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Task Summary

This page shows the overall summary of task details.

If you have approved hours, you will be able to compare the actual time spent on a task to the estimated time in the Task Summary page.

In the Task Summary you will see each assignee’s actual time spent on the same task.

You can get the PDF version of the task summary. You can also see the links and updates of employees regarding the task.

 

 

Percentage Completed

The completion of tasks can be calculated automatically or manually. By default, the task percentage completion is calculated manually.

The system calculates it using the estimated time for each employee and actual time spent. If the actual time equals the estimated time, the percentage completed will become 100 percent under Automatic Percentage Calculation. However, it does not mean that the task is completed. You can change the status of the task later to Completed when it is really fulfilled. Note that to be 100% completed, all employees’ task’s completion should be 100%. If one employee has completed the task for 50% and the other for 70%, then the overall task’s percentage completion will be 85%=(50+70)/2.

Under manual calculation, when you change the task status to Completed, the percentage completed will become 100%.

 

Estimated Cost

Estimated cost is calculated using the wage rates of each employee and multiplying it to the estimated time. For example, if estimated time to be sent on a task is 30 hours and the wage rate of the assignee per hour is $10, then the estimated cost will become $300.

 

Actual Cost

Actual cost is based on the actual time spent on a task. Actual time is only the approved task hours. So if your actual time is 40 hours and your wage rate is $10 per hour then the cost of the task will be $400.

 

Timer

Timer is like a stopwatch which calculates the time spent on a particular task. You can run a timer and stop it when you finish the task. This way you will exactly know how much time you spent on the task. Then you can register the time spent to the Timesheet. You can access Timer from the Task Summary or from the Actions dropdown.

 

 

Updates

This tab shows you the created date of a task and last updated date as well as the employee who updated it.

 

 

Members Involved page

In this page you can change the status of task for each assignee and change the estimated time allocated for them. Although, this page is available to all task members (view only), you need to be the manager or the backup manager to change the estimated time and assignees.

 

 

If Resource Utilization section is enabled to your account, you can change the estimated time for employees from the Resource Utilization page not from the Tasks Members Involved page. Members involved page will be for view only.

To edit estimated time for employees, go to Resource Utilization section from the Project Management Module.

Click on the dropdown next to an employee name which will populate all projects ongoing in the current month. Next, click on the project dropdown which will populate tasks. The tasks row shows estimated time allocated for each day. You can change the estimated time by double clicking on the cell. 

As indicated in the bottom of the Resource Utilization page:

Optimally Allocated -  shows the same amount of time allocated as in the timeslot hours set for the employee

Over Allocated - shows more time allocated for tasks than in the timeslot

Under Allocated - shows less time allocated for tasks than in the timeslot

Task Duration -  shows when task starts and ends

Holiday -  shows holidays where you cannot enter time

To compare the timeslot hours to the estimated time allocated, tick the Timeslot Hours box on top of the page.

To compare timesheet hours to the estimated time allocated, tick the Timesheet Hours box on top of the page.

You can also filter by department or employee from the dropdowns located on top of the page.

Time Entries page

This section shows you the data about the total time spent by each assignee in the task and time entry dates.

 

Budget

Employees may have two types of wage rates: simple wage rate and client charge rate. Wage rate is the amount that you pay for employee per hour. Client charge rate is the timesheet hours billed to your client for the work done on the project. Client charge rate is used in the Timesheet-Based invoice. The budget page shows you how much time was spent and the cost of the task based on employee rates per hour.

 

Documents page

This section will store all related files and documents to the task. If you have uploaded a file to the task, other assignees will also have access to this document.

 

Task Notes

This page enables you to leave your thoughts and notes for the task. If you make it private, no-one other than you can see the note. If you make it public, everybody involved in the task will see the notes except for the project’s client.

 

Comments

This page shows the rejected hours’ comments and your own comments left when you register a timesheet. You can send edit or delete those comments. If you create a new comment, you can send notification to the other members of the task.

 

Issues

Issues are the problems or obstacles that you have faces while working on the task. If there have been some issues related to the task, you can save them here and all other members will have access to the Issues.

 

Cases

Tasks can be linked to cases in the CRM section which might be the tickets of your customers. You can also create cases manually using the button Add New. In order to link cases to your tasks, go to the Task Summary - Links tab. Click Add Links and search for the case and add. The cases subsection will show these links to cases.

 

Emails

This page stores related emails of the task. Emails can be also linked through the add links option.

 

 

See also

Help documents