TeamDynamix: Running Time Reports for Groups Submitting Time

Summary

This article details how to run time reports for groups submitting time in TeamDynamix.

• Monitor for Regular and Timely Time Entry Report
• To Schedule Time to Team Members Report
• To Monitor Workload Balancing for Team Report
• Monitor Allocations Across Projects, Actual Time Spent vs. Allocated Report

 

How-To

Suggested use: Run this report mid-week for the previous week to confirm that team members have entered time.

Instructions

Step 1 - Go to Finance > Time Status Report.

Step 2 - Supply the following information: 

• Dates will default to the prior week. If you are running the report for a different time period, enter the correct dates. 
• Enter the Resource Pool for which you are running the report. Alternatively, you may choose to enter Reports To.

Step 3 - Select Run Report.
 

Interacting with the data

• Select the name of a resource (employee) and view the time card (this feature is available whether or not the time card has yet been submitted). You can also use the Show button when viewing the time detail to filter the information to selected projects.

• If a resource has not yet submitted their time card, you can Submit it on their behalf. Simply click on their name to view the time card, then select the Submit button.

• Select the blue dot near a resource’s name to flag it for follow up. This is only available for those who have submitted a time card.

 

Outcome

You are now seeing regular and timely time entry report.

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Suggested use: Monthly (rolling) view of scheduled projects/hours, so that team members can see what they are scheduled for. Review this with individuals during 1:1 meetings.

Instructions

Step 1 - Each individual can access this information via My Work > My Schedule.

Step 2 - Manager can run this report by going to Resource Management > Schedule Report.

            Supply filtering criteria:

•  Date Range.
•  Monthly or Weekly schedule view.
•  Resource Pool, Reports To, or Person as applicable.

Step 3 - Select green Run Report button. Once data is returned, you can choose the Group By drop down from the top left of the data set to organize the data. Suggest organizing by Resource.
 

Interacting with the data

• Can export to Excel or print.

 

Outcome

You have scheduled the time for team report.

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Suggested use: Spot-check availability and determine where workload adjustments are required.

Instructions

Step 1 - Analysis > Availability report.

Step 2 - Select date range.

Step 3 - Select Resource Pool.

Step 4 - Check box for Scheduled Hours.

Step 5 - Run report.

Step 6 - Once the data is returned, you can choose the Group By drop down from the top left of the data set to organize the data.
 

Interacting with the data

• To review details, click on a person’s name and then Run Report to bring up their detailed assignments for this period.

 

Outcome

You are now seeing workload balancing for the team report.

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Suggested use: Monitor trending information for projects, and specifically to help determine if time allocations for projects are appropriate or need adjustment. Note: Only the owner of a Resource Pool can run this report.

Instructions:

Step 1 - Go to Applications Menu > Resource Management.

Step 2 - If you own a Resource Pool, select Manage Allocations in the left-hand navigation bar. 

Step 3 - Select the green Filter button.

Step 4 - Supply criteria:

    a. Date Range.
    b. Choose whether to display allocations by Months or Weeks.
    c. Select Resource Pool (you may also choose to use Functional Role or select a Person).
    d. Leave the default at Active Projects.
    e. Suggest choosing Scheduled, Actual, and Variance "Columns".

Step 5 - Select green Apply button.
 

Interacting with the data

• Review allocations.

• If input boxes exist in the scheduling area, this means you may model suggested changes to balance workload. If you Save those changes, it will either send a request to the Manager of the project to approve that change, or go ahead and make the changes.

• Project Managers choose whether or not they are allowing allocation changes on their projects, and whether those changes require approval. The recommendation is that Project Managers generally would not allow changes to allocations, and if they decide to do so that they would approve those changes. It is not recommended that Project Managers allow allocation changes without approval.

• You may also model shifting the allocation of a resource to a project forward or backward.

 

Outcome

You are now seeing the Actual Time Spent vs. Allocated Report.

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Need additional help?

If you need further assistance, see TeamDynamix: Need Help?