Our management is struggling with the concept of project staff putting 8 hours towards a project task, per day.
Currently, staff often will claim to have worked 8 hours a day towards a task. Management knows this cannot be true when there are 2 - 15 minute breaks per day, and numerous interruptions (emails, phone calls, bathroom breaks, etc.) that would reduce actual time worked even further. This inaccurate time tracking can result in project costing that can be drastically off from reality.
I have seen some projects that tracked hours based on a default 6 hour work day.
I need to know if there is a industry standard that I can fall back on to more accurately track project hours? What does your organization do with this dilemma?
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Isabelle BadinandAgile Delivery Manager| AvivaLondon, United Kingdom
Well, aren't staff paid during their breaks? I guess they are so it is part of a project cost. Saving Changes...
Andy JordanPresident| Roffensian Consulting S.A.Cherry Grove, AB, Canada
The problem is though that you only get (say) 6 productive hours for an 8 hour day so a task that takes 120 hours doesn't cost 15 days (15x8) it costs 20 days (20x6). I don't think there is a 'standard', and certainly no perfect solution. We use 7 hours (based on a 8 1/2 hour day) and then adjust percentage availability - a supervisor may only be 60% available for a task because of supervisory duties, so 60% of 7 hours.
We have also had success by moving to a day based estimate rather than an hourly one - people have an easier time thinking that if a task will take them until the end of the week it is a 5 day task - they tend to subconciously allow for the 'noise'. You do have to be careful, to go back to the supervisor example if a task takes them a week it will be a 3 day task, not a 5 day task (because of the 60% availability).
Hope that helps rather than confuses!!
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Michael WoodProject Manager / Business Analyst / Business Process Improvement Guru| Independent ContractorGig Harbor, Wa, United States
Six hours is a good guideline. Some things to consider are the following: 1)Number of projects people are typically assigned to at any given time. If a person works on more than one project in a day assume 1/2 hour is lost everytime they switch gears to another project. 2) Number of administrative tasks a person has including time sheets, staff meetings, etc. Remember to factor in the 1/2 hour to get refocused on the project tasks. So if they go to2 staff meetings a week add and extra hour to the impact of those meetings. 3) Distractions - these can really impact productivity as well.
Remember, charging costs to the project has little to do with project planning and resources. And don't make the mistake of assuming if a person has a 12 hour task that it will get done in two days (assuming 6 hours of productivity per day) A project plan like a budget is suppose to model reality not perfection.
"Life is but a walking shadow,
a poor player that struts and
frets his hour upon the stage
and then is heard of no more.
It is a tale told by an idiot,
full of sound and fury,
signifying nothing."
