Project Management and Gantt Charts https://help.smartsheet.com/ en Set Baselines on a Project Sheet https://help.smartsheet.com/articles/2482093-baselines <span class="field field--name-title field--type-string field--label-hidden">Set Baselines on a Project Sheet</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>With baselines, you can establish the start, finish, and variance of dates for individual tasks and rows on your project sheet. When enabled, you can also view the project baseline summary to see the overall project status.</p> <p>When you enable baselines, three non-editable columns will now be added to the sheet:</p> <ul> <li aria-level="1"><strong>Baseline Start</strong> - The date in your start column.</li> <li aria-level="1"><strong>Baseline Finish</strong> - The date in your end column.</li> <li aria-level="1"><strong>Variance </strong>- The difference between <strong>Actual End Date</strong> and <strong>Baseline End Date</strong>.</li> </ul> <p><img alt="Baseline columns" data-entity-type="file" data-entity-uuid="e01a4d30-fa83-456b-b031-0de1a4c62803" src="/sites/default/files/inline-images/Baseline%20columns.png" width="455" height="81" loading="lazy" /></p> <p>Additionally, you will see visual Gantt bars for baseline dates and actual dates. If you change your preferences to display or hide baseline bars in Gantt view, the change will be saved for your user only and other users will not be affected.</p> <p>Baselines will appear as read only cell data. Because of this, baselines will be surfaced in reports, dashboards, and other Smartsheet items, but cannot be modified.</p> <p>NOTES: </p> <ul> <li aria-level="1">You can only add one baseline to a project sheet. If there are multiple start and multiple end date columns, only one set of Start date and End date columns can be associated with baselines.</li> <li aria-level="1">A baseline will not be added to a row that does not have a start and end date, or a row with a start date that is after the end date. The cell data must also be an acceptable date format. For example, text values, such as ‘TBD’ or ‘July’ will not work.</li> <li aria-level="1">Historical baseline modifications are not captured in the activity log, but are available in the cell history.</li> </ul> <h3>Set up your project sheet to use baselines</h3> <p>To enable baselines on your project sheet:</p> <ol> <li aria-level="1">If your project sheet does not yet have Start date and End date columns, you will need to add them. Baselines can only be created if a sheet has Start/End date columns.<br /> For more information about setting up a project sheet, see <a href="/articles/765755-modifying-project-settings">Modify Project Settings</a>.</li> <li aria-level="1">Switch to <strong>Gantt view</strong>, then click on the <strong>Baselines </strong>button in the toolbar. You will see the current earliest and latest day in the sheet’s start and end dates.<br /> <img alt="Baselines button" data-entity-type="file" data-entity-uuid="b1843dbb-03d5-4887-a55a-fb814141e8e1" src="/sites/default/files/inline-images/Baselines%20button.PNG" width="401" height="255" loading="lazy" /></li> <li aria-level="1">To enable, click the <strong>Set </strong>button.<br /> <img alt="Set baseline" data-entity-type="file" data-entity-uuid="6662311e-61cb-4f25-807b-29c041bf01bd" src="/sites/default/files/inline-images/Set%20baseline_0.png" width="463" height="512" loading="lazy" /></li> </ol> <p>That’s it! Your sheet now has baselines enabled. </p> <h3>View the Baselines summary</h3> <p>Once enabled on your project sheet, you can use the <strong>Baselines </strong>summary to view, edit and remove baselines information.</p> <p>To open the baselines summary, switch to <strong>Gantt view</strong>, then click on the <strong>Baselines </strong>button again in the toolbar.</p> <p><img alt="Baselines summary" data-entity-type="file" data-entity-uuid="dbcc5161-e1d3-4578-a2a6-6010e1281f2f" src="/sites/default/files/inline-images/Baselines%20summary.png" width="457" height="541" loading="lazy" /></p> <p>In the baseline summary view, you will see the following:</p> <ul> <li aria-level="1"><strong>Show baseline in Gantt</strong> - Toggle for enabling baseline in Gantt view.