1. Optional Features
  2. Projects
  3. Adjust Planned (Assigned) Hours Based on Actual Work

Adjust Planned (Assigned) Hours Based on Actual Work

As a project manager, you can allocate the number of planned hours for each resource assigned to a task when using task assignments. As the project progresses and work gets delivered for each task, you may need to compare the number of hours assigned against the number of hours worked and approved until now (the number of hours recorded and approved in timesheets against the task). To run accurate forecasting reports based on the proportion of planned hours delivered until now and the work that remains to be done, you may need to adjust the number of planned hours or the duration for each task to reflect the hours approved until now. By default, you would need to compare hours planned in task assignments against hours approved and make the changes manually for each task and each resource assigned to the task. This feature streamlines the process by letting you make adjustments in bulk for selected tasks in the project outline view.

Account administrators control who can adjust "past planned hours" based on approved hours using this feature by role permission. To enable the feature for a role, go to Administration > Users > Roles > [Select a role] and check the Recalculate planned hours for users based on approved hours for tasks box.

This feature lets you make one of the following adjustments for each selected task in the project outline:

  1. Adjust the task end date and keep the resources time allocation unchanged. In this case:

    • The percent of user's time remains the same in task assignments.

    • The task end date is adjusted so that future planned hours reflects the amount work remaining to be done (remaining difference between planned hours and approved hours).

  2. Keep the task end date unchanged and adjust the resources time allocation. In this case:

    • The task end date remains the same.

    • The percent of user's time in task assignments is adjusted so that future planned hours reflects the amount work remaining to be done (remaining difference between planned hours and approved hours).

  3. Task is finished. Remove remaining planned hours. The planned hours in task assignments are adjusted to the number of hours approved in timesheets.

Note:

Review the following guidelines:

  • To use this feature, planned hours must be entered for each task and for each resource assigned.

  • You can only adjust a task if the number of planned hours in task assignments is greater than the number of approved hours against the task from timesheets. The task is not available for selection otherwise.

  • The adjustment is equivalent to adjusting "past planned hours" and "future planned hours" where the pivot date between past and future is the date of the last approved time entry recorded by the assigned resource against the task.

    • "Past" refers to the time before and including the date of the last approved time entry recorded by the assigned resource against the task.

    • "Future" refers to the time after and excluding the date of the last approved time entry recorded by the assigned resource against the task.

To adjust planned hours from approved hours:

  1. Go to Projects > Projects > [Select a project] > Phases/Tasks > [Select List, Outline or Gantt].

  2. Click the Tips utility button and select Update planned hours from approved hours.

    The Update planned hours from approved hours window appears.

  3. Choose the adjustment option.

  4. Check the box next to each task you want to adjust. Only tasks for which the number of planned hours in task assignments is greater than the number of approved hours against the task from timesheets are available for selection.

  5. Click Save.

    A confirmation messages shows the number of tasks adjusted.

  6. Click Close to return to the list, outline or Gantt view and reload the page.

To enable this feature, contact SuiteProjects Pro Support.