Monitoring Workload without Resource Add-On
Hello-
I am managing a project in Smartsheet where I need the ability to conduct ongoing monitoring of resource hours for tasks per week. The use case is for the PM to use this info to ensure the estimated times of tasks assigned to a given individual don't exceed that person's availability cap (That data is stored elsewhere, so it would be a manual comparison of external data vs. the sum of estimated hours for that week). Our org has enterprise, but unfortunately we don't have the resource management add-on. Without that, is there an intuitive or workaround method to pull weekly estimated hours for assignees? Ideally the time window view would be flexible to a 2 or 4 week view in weekly increments. Thanks in advance for any guidance provided.
Answers
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This will depend on how you have your task lists set up in Smartsheet. What I would do in this instance is ensure that all of my task list sheets for the resources are using a Single Select Contact column, and that all the numbers for hours are recorded as numerical values (e.g. 3, and not "3 hours").
That way I can use a Row Report to gather all tasks across all sheets, filter by the resources that PM needs to review, then Group the Report by the Contact assigned column and use the Report Summary feature to sum up the hours for that assignee. The Report can also be filtered by a date range (e.g. 2 weeks or 4 weeks) so you have the necessary view.
Here's a free webinar that may be helpful: Redesigned Reports with Grouping and Summary Functions
Cheers,
Genevieve
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