</li> <li aria-level="1"><strong>Actual </strong>- The earliest actual start and latest end dates in your columns. </li> <li aria-level="1"><strong>Baseline </strong>- The earliest and latest baseline start and end dates in your columns established at the time when you enabled the baseline originally.</li> <li aria-level="1" style="list-style-type:disc"><strong>Variance </strong>- The difference between <strong>Actual End Date</strong> and <strong>Baseline End Date</strong> calculated in decimal days according to the working schedule defined for your project. Variance will display the overall status of your project as <strong>Days behind</strong>, <strong>Days ahead</strong>, or <strong>On schedule</strong>.</li> <li aria-level="1" style="list-style-type:disc"><strong>Reset  </strong>- Establish a new baseline start and end date.</li> <li aria-level="1"><strong>Remove </strong>- Remove the baseline from your sheet (see the Edit or remove baselines from your sheet section for more information.)</li> </ul> <h3 style="line-height:1.38; margin-top:21px; margin-bottom:5px">Edit or remove baselines from your sheet</h3> <p>To view, edit, or remove baselines, switch to <strong>Gantt view</strong> and select the <strong>Baselines </strong>icon.</p> <p style="line-height:1.38">As dates change, the variance values will be updated automatically. You can view the full variance with the baselines summary view.</p> <p><span class="note">Baseline Start/Finish dates are locked from modification. Updating actual project dates will trigger Variance column recalculation.</span></p> <p>If you want to remove the baseline bars from Gantt, you can toggle them on and off. While the <strong>Variance</strong>, <strong>Baseline Start</strong> and <strong>Baseline Finish</strong> columns will be visible in a report, baseline bars from Gantt view do not appear in reports or dashboard widget reports.</p> <p>You can remove the baselines by selecting <strong>Remove</strong>, and confirming your selection. This will remove the baselines, but will not delete the custom baseline columns. These columns will be converted to date (<strong>Baseline Start </strong>and <strong>Baseline Finish</strong>) and text/number (<strong>Variance</strong>) columns. The cell data will remain unchanged.</p> <p>To reset your baseline, select <strong>Reset</strong>. This will reset the variances to 0, and set the values in the baseline columns to the current values in the start and end date columns.<br /> This will create a new snapshot of project dates and the Variance will display <strong>On schedule</strong>.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 10/30/2020 - 13:00</span> Fri, 30 Oct 2020 20:00:23 +0000 max.furukawa 2482093 at https://help.smartsheet.com View Your Assigned Tasks https://help.smartsheet.com/articles/2482087-view-your-assigned-tasks <span class="field field--name-title field--type-string field--label-hidden">View Your Assigned Tasks</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>To quickly find all tasks that are assigned to you or to someone else, do either of the following:</p> <ul> <li>To view tasks from one sheet only,<a href="/articles/529454#filter"> use a filter.</a></li> <li>To view tasks across multiple sheets, <a href="/articles/529454#report">create a report.</a></li> </ul> <p>The steps in this article assume that tasks are assigned in columns using a Contact List column type. For more information about column types, please see <a href="/articles/504619">Use the Best Column Type for Your Data.</a></p> <hr /> <h3>View Assigned Tasks on a Single Sheet</h3> <p>To view assigned tasks on a single sheet:</p> <ol> <li>Open the sheet that contains the tasks you want to display.</li> <li>From the menu bar click the filter menu and then click <strong>New Filter</strong>.</li> <li style="list-style-type:decimal">Name the filter (for example, name the filter “My Tasks”).</li> <li>In the Create New Filter form, under Show rows that match, select the following criteria: <ul> <li>Assigned To</li> <li>Has any of</li> </ul> </li> <li>In the <strong>Select Values</strong> box, select the name of the person whose tasks you want to view.<br /> <br /> TIP: To create a filter that finds tasks for the collaborator currently viewing the sheet, select <strong>Current User</strong>. This can be handy if you’re creating a shared filter.