Time planning
Introduction
On a business project file, click on the ‘Show planning’ button in order to open the Planning tab. In the Planning tab, you can add new activity lines. The creation of a new line requires a unit of time, an activity, an employee, a start and end date, and a planned time.
On the business project file, in the Planning tab, there are three buttons available:
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Add new line;
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Add multiple lines;
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Remove lines.
Add a new line
Time planning allows you to plan time on a project.
Access: Project management → Project / Business project → on the Business project file, click on ‘Show planning’ button in order to open the Planning tab
Open the Planning tab. Here, you will have two options:
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Add new line: either create a provisional activity line by clicking on the button ‘Add new line’.
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Add multiple lines: or create several activity lines by clicking on the button ‘Add multiple lines’.
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‘Add new line’: click on the button ‘Add new line’.
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A ‘Planned time’ pop-up window appears.
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In the ‘Planned time’ window, enter a task.
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If the unit of time is defined in hours, enter the planned time in hours. For example, enter 2 hours.
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Enter an activity. For example, ‘Project manager’.
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Enter the start and end dates.
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Click on OK.
Add multiple lines
Time planning allows you to plan time on a project.
Access: Project management → Business project → on the Business project file, click on ‘Show planning’ button in order to open the Planning tab
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‘Add multiple lines’: click on the ‘Add multiple lines’ button.
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A ‘Planned time’ pop-up window appears.
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In the ‘Planned time’ window, enter a task. For example, ‘Writing’.
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Enter an activity. For example, ‘Project manager’.
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Enter the start and end dates.
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% of time: for example, 30%. That is to say, 30% of the day will be allocated for the writing task (the percentage of time refers to the number of hours per day configured in the project).
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Add lines: click on the ‘add lines’ button.
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Planning tab: in this tab, you will find the planned lines. For example, you have three lines with a time unit equal to 2.10 hours. 2.10 hours corresponds to 30% of a working day.
You can also add time for a project in the ‘Task’ tab.
Time entry, time spent & computing project totals
There are three ways to enter time on a task:
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From the Timesheet in the MyHR module;
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From a Task assigned to you : the ‘Time spent’ button allows you to quickly enter time;
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Time follow-up tab: in the ‘Time follow-up’ tab, you will find more information on time (time unit / estimated time / sold time etc). At the same time, you will find there a Timer. By clicking on ‘Start” button, you can start a timer. Then, you stop it once your task is finished and you can enter the time in your timesheet.
If you do not record it, the time that has been spent, will be equal to zero.
- Remaining to be done: this time corresponds to the updated time. There are two ways to enter the time: via the task tree and via the timesheet.
In the Reporting tab, you will notice that the time spent is always zero.
If the time spent is at zero, the timesheet must be validated for the time spent to be taken into account in the calculation.
- Via the task tree:
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Click on the ‘Task tree’ tab on the Business project file.
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Click on the task that has been assigned to you.
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Task: the ‘Task’ window will open.
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Time spent: in this window, click on the ‘Time spent’ tab. Add a new line in there.
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Timesheet line: the ‘Timesheet line’ pop-up window will open.
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Duration: here, enter the time that has been spent. For example, you have spent half a day. This will be either 0.5 days or 3.50 hours (depending on the time unit).
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Duration adjusted for customer: click on ‘Information’ section to open additional fields. Here, adjust the duration for customers, if necessary.
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To invoice: tick the box ‘to invoice’, if this time will be invoiced.
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Time spent: then click on the ‘time spent’ tab.
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Refresh: click on the cog icon and then click on ‘Refresh’.
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Tools: click on Tools.
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Compute project totals: click on ‘calculate project totals’.
- Via the timesheet:
Access: MyHR → Timesheet → find the timesheet with the clocking in/out.
Once you have found the right timesheet (for example, half a day / 3.5 hours), you can modify it.
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To add more time to a project, click on + in the ‘Timesheet lines’ table.
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Finish: click on the ‘Finish’ button.
Then return to the Project form.
- Project form
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Click on ‘Tools’.
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Click on ‘Compute project totals’.
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Click on the ‘Log times’ tab.
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You will see that the ‘time spent’ has been updated according to the time that has been entered on the timesheet.
The progress time corresponds to the time spent on the estimated time.
% consumption corresponds to the time spent on the updated time.
Improved planning
Introduction
Since version 8.3, a new planning feature has been added to the Project module. With this feature, you can now perform several new actions:
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Planning is available in the project and project task views.
