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How do you project billable vs. non-billable time across projects in your organization?
Network:86



We're currently using JIRA along with Tempo and Activity Timeline to manage tasks and allocation across projects. This is an area our organization we continue to push to maturity, though these tools and some processes have helped in the past 6 months.

Specifically, we're trying to determine a way to provide a report showing each resource and their split between billable and non-billable time for the coming week (not a historical report). Currently there's nothing in JIRA indicating that a task is billable or not other than knowing that project is billable. Even at that, there are situations where we deem certain activities within a billable project, non-billable (for example, a learning opportunity for a developer...they might bill only part of their time on a functionality they're learning or a new approach that's being taken).

Does anyone have any thoughts or suggestions? Anyone else using other resource allocation tools that do a good job of this planning/forecasting?

I anticipate that there will be significant recurring time required in order to achieve reporting like this especially when multiple people in various roles impact relevant decisions.
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Network:1398



Blake -

JIRA is pretty extensible, and even if you choose not to customize the issue field definitions, if you aren't using all the fields in the issue types you are using, you could co-opt an unused field to differentiate billable from non-billable activities.

I've seen this done for tracking tasks which can be capitalized separate from those which can't.

Kiron
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1 reply by Blake Pawlikowski
Sep 19, 2017 9:56 AM
Blake Pawlikowski
...
Thanks, Kiron. I think adding a custom field is one of the better options I'm considering currently. We have other customizations we've implemented and we'd simply need to adjust existing processes to make sure the field is used consistently across projects. It would be great to have this new paired with a required field indicating why that particular task won't be billed (approved by Account Manager, good will, whatever the case may be).
Network:116636



Blake,

We use a program called Harvest where you can allocate hours as billable ans non-billable and under non-billable you can indicate if they are recoverable or non-recoverable as sometimes non-billable hours are recoverable at some point.

Hope this helps.

Cheers,
RK
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1 reply by Blake Pawlikowski
Sep 19, 2017 9:58 AM
Blake Pawlikowski
...
Thank you, Rami. I looked at Harvest at one point in the past. Good to know it helps with this type of reporting. Unfortunately, implementing a new solution that doesn't work with existing tools might be too disruptive at this time. Nonetheless, I appreciate the input!
Network:578



Blake - A simple solution that I think of without customizing JIRA is to prefix all tasks/activities with 'B_' for billable tasks/activities and 'NB_' so that we can easily distinguish which is which. You can then do some string operations in excel to organize the data
I have used this naming convention for projects in my previous organization
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1 reply by Blake Pawlikowski
Sep 19, 2017 10:02 AM
Blake Pawlikowski
...
Great suggestion, Ramachandran! I've also considered using labels within JIRA, which could potentially achieve a similar result without lengthening the JIRA summaries.
Network:86



Sep 18, 2017 8:13 PM
Replying to Kiron Bondale
...
Blake -

JIRA is pretty extensible, and even if you choose not to customize the issue field definitions, if you aren't using all the fields in the issue types you are using, you could co-opt an unused field to differentiate billable from non-billable activities.

I've seen this done for tracking tasks which can be capitalized separate from those which can't.

Kiron
Thanks, Kiron. I think adding a custom field is one of the better options I'm considering currently. We have other customizations we've implemented and we'd simply need to adjust existing processes to make sure the field is used consistently across projects. It would be great to have this new paired with a required field indicating why that particular task won't be billed (approved by Account Manager, good will, whatever the case may be).
Network:86



Sep 18, 2017 11:10 PM
Replying to Rami Kaibni
...
Blake,

We use a program called Harvest where you can allocate hours as billable ans non-billable and under non-billable you can indicate if they are recoverable or non-recoverable as sometimes non-billable hours are recoverable at some point.

Hope this helps.

Cheers,
RK
Thank you, Rami. I looked at Harvest at one point in the past. Good to know it helps with this type of reporting. Unfortunately, implementing a new solution that doesn't work with existing tools might be too disruptive at this time. Nonetheless, I appreciate the input!
...
1 reply by Rami Kaibni
Sep 19, 2017 11:17 AM
Rami Kaibni
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Got You - Good Luck Blake. Cheers !
Network:86



Sep 19, 2017 2:21 AM
Replying to Ramachandran Swaminathan
...
Blake - A simple solution that I think of without customizing JIRA is to prefix all tasks/activities with 'B_' for billable tasks/activities and 'NB_' so that we can easily distinguish which is which. You can then do some string operations in excel to organize the data
I have used this naming convention for projects in my previous organization
Great suggestion, Ramachandran! I've also considered using labels within JIRA, which could potentially achieve a similar result without lengthening the JIRA summaries.
Network:116636



Sep 19, 2017 9:58 AM
Replying to Blake Pawlikowski
...
Thank you, Rami. I looked at Harvest at one point in the past. Good to know it helps with this type of reporting. Unfortunately, implementing a new solution that doesn't work with existing tools might be too disruptive at this time. Nonetheless, I appreciate the input!
Got You - Good Luck Blake. Cheers !

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