In most project planner a follow up of the actual hours of employees against the planned days of
the tasks is done.
However almost all project planner does not take account of the time schedule of those employees.
In present time days you have many employees who have different time schedules and this makes
project follow up difficult.
What is the basic problem of this issue?
Well, the project planning are done in days, however the registration of performed work by
the employee (resource) is done in hours. So a conversion is needed.
The most project planner software gives you only one conversion rule.
This means a potential problem if you have a project members with a mix of time schedules.
This issue has been solved in the project planner software of the company MIBS.
The solution is based on the power of Excel by using formulas.
This sheet named actual sheet is generated starting from the output sheet of this project planner.
The idea is that as long the project plan is not accepted, no actual sheet is needed for this project.
Once the project is approved then the planning is available in the output sheet and
the actual sheet can now be produced.
Hereafter you see an example.
| Project_description | Resource | Activity_description | From_date | To_date | Planned | Actual | New_actual | Overload | | International Financial System | Alex | Alex | 11/08/2006 | 26/03/2007 | 124 | 50:00 | 40:00 | 6% | | International Financial System | Alex | Geneal Ledger Interface | 11/08/2006 | 15/08/2006 | 2 | 20:00 | 2:00 | 125% | | International Financial System | Alex | Development | 24/08/2006 | 7/09/2006 | 10 | 0:00 | 0:00 | 0% | | International Financial System | Alex | Development | 14/09/2006 | 28/09/2006 | 10 | 30:00 | 30:00 | 38% |
The way it works is: the resource update the colon New Actual in a planning cycle (most of the time 1 week).
At the end of the planning cycle the project manager of planning administrator checks if the new actuals are
OK.
Example if the planning cycle is 1 week and an employee works 8 hr then the total should be 40.
After verification a job starts and the colon Actuals are updated with the new_actuals.
The way it has been designed is that the overload colon contains a formula which is scalablefor each user.
Any time frame can be solved in this way
The colon overload is a calculated colon where the planning days are evaluated against the actual hours.
The formula for this colon is =(24*I3)/(H3*8).
Before explaining this formula we will repeat some agreements which are available in other manuals.
- The number of workdays for a task is the duration of workdays to do this task.
This is different for 2 resources with the same qualifications but one of hem is a non full time resource. - The number of performed hours by a resource and this is independent of the fact that he/she is
a full time resource.
Now we will explain formula =(24*I3)/(H3*8).
- 24 : this is the number for a unit time frame examples are:
- day time frame : 24 (hr/day)
- week time frame : 168 (hr/week: 7*24)
- I3 :this is the actual performed hours
- H3 : this is the planned workdays
- 8 :this a the number of hours which the resource has performed in the time frame, examples are:
- day time frame:
- 8 (hr) : full time
- 4 (hr) : half time
- week time frame
- 4/5week time frame : 96 (hr/week: 4*24; 4/5 time frame)
You can now make evaluations of your actual hours with the planned days with the time frame of each resource
In this way it is possible to make to produce meaning full overload reports.
Also you can customize this sheet because the access database is public to all customers.
You can now make evaluations of your actual hours with the planned days with the time frame of each resource.
But keep in mind you should apply the same rule when you define the workdays for a task
for this resource in the planning phase.
Otherwise your evaluations will give you a wrong results.
How could you win a huge amount of time in scheduling your complicated project plans?
Dirk Verhelst, as an outstanding ICT-specialist, creates
hand-on and child-easy applications
as "project planner", THE planner of nowaydays. See for yourself at www.mibs.be
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