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Personal Time-off

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Level 2
Does anyone know if there's a way to get alerts if someone puts in personal time-off? We're running into issues where we schedule a project, the tasks have predecessors and are set to 'as soon as possible', then if someone goes in after the project has been built and puts in PTO and it coincindes with their tasks, it automatically shifts all dates after that. Moving things past the launch date. No one is notified and they do not get an alert that it's going to cause timelines to shift.
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34 Replies

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Level 10
OK - here is the feature request....please vote for it if you want these PTO / Task Scheduling improvements. https://support.workfront.com/hc/en-us/community/posts/115004807108-Alerts-to-Project-Owner-when-Tim...

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Level 2
Hello David, Thank you for sharing this Idea. I have voted and hope to see it come to fruition! In Reply to David Cornwell:
OK - here is the feature request....please vote for it if you want these PTO / Task Scheduling improvements. https://support.workfront.com/hc/en-us/community/posts/115004807108-Alerts-to-Project-Owner-when-Tim...

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Level 10
Hi all. As a partial workaround whilst we wait for some enhancements, I have produced a calculated field which displays how many work hours late a task will be compared with its original planned completion date (based on the planned start date plus duration). Just put this field on a task form (and attach to tasks), then add it in a view or report and then filter for any tasks with negative values in this field. SUB(DIV(Planned Duration,60),DIV(WORKMINUTESDIFF(Planned Start Date,Planned Completion Date),60))

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Level 10
Hi: Is it your thought that if the result of your formula is non-zero, the duration/planned completion date is incorporating PTO? I think so, just checking to see what you think… Eric

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Level 10
Yep - that's the idea. Seems to work but I think we may have issues with users and projects in non-default schedules. Sent from my HTC David Cornwell PMO Quality Assurance Analyst M: +61 422 453 599 E: david.cornwell@pentanasolutions.com [ http://www.pentanasolutions.com/media/images/Pentana-Solutions-Sig.jpg] http://www.pentanasolutions.com/?utm_source=Emailsignature&utm_medium=Email&utm_campaign=Emailsignat... [social] https://plus.google.com/b/102545672428646020884 [social] [social]<>[social]<>https://au.linkedin.com/company/pentana-solutions>[social]<>[social]<>http://www.pentanasolutions.com/?utm_source=ES&utm_medium=emailsig&utm_campaign=emailsiggeneral Pentana Solutions accepts no liability for the content of this email, or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. If you are not the intended recipient, you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. ----- Reply message -----

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Level 10
I ran it on my entire range of active projects and no task has any additional duration caused by PTO. I've got to look into that more, because that doesn't sound even close to being right. :)

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Level 10
Hi Eric, You will probably need to run a 'Recalculate Custom Expressions" on all the tasks in order for a value to be set there. The "Update Existing Calculations" flag in the Custom Form setup area doesn't do anything (for us at least) so you need to do it in each project (or from a project report). Regards, David Cornwell PMO Quality Assurance Analyst M: +61 422 453 599 E: david.cornwell@pentanasolutions.com [ http://www.pentanasolutions.com/media/images/Pentana-Solutions-Sig.jpg] http://www.pentanasolutions.com/?utm_source=Emailsignature&utm_medium=Email&utm_campaign=Emailsignat... [social] https://plus.google.com/b/102545672428646020884 [social] [social]<>[social]<>https://au.linkedin.com/company/pentana-solutions>[social]<>[social]<>http://www.pentanasolutions.com/?utm_source=ES&utm_medium=emailsig&utm_campaign=emailsiggeneral Pentana Solutions accepts no liability for the content of this email, or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. If you are not the intended recipient, you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited.

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Level 10
Oh good idea. I bet that is it. Thanks! Eric

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Level 3

I just found this string, and want to ask for clarification on something:

When a team member puts PTO in the WF calendar BEFORE a project is made current, the project will adjust "ASAP" tasks to accommodate that PTO. However,

When a team member puts PTO in the WF calendar AFTER a project is underway (current), Workfront is NOT picking up those dates and adjusting timelines.

It sounds like this is not the case with the folks commenting on the string here, and I'm wondering why my experience with this is different. Admittedly, much of the conversation here is a bit beyond my skill set, but I'm still learning and I do not come from an IT background. I'd appreciate any clarity someone can offer on this. Thanks in advance ...0690z000007ZiUHAA0.jpg

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Level 10
Hi Michelle, Task dates will change even if the resource's time-off entry was added AFTER they were assigned to the task. This can be an issue because project managers didn't make any change to their schedule, yet task dates have moved based on the actions of one of the resources booking their time off. To make matters even more concerning, there is no notification of this to the project manager, and there is not even an Updates/Journal entry made so you can't even report on it. Hence, Eric and I are talking about ways we can provide that visibility to project managers as to when and why task dates are changing. Hope this helps. And by the way, this forum is great for supporting your steep learning curve. Ask lots of questions. :) Cheers, David

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Level 1
Hello all, I have been following this discussion thread. I like the idea of creating a project and request queue for time off. We have done something similar for operational work allocation to reserve time that is not available for project work. The issue I face regarding the management of time off is that our team members would be entering the same or simliar information in both the HR time management system as well as in Workfront. Has anyone developed an integration to import data from a Human Resources time management system? Carol Danigole Centris Federal Credit Union

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Level 10
Hi Michelle - It does update if the person selects a day off after a project is underway. However, you don't see it immediately. Remember a timeline only updates when there is a change on the project or overnight (if you have Update Type as Automatic and On Change). That is actually how we first noticed it. The PM would leave for the evening with their status report looking great and then they would come back in the morning and the dates were all off. Anthony Imgrund FCB

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Level 10
Hi Carol - Funny timing. I am actually in the process of writing out requirements to build an integration with our PTO Tracker. Now that we have switched to Flex Time, HR wants a more official approval process than what is in Workfront. I'm only in the beginning stages, but I'll let you know what we come up with. Anthony Imgrund FCB

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Level 2
Hey Anthony, I was wondering if you how your solution for this for your team is coming along? We are struggling with users entering PTO, it adjusts others' schedules, but they are not notified. Thanks! Jessi Jessi Volaric