<br />  </li> <li>Click <strong>Apply</strong>.</li> </ol> <p>The data in the sheet will be filtered to show only tasks assigned to the person whose name you selected in the <strong>Select Values</strong> box.</p> <p style="line-height:1.38">For more information about creating filters, including how to save and share them, see <a href="/articles/504659">Using Filters to Show or Hide Sheet Data</a>.</p> <h3>View Assigned Tasks from Multiple Sheets</h3> <p>If you are tracking projects in multiple sheets and you want to find items assigned to you or someone else in all of them, you’ll use a report.</p> <p>To create a report that displays all tasks assigned to you or to someone else:</p> <ol> <li>On the Navigation Bar, click <strong>Solution Center</strong> (plus icon) &gt; <strong>Create </strong>&gt; <strong>Report</strong>. </li> <li>Name the report (for example, name the report “My Tasks”).</li> </ol> <p>Follow the steps in <a href="/articles/522214">Report on Data from Multiple Sheets</a> to select the source sheets. When you’re configuring the <strong>Filter Criteria</strong>, select the contact column you want to validate (e.g. “Assigned To”) and choose the person whose tasks you wish to see.<br /> <br /> You can also select <strong>Current User</strong> in the filter criteria to display tasks assigned to the person viewing the report. This is useful if you want to share a report that others can use to see tasks assigned to them because you won’t have to create a separate report for each collaborator.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 10/12/2020 - 16:36</span> Mon, 12 Oct 2020 23:36:42 +0000 max.furukawa 2482087 at https://help.smartsheet.com Stay informed with notifications and the Activity Feed https://help.smartsheet.com/articles/2481311-stay-informed-with-notifications-and-activity-feed <span class="field field--name-title field--type-string field--label-hidden">Stay informed with notifications and the Activity Feed</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr">Email notifications and the Activity Feed help you stay informed about what’s going on with your projects and people.</p> <p dir="ltr">Notifications can help you:</p> <ul dir="ltr"> <li>Stay current on the status of your assignments or tasks</li> <li>Know if a project you’re tracking has any changes, and</li> <li>Get the rundown on what’s happened during the day.</li> </ul> <p dir="ltr">The Activity Feed aggregates these important changes and displays them in a historical timeline on each project page and on your Personal page.<br />  </p> <h3 dir="ltr">Activity Feed</h3> <p>The Activity Feed is a record of key project changes. It shows changes to people, projects, and assignments. Each change appears with a time and date stamp.</p> <p>Assignments changes appear in the feed on Personal and Projects pages.</p> <p><img alt="Project activity feed" data-entity-type="file" data-entity-uuid="c58ed2e7-43c1-4c47-89e9-c4e30c4a4f55" src="/sites/default/files/inline-images/project-activity-feed.jpg" width="562" height="497" loading="lazy" /></p> <h3 dir="ltr">Email notifications</h3> <p dir="ltr">Email notifications mail you about important changes to your assignments or projects you’re interested in. Notifications are smartly aggregated, meaning if you make multiple changes close together, they're all sent in one email to reduce inbox noise. You can also choose to receive a daily digest of the day’s activity.</p> <p dir="ltr"><img alt="Recent activity" data-entity-type="file" data-entity-uuid="a0302479-a4e3-4e77-b1ca-47764fcbe9e3" src="/sites/default/files/inline-images/recent-activity.png" width="1242" height="1452" loading="lazy" /></p> <h3 dir="ltr"><meta charset="utf-8" />Edit your personal notification settings</h3> <p dir="ltr">In the Settings page, you can choose how often you want to receive email notifications.</p> <p dir="ltr">To change your notification preferences </p> <ol dir="ltr"> <li>Go to <strong>Settings</strong> &gt; <strong>My Preferences</strong>.</li> <li>In the <strong>Notification Preferences</strong> section, select any of these options: <ul> <li><strong>Off:</strong> No email notifications. You can still see changes in your Activity Feed.