I would create a project called admin time, add all of these time tracking buckets as milestones, set the milestones to be reportable, ignore dates entirely, and assign the resources that need to report against each "bucket" of time. We do something very similar internally and you can ask to see step-by-step how to set this up in any Q&A webinar (http://webinars.clarizen.com).
How to you handle general non-project related tasks?
I was wondering how to let users log tasks that not related to a specific project (and therefore not billable) on their timesheet - vacation time, company meeting time, training, etc? Is it better to set up a "dummy" Customer (like Overhead) and asks tasks like Company Meetings, Training, etc? And must I assign this customer and tasks to everyone?
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Why Milestones and not just open ended tasks? And I need to assign to whole company as these non-project tasks can pop up at any time for anyone?
Great question, milestones do not trigger any sort of system notifications for progress reporting. This way resources will not be asked to report progress on what is really a time tracking bucket. Also milestones will not appear on users' task lists, but will appear in time tracking.
You would need to assign these to the whole company, but you just need to do this for the first "bucket" and then you can copy and paste that resource list to the rest of them.
I'd like to generate a report for this type of admin project to show actual effort by milestone by team member. It would be similar to the All Reported Hours in a Specific Project report that comes loaded in the system, but would need to show team members name and effort submitted for each milestone. I'm attempting to build the report myself but haven't succeeded yet, can you help? Thanks!
I am curious how you are trying to build it. Make sure that the criteria to show results is Work Item and the related information is Assigned-->Team Members.
Then you can select the fields you want in your report. See the attached screen capture as an example.
In Reports under 'Time Tracking', there is a report called 'Total Reported Hours by User per Project'. The report wizard then prompts you for the project name where you can select the admin project, timesheet timeframe, which users to include, and whether to included approved or approved/submitted timesheets.
Thanks for the feedback, much appreciated. Boris, is there a list of the fields I can refer to? I know the results I'm looking for but the field names are very numerous and some not very intuitive to me.
All Standard, Out Of the Box Fields can be found in the user manual...
If you are an admin, you can actually go to "Settings > Configure" and select Standard Fields and it will give you a list. Please refer to my screenshot.