Automatic Tracking of Actuals for Staffing Profiles

If a staffing profile is associated with a project, you can set it to roll up values for Actual Effort directly from the work plan. This is controlled through the project settings, in the Cost and Effort policy. For more information on project settings and policies, see the Project Management User’s Guide.

Note: A staffing profile can only be associated with one project, and vice versa.

The roll-up of Actual Effort values from a work plan works thusly:

  • Actual FTE values are calculated from the Actual Effort tracked on the work plan's tasks. The actual effort values appear only in the Compare to Work Plan page.

  • The Compare to Work Plan page shows the scheduled and actual effort from the project's work plan, grouped by either resource or role.

  • When viewing the Compare to Work Plan page grouped by resource, if a resource is not yet assigned to a task, the roll-up of scheduled effort will appear in the unassigned collection.

  • When viewing the Compare to Work Plan page by role, the scheduled and actual effort appears under the role specified on the task.

  • Actual effort includes promised allocations.

    Note: A staffing profile for a project must be created from that project's Project Overview page.

To set Staffing Profile to track actuals for a project:

  1. Log on to PPM.

  2. From the menu bar, select Search > Projects and open the project you want.

  3. Click Settings and click on the Cost and Effort policy.

    Note: The Cost and Effort policy may not be editable. If not, you cannot modify the project's Cost and Effort settings unless you modify the project type that governs the project. See the Project Management User Guide for more detailed discussion of how project types govern project settings through project policies.

  4. Select Staffing Profile represents the work load imposed by the project.

  5. Select Use actual information from the work plan and Time Management when viewing actuals in the staffing profile.

  6. Click Save.

Automatic Tracking of Actuals with Time Management

A staffing profile linked to a project can roll up even more accurate Actual Effort data if Time Management has been enabled and is properly set for the project. For more details on Time Management, see the Time Management User’s Guide.

The Cost and Effort policy in the project's settings determines whether or not financial data is tracked for a project, and how actuals are to be calculated, if at all. The Cost and Effort policy also determines how Time Management is used to track effort, if Time Management has been enabled for the system.

Figure 4-11. Project Settings: Cost and Effort policy

Once Time Management is activated for the project, the Actual Effort values provided will roll up into the staffing profile, assuming the staffing profile is set properly (see Automatic Tracking of Actuals for Staffing Profiles).

To set Time Management to track Actual Effort for a project:

  1. Log on to PPM.

  2. From the menu bar, select Search > Projects and open the project you want.

  3. Click Settings and click on the Cost and Effort policy.

    Note: The Cost and Effort policy may not be editable. If not, you cannot modify the project's Cost and Effort settings unless you modify the project type that governs the project. See the Project Management User’s Guidefor more detailed discussion of how project types govern project settings through project policies.

  4. Select Use Time Management to track actual effort against this project.

  5. Select the appropriate level of the work plan to track.

  6. Click Save.