</li> <li><strong>Immediately:</strong> Notifications go out as soon as changes are made. When multiple changes occur in a short time period, they’ll be grouped and sent in one email.</li> <li><strong>Daily (default):</strong> You’ll receive an email each morning detailing changes made during the past 24 hours.</li> </ul> </li> </ol> <h3>Project notifications</h3> <p>By default, notifications are enabled for all projects.</p> <p>If you’re resourcing or planning a tentative project and don’t want to alarm or overload your team with notifications, <a href="https://help.smartsheet.com/articles/2480841">Administrators and Project Managers</a> can mute notifications on the <strong>Edit project information</strong> page.</p> <p><img alt="Project notifications" data-entity-type="file" data-entity-uuid="f09f8dd0-12db-40b9-ae13-b5e93a5fe9b7" src="/sites/default/files/inline-images/project_notifications.png" width="544" height="162" loading="lazy" /></p> <h3 dir="ltr">Following a project</h3> <p dir="ltr">You can follow the projects you’re not assigned to and get updates in your personal Activity Feed. If you're set to do so, you'll also receive email notifications about project changes.</p> <h4 dir="ltr">To follow a project </h4> <ol dir="ltr"> <li>Go to the <strong>Projects</strong> page, and open a project.</li> <li>Select the <strong>Activity</strong> tab.</li> <li>In the <strong>Activity Feed</strong>, turn on the <strong>Follow</strong> toggle.</li> </ol> <p><meta charset="utf-8" /></p> <h3 dir="ltr">Edit account-wide notifications settings</h3> <p>Email notifications for people in your account are enabled by default. </p> <p>If you’re an Administrator, you can set preferences in the <strong>Notifications</strong> section of the <strong>Account Settings</strong> page. Only Administrators can change notification preferences for all <a href="https://help.smartsheet.com/articles/2480811">active people</a>. </p> <p>There are two account-wide notifications settings:</p> <ul> <li aria-level="1"><strong>Enable Notifications: </strong>Notifications go to all people in your account. Each person can still set their own email notification preferences from their My Preferences page. If you disabled notifications disabled, enabling them will return each person's notification frequency preference back to its prior state.</li> <li aria-level="1"><strong>Disable Notifications:</strong> Disables notifications for all people in your account and hides email notification preferences from the My Preferences page.</li> </ul> <p dir="ltr"> </p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Sun, 02/02/2020 - 12:10</span> Sun, 02 Feb 2020 20:10:36 +0000 max.furukawa 2481311 at https://help.smartsheet.com Pivot Table Report Settings https://help.smartsheet.com/articles/2481241-export-data-for-pivot-table-reports <span class="field field--name-title field--type-string field--label-hidden">Pivot Table Report Settings</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr">You can export data from Resource Management and use it to create pivot table reports.</p> <p dir="ltr">First, create your report, then export the data as a .csv file. </p> <p>Here are a few handy reports that will give you good information when you build a pivot table with the resulting data.</p> <h3>Client &amp; Project Budget Overview</h3> <ul> <li aria-level="1"><strong>View</strong>: Budget: Amounts</li> <li aria-level="1"><strong>Time Frame</strong>: Last and Next 90 Days</li> <li aria-level="1"><strong>First Group By</strong>: Client</li> <li aria-level="1"><strong>Then Group By</strong>: Project</li> <li aria-level="1"><strong>Show: Project Type</strong>: Confirmed</li> </ul> <h3>Last Month’s Billable Utilization</h3> <ul> <li aria-level="1"><strong>View</strong>: Time &amp; Fees: Hours &amp; Amounts</li> <li aria-level="1"><strong>Time Frame</strong>: Last Month</li> <li aria-level="1"><strong>First Group By</strong>: Discipline</li> <li aria-level="1"><strong>Then Group By</strong>: Team Member</li> <li aria-level="1"><strong>Show: Project Type</strong>: Confirmed</li> </ul> <p>First, calculate the total available hours. That's total working days for last month multiplied by the hours in each person's work day. The calculate the total billable hours. Utilization is the percentage of total hours spent on billable work.