How do I manage part-timers in Smartsheet so the data is synced accurately to RM?

deborah.ferguson

In Smartsheet all team members are treated as full-timers but in Resource Management individual members working hours can be configured via profile account settings.

In Smartsheet we have added an 'estimated hours to complete a task' column that is converting into Allocation %. The Allocation % column is then pulled through to RM to calculate utilisation rates.

I have used the following example to explain my issue.

Emily works 21 hours per week – Wed, Thu, and Fri

In Smartsheet, the allocation % column does not consider Emily only works 3 days so the % is calculated based on a full-time worker (60%), not part time. 

When the Allocation % information pulls through to Resource Management the estimated 21 hours (from Smartsheet) is calculated at 60% reducing Emily's working hours to 12.6 hours over the week. This is a variation of 8.4 hours.

The fact that Emily works only Wed, Thu and Fri is only accounted for by cutting down this overall time, even though part-time hours have been entered into Emily's profile in RM.

Looking forward to hearing from any SS users that are experiencing similar issues.

Georgie

Hi @deborah.ferguson,

Are the Resource Management assignments for these users old or new? If the assignments were created before part-time availability was set, those assignments will appear as full time (see here for more information). 

Additionally, there are some unsupported actions when syncing Resource Management assignments with Smartsheet, such as using column formulas to calculate allocation. 

More information can be found in the following help articles: 

• Configure availability for an individual
• Sync Resource Management assignments with Smartsheet

Hope that helps - perhaps other members will add their thoughts on this thread too!

If you still need assistance with this, I recommend either booking a Pro Desk session or submitting a Support ticket so that the relevant team can provide additional guidance.

Thanks,

Georgie

Georgie

Hi @deborah.ferguson,

Are the Resource Management assignments for these users old or new? If the assignments were created before part-time availability was set, those assignments will appear as full time (see here for more information). 

Additionally, there are some unsupported actions when syncing Resource Management assignments with Smartsheet, such as using column formulas to calculate allocation. 

More information can be found in the following help articles: 

• Configure availability for an individual
• Sync Resource Management assignments with Smartsheet

Hope that helps - perhaps other members will add their thoughts on this thread too!

If you still need assistance with this, I recommend either booking a Pro Desk session or submitting a Support ticket so that the relevant team can provide additional guidance.

Thanks,

Georgie

deborah.ferguson

Thanks so much Georgie for your guidance and information. I believe the Smartsheet's were synced with RM before setting up the part team member profiles therefore what you have stated seems like the underlying issue. I have a meeting with a technical consultant later this week where I can discuss what you have put forward in more detail.

Thanks again for your time to reply to my question. Much appreciated!