Explains how to modify remaining effort (progress) or mark a task as complete from within a timesheet. Also explains how project managers can open and close tasks for people to book time to
Remaining Effort on a Task
As you record time (actual hours) the remaining effort on a task is normally calculated or reduced based on the number of hours you are recording. For example if task planned effort is 100 hrs then as you enter actual effort for the week of 40 hrs the remaining effort is set to 60 hrs.
Your system administrator can customizing the progress method of the project you are booking time to, in order to automatically calculate remaining effort on the basis of any of the following methods:
- Reduce remaining based on actual hours input
- Reduce remaining based on billable hours input
- Reduce remaining based on time remaining (portion of task duration which still remains)
You may have the option to edit the remaining effort from within the timesheet, which automatically updates the project and task progress (percent complete and forecast calculations). You can also define alerts for the consultant or project lead when remaining effort falls below a given threshold or %. Contact your iBE support consultant to set up threshold alerts.
Marking a Task as Complete from Timesheet
You often have the option to mark a task as complete while you are booking time. This option, and the option to manually edit the remaining effort, can be controlled by your system administrator. Marking a task as complete will either:
- Mark your remaining effort as zero if you are one of several resources, meaning you cannot book more time to this task but others can, or
- Mark the entire task as complete if you are the only resource.
Check the "complete task" box above to mark the task as complete if you have no further time to book to this task. It will automatically update the project.
Note: if your system administrator sets up the progress method to reduce remaining effort based on actuals they have a choice to either stop reducing remaining effort once actuals > 90% of plan (stop at 10%) or to reduce remaining effort to zero meaning you won't be able to book time to that task in future.
Marking a Task as Complete from the Project
Your project manager can go to PROJECTS > PROJECTS and open the project go to TASKS tab and click on the pencil to edit that task and then go to the RESOURCES tab to view/edit task resources. From here they can click on the DONE column to open (uncheck) or close (check) a task for a given resource.
Tip: if users complain that they can no longer "see" a task in their timesheet, it may well be marked as complete or their resource on the task may be marked as "Done". Goto Task > RESOURCES tab as illustrates above to re-open