</p> <h3>Individual Project Budget Report</h3> <ul> <li aria-level="1"><strong>View</strong>: Time &amp; Fees</li> <li aria-level="1"><strong>Time Frame</strong>: Project Duration</li> <li aria-level="1"><strong>First Group By</strong>: Phase</li> <li aria-level="1"><strong>Then Group By</strong>: Team Member</li> <li aria-level="1"><strong>Show</strong>: Project’s Name and Client</li> </ul> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Sat, 02/01/2020 - 10:20</span> Sat, 01 Feb 2020 18:20:36 +0000 max.furukawa 2481241 at https://help.smartsheet.com Use Project Brief to Build and Manage Projects https://help.smartsheet.com/articles/2481196-use-project-brief-to-build-and-manage-projects <span class="field field--name-title field--type-string field--label-hidden">Use Project Brief to Build and Manage Projects</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Every project has an individual<strong> Project Page</strong> where you build new projects and monitor them regularly as you progress.</p> <p><meta charset="utf-8" /></p> <h4 dir="ltr">From the Project Page, you can:</h4> <ul> <li dir="ltr"> <p dir="ltr" role="presentation">Set a <a href="/articles/2481111">project budget</a> in time, fee, or expenses (non-labor costs). This is your estimated goal to meet your targeted profitability or deadline.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Add people to the project and create a work plan that fits the estimated budget.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Create Work Items and assign project responsibilities and due dates to your team.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">View real-time progress of the project and monitor your budget.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Use quick links to project <a href="/articles/2481316">reports</a> to analyze the data behind the work progress</p> </li> </ul> <p dir="ltr">The Project Brief shows the project description, people currently working on the project, a visualization of the project timeline, and progress of current work. All project properties are also visible on this page.</p> <p dir="ltr"><meta charset="utf-8" /></p> <h3 dir="ltr">Project Title and Description</h3> <p dir="ltr">The title section of the Project Brief includes:</p> <ul dir="ltr"> <li role="presentation">Client name</li> <li role="presentation">Project name</li> <li role="presentation">Project start and end dates</li> <li role="presentation">Project owner</li> <li role="presentation">Project description (up to 2,048 characters, including line breaks)</li> <li role="presentation">Clickable links contained in the description</li> </ul> <h3 dir="ltr">Schedule</h3> <p dir="ltr">The Schedule displays project phases and people scheduled to work on the project, with the current day represented as a vertical grey line. Click anywhere on this schedule to access the <a href="/articles/2481151">Project Schedule</a> tab. Right click (or ctrl + click)  to save the schedule image for sharing with your team or other key stakeholders.</p> <h3 dir="ltr">Current Work</h3> <p dir="ltr">Current Work shows any phase, work, or assignment with a date range that overlaps with the current day. This section shows current project assignments, assignment types, and status of each assignment. </p> <p dir="ltr">Click a phase name to access the Worklist. Click an assignment row to go to that specific assignment in the Worklist.</p> <h3 dir="ltr">Project Properties</h3> <p dir="ltr">Tags and Custom Fields describe the project. Links added here are clickable.</p> <h3 dir="ltr">Project Status and Reports</h3> <p dir="ltr">Status for the project’s work, time, and fees appear on the left side of the Project Brief. The <strong>Show </strong>dropdown filters what data is displayed.</p> <p dir="ltr">You can see information about:</p> <ul> <li dir="ltr"> <p dir="ltr" role="presentation">The entire project (default)</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Non-phase specific</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Specific phase</p> </li> </ul> <p dir="ltr">Quick links to the <strong>Time + Fees</strong> and <strong>Budget Reports </strong>are at the bottom of the left pane.