Allocating for Off Site Video Shoots | Community
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David-Koch
Level 2
August 25, 2023
Solved

Allocating for Off Site Video Shoots

  • August 25, 2023
  • 2 replies
  • 976 views

Situation

  • Our video team travels a few times a month for video shoots. Most of the time when they are on shoots, they are not available to work on other projects. Our current process is to add a task for the shoot and assign each videographer a full day’s worth of hours (6 hours in this case) to account for this time.

 

Problem

  • Other projects / tasks are still being scheduled during their “shoot days” so this causes them to be overallocated because if hours for another project were already allotted to those days prior to assigning a shoot, then Workfront wouldn't know to prioritize the shoot hours and rearrange the hours of the other task(s) that landed on those days.

 

One solution that we thought of is for the team to block it off as an out of office day, but then they wouldn’t be able to log hours / account for the shoot day. If you could provide best practice / insight here, we would appreciate it!

 

Thoughts?

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Best answer by Madalyn_Destafney

Even if they mark those dates as Time Off in their profile, they should still be able to log hours to tasks/projects on those days…Time Off doesn’t restrict a user from logging time…

2 replies

RandyRoberts
Community Advisor
RandyRobertsCommunity Advisor
Community Advisor
August 28, 2023

I think that because Workfront allows you to double-book someone if you desire (and I agree with that approach) you're not going to solve this with a technical solution. If you look at the Worload Balancer, you can easily see where the user is overbooked. From there you can "balance" the workload by re-assigning or moving the task date.

If the app were to not allow double-booking, how would it know which task was the right one to keep? The first one? What if the first one was the one you didn't want? If the answer is priority, what if both tasks were "urgent, or medium? Then which one would it keep? You can see from those quick examples the new problems it would cause.

I would recommend using the balancer to "balance" the workload manually, giving you the choices instead of an algorhythm that may very well be not what you intended.

D
David-KochAuthor
Level 2
August 28, 2023

Thanks Randy.   

 

I am also looking into how the system utilizes Default Schedule vs. User Schedule, and the difference and impact of FTE versus the new Work Time field.


Dave

Madalyn_Destafney
Community Advisor
Madalyn_DestafneyCommunity AdvisorAccepted solution
Community Advisor
August 29, 2023

Even if they mark those dates as Time Off in their profile, they should still be able to log hours to tasks/projects on those days…Time Off doesn’t restrict a user from logging time…

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