Generally, the problem looks like this.Īn organisation will have a master Smartsheet. I hope that helps and is not too confusing.Īlthough this thread is raised from an older post, it deals with an issue that I have seen raised over and over again. It takes about five minutes to do an update if someone wants it rather than waiting for the end of a week. I'm going away from that in V5 because management doesn't need the realtime feature and with the size of our organization and the number of projects and functions, I kept running into the 5000 incoming link on some of the sheets that consolidate data. V4 of the app was realtime in that when an employee entered some time on their sheet it automatically rippled through all the subsequent sheets so management could see what was happening almost in real time. ![]() Also, I use an architecture that has about 60 pre-linked projects that talk to other system sheets making it much easier to open and close projects without having to create new Smartsheets with all their formulas and links. ![]() I've over-simplified this description in the interest of time but my app also tracks billable/non-billable hours for the various teams and individuals in the company. That data is linked into a unique project tracking sheet for each project that keeps track of the total hours to date against the initial estimate for the project on a week-by-week basis (copying the linked-in data into the current week is where I would love to have the "do nothing if false" IF function to avoid that weekly manual step).įrom each project tracking sheet the hours to date, estimated hours, over/under calculations and other costs are linked out to a consolidated project financial summary for management and a project hours summary for supervisors and project managers to view all in once place. Then, using SUMIFS functions I scan all the data from the report building a table for each project that shows how many hours were worked by each functional area for the week. First, I validate that all the project names match the official names in case someone has manually entered a project name with an error instead of using the dropdown list (hasn't happened so far). I then copy the results from the report into a master project timesheet that does a bunch of things (you can't do calculations in reports so you have to get it into a regular Smartsheet). so employees can account for all hours worked during a week. Our projects include some internal projects like company meetings, training, etc. ![]() I use a Smartsheet report that scans all employee timesheets and extracts the total hours worked by each employee on each project/function. There is also a total across all projects for the week.Ģ. Each combination of project/function needs to be on a separate row. The timesheet has as many rows as they need and each row includes a project name selected from a dropdown list that I maintain, a function that they performed (design, development, QA, etc.) that is selected from a dropdown list, a place to enter hours worked on a daily basis on the project (7 days) and a total hours for the week for that project. Each employee that works on projects has a unique project timesheet that is titled with their first name (no duplicates so far). Here's a very brief descripton of how my system works.ġ. I'm now into version five of my project tracking system using Smartsheet after two years of enhancements. Open to any creative suggestions and ideas from the community on how this could be done or is being done by others.Īppreciate your assistance in helping solve this! We currently use Harvest as a way to capture time, but there is only a unidirectional sync (per my understanding) from SmartSheet to Harvest, not the other way around. The solution needs to be able to automatically aggregate time captured by various team members on an initiative and "roll it up" at the initiative level to give us a nice comparison of planned burn rate vs. The solution needs to be very easy to use - otherwise it will be hard to get compliance on time capture.ģ. We need a solution that can scale to 40+ resources conducting this activity.Ģ. Individual resources/team members would capture time, probably on a weekly basis. We are now looking for creative ways to capture "Actual" time spent on a particular initiative. ![]() We have recently started using SmartSheet for planning out a roadmap for initiatives, along with types of roles allocated to the initiative (resources) as well as allocation.
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