Manager: EPMhttp://marcsoester.blogspot.com









- Tekst uit oorspronkelijk bericht weergeven -

Working in a similar environment as you are, ADC, there are two things
we did to get us going:

1. We started an extensive training course for PM's - that way you
address the root cause of the problem.

2. We separated time reporting tasks from progress tracking tasks but
kept them in the same plan (with head-to-toe links only). After all,
time tracking and progress tracking are two different things
alltogether.

Our time reporting tasks are rather simple, e.g. one task per project
deliverable/phase with high-level assignments on them. Progress is
updated manually by filling out % complete (no resources on these
tasks).

You lose some granularity in your resource planning this way, but in
view of our maturity, that's not a big issue. On the other hand, you
only need to do minor adjustments on your time reporting tasks along
the way as Work and Actual Work diverge along the way.

This works well for reporting too. We can check invoices, capitalize
project resource costs and do quality reporting. Drop me a line if you
would like some more info or an example.

 

[ADC]

Thank you both for your input - quick nuther question. Any suggestions on
how to set up the resource bucket task within the project - below is an
example of an experiement ..l.

In a project, I created two tasks.

Teask 1 – Fixed Duration not effort driven
Task 2 – Fixed Units not effort driven

Both tasks were for a duration of 125 days (start 2/21 and Finish 8/16) (the
duration of the project), and had me assigned as a resource at 100%
allocation.

I added 40 hours of time to each task for last week (8 Hours each day)

I accepted the Tasks as the Manager for the Project.

Here is what happened to the project:

For both tasks – it changed the start date of each Task from 2/21 to 4/2.
(This is because I assume this is the first date time is entered and Project
auto adjusts)


For Task 1 - The allocation of the resource changes from 100% to 130% -
Project auto calculated that in order to do the work, I needed to work
harder, the duration is still 125 days, so the end date changed from 8/16 to
9/26

For Task 2 - The duration has to stay at 125 days – so the end date changed
from 8/16 – 9/26.

The net effect, with 2 tasks and 1 Resource entering time – the end date of
the project has extended by one month. Each time this occurs, I know the
project manager can go back in and manually fix the issue, but multiplied by
several resources it will become challenging – in addition changing end dates
may be confusing to those monitoring the project.

So ... suggestions on how to set up these tasks to avoid some of these
dynamic shifting?

On another note - 2007 upgrade is on the table - however, we are just
implementing 2003 right now ... the migration is not planned until Q4 at the
earliest.

Thanks so much!

 

[rt]

Thank you both for your input - quick nuther question. Any suggestions on
how to set up the resource bucket task within the project - below is an
example of an experiement ..l.

In a project, I created two tasks.

Teask 1 - Fixed Duration not effort driven
Task 2 - Fixed Units not effort driven

Both tasks were for a duration of 125 days (start 2/21 and Finish 8/16) (the
duration of the project), and had me assigned as a resource at 100%
allocation.

I added 40 hours of time to each task for last week (8 Hours each day)

I accepted the Tasks as the Manager for the Project.

Here is what happened to the project:

For both tasks - it changed the start date of each Task from 2/21 to 4/2.
(This is because I assume this is the first date time is entered and Project
auto adjusts)

For Task 1 - The allocation of the resource changes from 100% to 130% -
Project auto calculated that in order to do the work, I needed to work
harder, the duration is still 125 days, so the end date changed from 8/16 to
9/26

For Task 2 - The duration has to stay at 125 days - so the end date changed
from 8/16 - 9/26.

The net effect, with 2 tasks and 1 Resource entering time - the end date of
the project has extended by one month. Each time this occurs, I know the
project manager can go back in and manually fix the issue, but multiplied by
several resources it will become challenging - in addition changing end dates
may be confusing to those monitoring the project.

So ... suggestions on how to set up these tasks to avoid some of these
dynamic shifting?

On another note - 2007 upgrade is on the table - however, we are just
implementing 2003 right now ... the migration is not planned until Q4 at the
earliest.

Thanks so much!











- Tekst uit oorspronkelijk bericht weergeven -

We use fixed units, non-effort driven on our time reporting tasks. The
only thing you need to do is adjust the workload (weekly) as Work and
Actual Work rarely match 100% and occasionally you may need to change
duration as well. In all, it's not a lot of work if you set it up
properly - maybe half an hour or so per week.

To put it bluntly: if you don't want things to move in your schedules,
use Excel. I sometimes say this to clients and although it sounds
rather arrogant, it makes them reflect on their reasons for
implementing EPM in the first place.