We are looking options for Time Tracking tool that could track effort against each WBS where team members can track there daily activity and progress, Looking for some budget saver option.
Secondly, Would you recommend OpenProject Community(Open Source) ? Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Hey Rahul! My own experience was with Microsoft Project Server, which allows project team members to track their time at the project activity level. It, of course, integrates well with Microsoft Project for the project managers.
Hey Rahul! My own experience was with Microsoft Project Server, which allows project team members to track their time at the project activity level. It, of course, integrates well with Microsoft Project for the project managers.
Really appreciate your response, we will consider this.
Thanks Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
There are lot of tools free of cost that can help you because "the problem" is not the tool, the problem is the process and to convince people to use it. Generally speaking, my recomendation is searching for a tool that can be used in multiple devices.
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1 reply by Rahul Shukla
Jan 09, 2022 8:58 AM
Rahul Shukla
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Thanks for your suggestion, my search is still on.
I'd add to Sergio's feedback that while it is tempting to have actuals tracked at a work package level, as the number of concurrent work packages a team member works on increases, the accuracy of the actuals captured decreases. If time tracking is being introduced, it is better to start at a higher level of granularity (e.g. control accounts, deliverables) and then progress to a more detailed level only if such detail is really warranted.
Kiron
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1 reply by Rahul Shukla
Jan 09, 2022 9:07 AM
Rahul Shukla
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Hi Kiron,
Thanks for the response, the issue we have is how do we make every one accountable in multi member team with few productivity exceptions.
Thanks
Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
I am in full agreement with Sergio in that the problem is not the tool but the process, possibly even the culture. The issues are: 1) accuracy 2) completeness, and 3) timeliness.
1) Accuracy: Typically time entry occurs at the end of the week and two issues drive the entry a) required hours of work and b) available hours in the task. One will first consider that they need to record 40 hours (basis of employment) and second what time is available in the tasks assigned. This leads people to spread the hours so as to satisfy both requirements rather than record reality. There is also the problem of 'dead' time, I don't mean scheduled breaks but times when nothing gets done due to disruptions, unsatisfying research, ad-hoc meetings, pursuing dead ends, etc. Management doesn't want to hear about those things and staff feel guilty.
2) Completeness and timeliness: Unless there is a strong motivation to report time against tasks or activities (like tie-in to payroll) time entry seems to lag or doesn't match actual cost or effort. When it is reported it most likely will be incomplete and/or inaccurate.
There is also the concern of duplication, additional administration and possible push-back - "I got better things to do" and "Is management checking up on me?"
I am not suggesting that time tracking is not necessary but that it may not be as simple as finding a tool. Consider the implications, mitigate the risks and make sure whatever is implemented actually enhances project success.
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1 reply by Rahul Shukla
Jan 09, 2022 9:05 AM
Rahul Shukla
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Hi Peter,
I am of exactly same thought as yours , I complete agree with you on the limitation of environment factor and push back from the team , as they are at receiving end of being more accountable (More tracking means more answerable).
We had been not being doing WBS level actual tracking from last 5 years to have a cool environment , But in few of the projects we have over burned and now can not fix it now after multiple shifting of go-live and showing who is dropping the ball with data.
There would 5% deviation at every level and few entry point may have 50% deviation , until we talk with data , its tough to do retro specific analysis , specially when team is bigger with mixed set of performer.
I believe you also have similar experience as us on tracking as your thoughts completely concur ours.
MS Project should be good to track records Saving Changes...
Ganesh KumarProgram ManagerBangalore., Karnataka, India
Hi Rahul,
Great inputs from the PM Stalwarts. The idea of a tracking tool not only tracks time, but also check if the hours logged in equal to the productivity derived. One may be logging hours, but not necessary being productive - it only helps bill your customer.
Additional it should reflect on your overall manhours, project costing, receivables and tie it to the contract manhours.
Absolute budget saver - use excel sheets. You can research for companies offering end to end time tracking tools, on per user license basis. This will help integrating several departments, provides with dashboard and reports. Saving Changes...
There are lot of tools free of cost that can help you because "the problem" is not the tool, the problem is the process and to convince people to use it. Generally speaking, my recomendation is searching for a tool that can be used in multiple devices.
Thanks for your suggestion, my search is still on. Saving Changes...
I am in full agreement with Sergio in that the problem is not the tool but the process, possibly even the culture. The issues are: 1) accuracy 2) completeness, and 3) timeliness.
1) Accuracy: Typically time entry occurs at the end of the week and two issues drive the entry a) required hours of work and b) available hours in the task. One will first consider that they need to record 40 hours (basis of employment) and second what time is available in the tasks assigned. This leads people to spread the hours so as to satisfy both requirements rather than record reality. There is also the problem of 'dead' time, I don't mean scheduled breaks but times when nothing gets done due to disruptions, unsatisfying research, ad-hoc meetings, pursuing dead ends, etc. Management doesn't want to hear about those things and staff feel guilty.
2) Completeness and timeliness: Unless there is a strong motivation to report time against tasks or activities (like tie-in to payroll) time entry seems to lag or doesn't match actual cost or effort. When it is reported it most likely will be incomplete and/or inaccurate.
There is also the concern of duplication, additional administration and possible push-back - "I got better things to do" and "Is management checking up on me?"
I am not suggesting that time tracking is not necessary but that it may not be as simple as finding a tool. Consider the implications, mitigate the risks and make sure whatever is implemented actually enhances project success.
Hi Peter,
I am of exactly same thought as yours , I complete agree with you on the limitation of environment factor and push back from the team , as they are at receiving end of being more accountable (More tracking means more answerable).
We had been not being doing WBS level actual tracking from last 5 years to have a cool environment , But in few of the projects we have over burned and now can not fix it now after multiple shifting of go-live and showing who is dropping the ball with data.
There would 5% deviation at every level and few entry point may have 50% deviation , until we talk with data , its tough to do retro specific analysis , specially when team is bigger with mixed set of performer.
I believe you also have similar experience as us on tracking as your thoughts completely concur ours.
...
1 reply by Peter Rapin
Jan 09, 2022 3:31 PM
Peter Rapin
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One of the problems with tracking is that it invariably results in comparing with the initial plan. The plan is deemed to be right and actual is expected to comply.
One should keep in mind that the initial plan including scope, effort and duration of the WBS were all an estimate of projections based on past experience and are frequently incorrect. Scope, effort and time requirements change as the project evolves and more information is made available.
Therefore if you propose to track and compare (tracking without comparison just doesn't happen) you should revisit the scope, effort and duration at the time of starting the task by the people assigned to undertake the task. "I/we will complete [such-and-such] applying [estimated effort] and deliver by [number of days]." This becomes the target, not the original plan. You then have commitment and accountability
I'd add to Sergio's feedback that while it is tempting to have actuals tracked at a work package level, as the number of concurrent work packages a team member works on increases, the accuracy of the actuals captured decreases. If time tracking is being introduced, it is better to start at a higher level of granularity (e.g. control accounts, deliverables) and then progress to a more detailed level only if such detail is really warranted.
Kiron
Hi Kiron,
Thanks for the response, the issue we have is how do we make every one accountable in multi member team with few productivity exceptions.