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Activate sprints by Version
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A new “Allocation Lines” table (Roadmap tab) has been added to the project/case file.
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You can now create/modify planning lines per task based on the sprint and/or estimated time.
Remember to activate the feature in the Project module.
Access: Application config → Apps management → Projects, configure → activate the “Enable planification” feature in the “Planification” section.
As mentioned above, if this option is enabled, planning will be available in the project and project task views. Some automatically generated planning lines will be added to the generation via the project template. You can also manage sprint versions in project tasks.
Block project planning time generation: in addition, since version 8.4, it is possible to block project planning time generation by checking the corresponding box in the Project module settings.
This means that when you add time to the schedule (for example, 5 days starting on September 25), the dates will no longer be calculated automatically.
If this option is not enabled, when you, for example, modify the time on a task (open the task sheet, the Time follow-up tab, the Estimated time field), a message will appear by default asking you to create a planification line.
Add an allocation line
Allocation lines allow you to track employees and it lets you know which project and time period they are working on. Other data is calculated: planned time, leave, and time that has been already allocated.
Access: Project Management → Project/Business project → open the project file → open the Roadmap tab → in the “Allocation Lines” table, add an allocation line
- Add an allocation line by clicking on + in the corresponding table.
Add multiple lines: to add multiple lines, click on the corresponding button at the top of the “Allocation Lines” table.
- You can add the line directly from the table, or open it in edit mode. In this case, the “Allocation Line” pop-up window will open. Fill in the necessary information:
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Employee: select the relevant employee.
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Period: fill in the period.
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Allocated: fill in the amount of time to be allocated per week.
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Available: view the remaining amount.
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Description: provide a description if necessary.
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Initialize with planning time: when enabled, this feature allows you to initialize allocation lines based on existing plans.
In the “Employee” field, you can only select employees who are members of the project.
- Show planning: at the top of the project/business project file, you will find the “Show planning” button.
You can also create or modify a planning line per task based on the sprint and/or estimated time. Tasks per sprint: after generating sprints, you will find the “Tasks per sprint” table in the Roadmap tab at the bottom of the page. In this table, you will find tickets per sprint.
Access: Project Management → Project Tasks → Roadmap tab → Tasks per sprint
For more information, see the following chapter, “Manage sprints by project.”
Configure periods
Access: Project Management → Configuration → Allocation periods
Remember to configure the periods that can then be selected in the allocation lines.
Manage sprints
It is now possible to manage sprints by project or version.
Access: Project Management → open the project file → click on the Configurations tab → in the General Configuration section, activate sprints
Manage sprints by project
Access: Project Management → open the project file → click on the Configurations tab → in the General Configuration section, activate sprints by Project
On the project file, in the Roadmap tab:
Generate a backlog sprint: once you have enabled sprint management by Project, you can generate a sprint backlog on the project file. The corresponding button will appear in the Roadmap tab.
A sprint backlog brings together all the tasks that are stored there by default. When you create a new task, it will be directly attached to the backlog.
By default, a backlog is always attached to a Project.
Generate sprints: you can also generate sprints. Click on the corresponding button in the Roadmap tab. A pop-up window “Sprint generator” will appear. Enter the dates and number of days in a sprint. Then click on the “Generate” button.
It is possible to modify existing sprints from the Task tab. On the concerned task, in the “Active Sprint” field, select the different dates according to your needs.
Tasks by sprint: after generating the sprints, you will find the “Tasks by sprint” table in the Roadmap tab at the bottom of the page. In this table, you will find the tickets by sprint.
It is not possible to create two different sprints that start on the same day.
All sprints: in the Roadmap tab, at the top right of the Sprint table, click on the “All sprints” button. This button allows you to view all sprints.
Manage sprints by Version
Access: Project Management → open the project file → click on the Configurations tab → in the General Configuration section, activate sprints by Version
Version management is similar to version management in AOS.
Once sprints by Version have been activated, the “Versions” table will appear in the Roadmap tab at the top of the page.
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Create a new version: click on + to create a new version.
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Create different versions. For example, create version 1.0 with the status “In progress” and version 1.1 with the status “Pending.”
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In this example, version 1.0 does not use sprints, while version 1.1 includes sprints (click on the “Generate sprints” button or simply click on + from the Sprint table in the Version pop-up window).
Target version: when you create a new task from the Tasks tab, you will need to link it to an existing version (Target version field).