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Allocated Time % versus Duration
Can anyone tell me the correlation between Allocated Time % versus task duration? Β If I estimate that a task will take 2 days (16 working hours) to complete but then assign someone to it that only can work on it 50% of the time, why will the system automatically create a start and end dates that are consecutive days? Β Since the person can only work on the task 50% of the time, should it not take 4 days actually to complete working 4 hours per day? Β Please tell me what I am missing.
Comments
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The duration is actual calendar days and will not change in response to the % allocation.
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The % allocation is only used for Resource Management if you have it enabled. Β If I person if 50% allocated to a 2 day task then you can also allocate that person to other tasks during the same time frame. Β If the total allocation exceeds 100% then you will see resource allocation alert. Β Here is the help article on resource management:Β http://help.smartsheet.com/customer/portal/articles/2026109-resource-management-overview-team-enterprise-only-
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When will you be fixing this, what I would consider, "bug".
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To create an analogy, this is like a calculator that allows you to enter 1+1, but has no = sign ... you need to enter the 2. Not allowing some level of automated resource management defeats some of the purpose of using a project management tool as opposed to a task list.
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Hi JackL, this is not a bug and resource management is functioning as it was designed. I understand your concerns and will submit your feedback to our development team. Thanks JackL!Β
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I would like to concur with JackL - while the allocation column serves its (one and only?) purpose in identifying overbooking, it is a 'bug' in my project management book. Β I wouldn't mind an option of including the allocation in the duration calculation, so those who plan their resources differently have the flexiblity to choose. Β But in our opinion, if a task takes 16 hours and they are only 50% allocated, that's a 4 day duration. Β Otherwise, I need to do the calculation myself and the allocation column is a reminder, not a decision maker.
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Looking forward to possible consideration for future development on this front.
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Hi Travis.Β I agree with the sentiment that having the duration automatically and dynamically react to the resource allocation would be a good enhancement to Smartsheet.Β While not the same thing, this would be similar to the how currently (20-Aug-2015) the duration automatially adjusts the Start Date and End Date based on the "Length of day" setting for each sheet.Β For example, and as I am sure you know, a task duration of 16h will automatically calculate four days between the start date and end date, as in a start date of today 20-Aug-2015 would have an end date of 23-Aug-2015.Β Having the Start Date and End Date react to the resource allocation, as it already does to Length of day, would be powerful for some project managers. Thanks, Stan
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Good points Stan and Amanda! Our product managers look at these threads to learn why users are asking for certain functionality - thanks for your input!Β
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I just startΒ using smartsheet and this is a real big problem that jump to my eyes right away. It will weight alot in the decision making for the new project management sofware we will buy.Β You can copy/paste exactly what Amanda said. I even try to make a formula that will affect the duration but the colunm is blocked. If it's take 8 hours to accomplish a task and you work 50% of your time on it, it's simple logic that it will take 2 days to complete the job.
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I agree with the previous posters - I would expect duration to be calculated based on percent availability. Ideally, I'd like to be able to have a column for estimated effort in person-days, and then have duration calculated from that and % available.Β
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Its kind of suprising that ability isn't present. Is there any kind of workaround to allow duration to be calculated, instead of just a difference between dates? It doesn't look like I can calculate the end date based on start date, effort, and % available, which I had hoped might a work around
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Duration is the calendar time alloted for a task and effort is the budgeted hours for that task. Β Β I agree that having the effort ifor each task is useful so I calculte that on all of my schedules. Β I add a three columns: "work hours", Work hours completed" and "work hours remaining". Β The second two aren't as useful as the first but they do provide some information. Β
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Anyway I use the following formulas in each column (assume row 1):
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Work hours: Duration1 * 8 * [% Allocation]1
Work Hours Complete: [work hours]1 * [% complete]1
Work hours remaining: [work hours]1 - [work hours complete]1
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I typically know the expected duration and budgeted effort so I set the duration then adjust the % allocation until the work hours (effort) matches my budgeted effort.
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Having the tool calculate duration from effort would require an additional "effort" field but it would be a useful featureΒ znd would eliminate the need for my additional columns. Β
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Travis,
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I don't see this on the roadmap yet.
I'm posting here to keep this thread alive.
I'd really like to a task that has a start date based on a start date (row 5) and a finish date (row 25) -- that task is less than 8 hours in duration and can / must be done anytime in the duration between row 5 end and row 25 start neither of which are predecessors to the row in question.
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Craig
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Craig, are you referring to constraints? Task X is 8 hours and must start after row 5 starts and finish before row 25 ends?
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Travis,Β
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Yes.
For a specific example, I have a task that can't be started until training is given in February. The task needs to be done before we go on-site in May. The task will likely take two days. I don't really care if the task is done in March or April, I just want it done.
If I set the task to have both a SS and FF constraint, it seems to want to stick the 2 day task as close to the FF as possible. But I want the engineer to have the task on his to-do list after the traiing.
I feel like I'm micromanaging if I force the task to be a certain two days during March or April. And again, since it won't impact critical path, I really don't care when it is done.
Sorry for the long answer. That may be the wine typing.
Craig -
Understood - thanks for clarifying. Constraints is something our Product team has looked into and I will make sure they see this use case for that functionality.Β
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It would be great if Smartsheet would change the End Date based on a less than 100% allocation. The resource tells the project manager that a task will take 3 days. They mean 3 days of dedicated time. If the resource is allocated only 50% to that task, then Smartsheet should shift the End Date out to accomodate the Duration that was declared.
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New Smartsheet user and I see the independence of %Allocation and Duration as the biggest issue (when using resource management).
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If you are not using resource management, then the Duration column is just fine, but if you are using it, then you want to enter the actual work time required for a task and the %Allocation. Β If %Allocation (resource management) is active, then there should be an Actual Duration column and Plan Duration = Actual Duration * %Allocation.
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Dave