</p> <p dir="ltr">You can use Project Brief in weekly team meetings as an agenda, and a way to record and clearly communicate each person's responsibilites. </p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 01/31/2020 - 14:06</span> Fri, 31 Jan 2020 22:06:14 +0000 max.furukawa 2481196 at https://help.smartsheet.com Use Phases for Projects https://help.smartsheet.com/articles/2481191-use-phases-for-projects <span class="field field--name-title field--type-string field--label-hidden">Use Phases for Projects</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"> <p>Phases are a flexible way to break down a project into different kinds of work to be done. Each phase can have its own duration, budget, and bill rate. You can assign people to phases and track analytics on that phase across multiple projects. Phases do not have to be concurrent and have no assumed dependencies.</p> <p><meta charset="utf-8" /></p> <p dir="ltr">You can also use phases as a way to create smaller projects within a larger client campaign. This is helpful if you provide ongoing maintenance for clients or projects that are only a few days long.</p> <p dir="ltr"><img alt="Phases" data-entity-type="file" data-entity-uuid="ff0dbf2a-fdc4-43fd-a364-22a00a334228" src="/sites/default/files/inline-images/Phases.png" width="873" height="196" loading="lazy" /></p> <p dir="ltr"> </p> <p dir="ltr"><meta charset="utf-8" /></p> <h3 dir="ltr">Adding a Phase on the Schedule:</h3> <ol> <li dir="ltr"> <p dir="ltr" role="presentation">On the <a href="/articles/2481151">Schedule</a>, click on any white space and select “Add Phase.”</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Choose a Phase Name from the default options (created in Account Settings) or type in a new phase name</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Navigate to the Project Schedule to adjust phase start and end dates by dragging either end of the phase bar.</p> </li> </ol> <h3 dir="ltr">Adding a Phase on the Worklist:</h3> <ol> <li dir="ltr"> <p dir="ltr" role="presentation">On the Worklist, click on "+ Phase"</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">A new row will appear where you can type in the Phase name (at this time, adding phases from the Account Settings default list Is not supported on the Worklist). Once you have typed in your Phase name, hit enter.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Click on the new row representing the phase, and edit the phase settings In the right hand menu that appears</p> </li> </ol> <h3 dir="ltr">Phase Budgets</h3> <p dir="ltr">If you have set up a project to have phases, you can choose to track a specific budget for each phase. You can choose this on the Project Settings page. This option provides you with a table where you can divide the budget across different phases.</p> <p dir="ltr">The [Non Phase Specific] budget is allocated to the overall project. Hours that are recorded or scheduled against the entire project (instead of a specific phase) are tracked in this category.</p> <p dir="ltr"><img alt="Phase budgets" data-entity-type="file" data-entity-uuid="36d11bfb-c4fd-47da-868d-c4df63e6ca73" src="/sites/default/files/inline-images/phase-budgets.jpg" width="609" height="621" loading="lazy" /></p> <p dir="ltr"> </p> <p dir="ltr"><meta charset="utf-8" /></p> <h3 dir="ltr">Phase-Specific Bill Rates</h3> <p dir="ltr">You can set unique bill rates for a phase in Phase Settings. When you do this, hours tracked to that phase will inherit phase-specific bill rates.</p> <p dir="ltr">If you use different bill-rates for the various project roles, you will want to set up phase specific rates. For example, when Joe works on the Art Direction phase, he bills at $200 / hour, but when he works on the Production Phase, he bills at $100 / hour.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 01/31/2020 - 13:58</span> Fri, 31 Jan 2020 21:58:05 +0000 max.furukawa 2481191 at https://help.smartsheet.com Use Bill Rate to calculate costs and profitability https://help.smartsheet.com/articles/2481186-use-bill-rates-to-calculate-costs-and-profitability <span class="field field--name-title field--type-string field--label-hidden">Use Bill Rate to calculate costs and profitability</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr"><strong>Bill rate</strong> is the rate used to bill your customers. Bill rate takes profitability margin and utilization into account. When a project is completed on budget, you know your profit margin has been met.