On the task level - how do you compare the hours that are planned for a user with the hours they have added to their timesheet when there are multiple people assigned? | Community
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K
KrisMu
Level 3
November 20, 2020
Solved

On the task level - how do you compare the hours that are planned for a user with the hours they have added to their timesheet when there are multiple people assigned?

  • November 20, 2020
  • 4 replies
  • 1884 views

Hi All.

I am working a view (or a report would work too), that compares the amount of time a user has planned on a task, and the amount of time they have already added to their timesheet for the task.

This is pretty easy when you have on user on a task, but becomes harder (at least for me) when there are multiple users on the same task.

The custom code in this link comes close, but it is really hard to read, and you cannot create the delta between the planned and actual hours on a user level.

https://one.workfront.com/s/document-item?bundleId=workfront-classic&topicId=Content%2FReports_and_Dashboards%2FReports%2FCustom_View_Filter_Grouping_Samples%2Fview-planned-hours-actual-hours-assignment-task-view.html&_LANG=en

This one also comes close, but it does not break it down on an individual level.

https://one.workfront.com/s/document-item?bundleId=workfront-classic&topicId=Content%2FReports_and_Dashboards%2FReports%2FCustom_View_Filter_Grouping_Samples%2Fview-actual-hours-planned-hours-task-view.html&_LANG=en

I have tried an Assignment Report, which does detail the hours assigned to each user, but when you pull in the actual hours (at least how I am doing it), it displays all of the actual hours for that task not just the ones for the user.

Hopefully this is something silly I am missing, and not another one of those WF calculations that seem like a no brainer, but are impossible to actually achieve.

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    Best answer by KevinQu1

    No, not very standard at all. 😮

    The key fields you need are:

    • actualWorkCompleted = hours logged by a specific assignee; this won't be in the UI so you have to use text mode
    • workRequired = hours required of a specific assignee

    We have numerous filters on this one, but the key one is:

    Assignment » Assigned To ID Equals $$USER.ID

    And yes, this must be an assignment report, not a task report.

    My users love this report, as do the resource managers.

    4 replies

    S
    SusanHa1
    Level 3
    November 20, 2020

    Hi Kris,

    While on the tasks tab of a project, add the following code as columns to a view:

    Total Hours Assigned to the Task:

    descriptionkey=plannedhour.plural

    displayname=Ttl Hrs

    listsort=intAsInt(workRequired)

    namekey=plannedhour.plural.abbr

    querysort=workRequired

    section=0

    shortview=false

    stretch=0

    textmode=true

    valuefield=workRequired

    valueformat=compound

    viewalias=workrequired

    width=90

    Planned Hours by User:

    displayname=Planned Hours by Assignment

    listdelimiter=<br>

    listmethod=nested(assignments).lists

    textmode=true

    type=iterate

    valueexpression=CONCAT({assignedTo}.{name}," - ",{workRequired}/60)

    valueformat=HTML

    Actual Hours by User:

    displayname=Actual Hours by User

    listdelimiter=<br>

    listmethod=nested(assignments).lists

    textmode=true

    type=iterate

    valueexpression=CONCAT({assignedTo}.{name}," - ",ROUND({actualWorkCompleted}/60,4))

    valueformat=HTML

    K
    KrisMuAuthor
    Level 3
    November 20, 2020

    Thanks @Susan Hart‚

    That is similar to one of the solutions I posted above. This displays what I want to see, but I am looking for it in a more user friendly format, something like:

    Task Name | User Name | User's Planned Hours | User's Actual Hours | Delta

    Doug_Den_Hoed_AtAppStore
    Community Advisor
    Doug_Den_Hoed_AtAppStoreCommunity Advisor
    Community Advisor
    November 20, 2020

    Hi Chris,

    We include the friendly format you seek at the bottom of our (graphical) Capacity Chart solution in this format: Job Role | Staff Name | Day or Week or Month | Project | Capacity | Planned Hours | Capacity - Planned Hours | Actuals | Planned - Actual.

    And, to your original post's closing line...with varying schedules, personal time off, % based roles, contoured tasks, and multiple assignments these numbers are definitely NOT trivial (hence, our separate solutions).

    Regards,

    Doug

    K
    KevinQu1
    Level 10
    November 23, 2020

    Are you looking at something like the attached?

    This is an assignment report filtered by $$USER.ID. Additional fields to the left are task name, project name, and project number.

    K
    KrisMuAuthor
    Level 3
    November 23, 2020

    @Kevin Quosig‚

    Thanks. For the All Assignees column, is that multiple assignees, or individual. I think it looks like it is multiple on a task. This is close to what I am looking for, but I want it on the individual assignee level. So there could be a task that has two assigneee. One of the assignees has 10 planned hours, the other has 8 planned hours. Assignee 1 has 5 actual hours already on that task, and assignee 2 has 4 actual hours on the task.

    It looks like your report is combining the planned and actuals for all assignees to one task, and not breaking them out.

    Let me know if that is not the case.

    I can create a report that shows the amount of planned hours for each task for each user, and a separate report that shows the actual hours for each task for each user, but have not figured out a way to combine them.

    K
    KevinQu1
    Level 10
    November 23, 2020

    This report is on a dashboard for each worker and lists any task they are assigned to. It shows their individual part of the assignment (blue columns), plus the task name and project name (not shown, confidential). Yes, most of our tasks are multi-assigned, but this report gives insight at the individual assignee level.

    For perspective, the other columns list task-level details (so the Worker can see who else is on the task, the total progress of the task, etc.

    So "Hours Assigned to Me" shows the hours assigned to the viewing worker, and "Total Hours Assigned to Task" shows the entire hours assigned to that task across all assignees.

    So this report shows:

    1. Hours assigned and logged by the viewing assigned user ($$USED.ID) assigned to that task.
    2. Total hours assigned and logged for the entire task (all assignees).

    NOT shown:

    1. Hours breakout of all users in the task. Bob only cares about how many hours Bob can use, not how many Jane can use.

    This is a Worker-centric report (a To Do list for a worker). If you want the entire breakdown for each assignee then that would be Planner-centric and…I don't have one of those. :-)

    K
    KrisMuAuthor
    Level 3
    November 23, 2020

    @Kevin Quosig‚ -

    Thanks. I think that is exactly what I am looking for. This is just a standard assignment report, filtered by $$USERID?

    K
    KevinQu1Accepted solution
    Level 10
    November 23, 2020

    No, not very standard at all. 😮

    The key fields you need are:

    • actualWorkCompleted = hours logged by a specific assignee; this won't be in the UI so you have to use text mode
    • workRequired = hours required of a specific assignee

    We have numerous filters on this one, but the key one is:

    Assignment » Assigned To ID Equals $$USER.ID

    And yes, this must be an assignment report, not a task report.

    My users love this report, as do the resource managers.

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