What is the right time tracking method for you? Part 1: Tasks

Let’s check and compare the two different time tracking methods within Project Server / Project Online. There will be three different blog posts about this topic: This one is about Tasks, part 2 is about Timesheets and last but not least the grand final with a comparison between the two methods.

How to use the time tracking method ‘Tasks’?

For the time tracking method ‘Tasks’, the availability of resources is controlled via absence projects, such as for holidays or a baseload from the business. A resource is assigned to a certain extend to one of this projects and therefore, the capacity reduces during this time frame.

Implementation/Maintenance effort

Administrators can look forward, because there is no configuration work to do within the PWA settings . Instead, the major work needs to be done by the PMO and/or resource managers to setup and maintain the absence projects.

Example: How to plan Holidays

In the following example you can see that I have some work to do the next couple of months:Capacity vs. WorkAs you also may have noticed, there’re no holidays in place, yet – somebody must have missed that. As a decent employee I will give my holiday request immediately to the resource manager, who put this into the absence project, where all employees of his business line are listed:

Absence Project

After publishing the resource utilization looks like this:

Resource utilization

This example shows that a lot of scenarios can be achieved by this method. To avoid conflicts with the works council, you should never use absence projects which are called ‘illness’ or something like this. Instead, unplanned delays are considered by the shifting of unfinished work in the past as part of the periodic project actualization.

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