</p> <p dir="ltr">When you set your bill rates, consider the following: </p> <h4 dir="ltr">What’s the cost involved in doing the work?</h4> <p dir="ltr">This includes staff salaries and benefits, and overhead costs of non-billable people, rent, and other operational expenses.</p> <h4 dir="ltr">What's the utilization goal of the organization?</h4> <p dir="ltr">Work can be divided between direct labor (project work that clients pay for) and indirect labor (work that’s considered overhead, or work in-between clients’ projects). Utilization is the percentage of work hours that are considered direct labor.</p> <p dir="ltr">For example, one person has 2080 work hours within one year (capacity). If they work 1200 direct labor hours on client projects, the utilization for that person is around 58% (1200/2080). For an organization, you can calculate the capacity is for a group, and then define what percentage is the target utilization.</p> <p dir="ltr">Utilization differs per organization, but it’s typically in the range of 50% – 75%. Higher than 75% may be unhealthy for an organization over a long period of time.</p> <h4 dir="ltr">What's the profitability goal?</h4> <p dir="ltr">If everything runs according to plan, what’s the profit margin that the organization is aiming for? This also differs across organizations but is typically in the 15%-25% range.</p> <p dir="ltr">Let’s say an employee has $80,000 salary, $20,000 in benefits, and another $50,000 in overhead and operational expenses. The total cost for that person is $150,000 per year. If the utilization goal is 58%, that cost needs to meet with the 1200 hours that this person is likely to work on client projects within the year. This equals a rate of $125 ($150,000/1200). If the company’s goal is to earn a 20% profit margin, you need a bill rate of approximately $155 per hour to cover their costs and meet your profit goal.</p> <p dir="ltr">This is called a<em> fully burdened rate</em>. When you know the true cost per production hour for each team member, you can calculate exactly how much you need to charge per hour for that person to meet your gross profit goals on the projects. Budget status show if you’re below, meeting, or over your profit goal.</p> <p dir="ltr"><img alt="Profitability goal fully burdened rate" data-entity-type="file" data-entity-uuid="b9b7fe86-b659-482b-ae16-243fe73e1d34" src="/sites/default/files/inline-images/profitability-goal-fully-burdened-rate.png" width="1280" height="350" loading="lazy" /></p> <p dir="ltr"><meta charset="utf-8" /></p> <p dir="ltr">One way to calculate a bill rate is to use a pricing multiplier. Start with the base salary of an employee, $80,000 per year. Divide that by the number of work hours in a year, which is about 2080. This results in an hourly rate of around $38.50. ($80,000/2080).</p> <p dir="ltr">A typical pricing multiplier is between three and five. So, using a multiplier of four results in a Bill Rate of $154 (4 x $38.50). Multipliers vary greatly and depend on your industry. Research what multiplier makes the most sense for your team.</p> <p dir="ltr"><img alt="Profitability bill rate multiplier" data-entity-type="file" data-entity-uuid="2b83785d-d7cd-4820-b2c9-03bdd6bffa36" src="/sites/default/files/inline-images/profitability-bill-rate-multiplier.png" width="1280" height="350" loading="lazy" /></p> <p dir="ltr"> </p> <p dir="ltr"><meta charset="utf-8" /></p> <p dir="ltr">Labor expenses and overhead expenses change over time. Recalculate this rate once or twice a year to make sure it’s current and adjust the bill rates for new projects as needed.</p> <h3 dir="ltr">Calculate estimated project costs</h3> <p dir="ltr">When presenting your clients with a price for your work, base your estimate and calculations on this external bill rate. Figure out how much time it would take to complete the work and multiply that by the hourly rate. For example, if it takes eight weeks (320 hours) for one person at $150/h to complete the work, then the cost for that work is $48,000 (320 x $150).</p> <p dir="ltr">It may be better to communicate this to the client as a fixed bid and not to divulge the hourly rate calculations that went into it. Otherwise, it can lead to situations where you’re negotiating around every hour, rather than the value of the work performed. Even when project durations are unpredictable, as in software development work for example, you can still calculate in blocks of time, and with an upper budget limit.</p> <h3 dir="ltr">Set up your project budget in Resource Management</h3> <h4 dir="ltr">Fixed Bid Projects</h4> <p dir="ltr">For a fixed bid project, you bid to complete a defined set of work for a certain amount of money. Your budget is the price you charge the client. </p> <h4 dir="ltr">Retainers</h4> <p dir="ltr">For a retainer, the client pays a fee for a set amount of work, but the scope isn’t typically defined upfront. There may be a <em>not-to-exceed </em>agreement for the budget. With retainers, the budget is dependent on how you want to break up the retainer.</p> <p dir="ltr">For example, it could be a series of one-month projects or phases or a year-long project. <a href="https://www.smartsheet.com/content-center/product-news/resource-management">Read more about setting up retainer projects here</a>.</p> <h4 dir="ltr">Time and Materials</h4> <p dir="ltr">For Time and Materials projects, you get paid for actual hours worked. You can leave the budget blank and simply keep track of incurred fees. You can also enter a target amount or the maximum agreed-upon amount. For Time and Material projects, you might need to adjust bill rates to reflect the agreed-upon markup for worked hours.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 01/31/2020 - 13:51</span> Fri, 31 Jan 2020 21:51:45 +0000 max.furukawa 2481186 at https://help.smartsheet.com Track Real Time Project Schedule Updates https://help.smartsheet.com/articles/2481181-track-real-time-project-schedule-updates <span class="field field--name-title field--type-string field--label-hidden">Track Real Time Project Schedule Updates</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>If you fully scheduling resources on a project up front, rather than on a weekly or daily basis youll have better insight into your team’s availability. And your team knows what’s ahead.</p> <p><meta charset="utf-8" /></p> <p dir="ltr">Things change daily, however, which means adjusting the Schedule daily. But when projects are fully staffed ahead of time, changes can be more precise. </p> <p dir="ltr">Scheduling a project fully upfront provided real-time insight into the profitability of the project. Before a project starts, a fully scheduled project should be exactly up to the budget, so you’re mapping the work plan for the project to the actual fee you’ve estimated.</p> <p dir="ltr">For example, if there’s a $96,000 budget and you schedule two people for two months, full-time at $150/h, the future scheduled amount should match the budget.</p> <p dir="ltr"><img alt="High level planning project budget estimate" data-entity-type="file" data-entity-uuid="ddea2bd6-3ad2-4758-9412-6290bc4cb342" src="/sites/default/files/inline-images/high-level-planning-project-budget-estimate_0.png" width="1280" height="947" loading="lazy" /></p> <p dir="ltr"> </p> <p dir="ltr"><meta charset="utf-8" /></p> <p dir="ltr">Now, as your team reports their hours, you can immediately see the impact on the forecasted budget.</p> <p dir="ltr">You might not know who is going to work on the project. But if you know either the discipline or department that will do the work, you can create a <a href="/articles/2480816">Placeholder Team Member</a> for that discipline (for example, Visual Designer). This placeholder team member can have a bill rate so you know the impact on the schedule.</p> <p dir="ltr">When you identify the right person for this project, you can assign the project to that person. And if you make scheduling decisions on a weekly or daily basis, you can split the Placeholder’s assignment, reassigning each segment to another person on the team.</p> <p dir="ltr"><img alt="Reassign work schedule" data-entity-type="file" data-entity-uuid="2e3fc213-7760-42c4-82e5-47fa7b37a9ca" src="/sites/default/files/inline-images/resassign-work-schedule.jpg" width="1440" height="699" loading="lazy" /></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 01/31/2020 - 13:46</span> Fri, 31 Jan 2020 21:46:06 +0000 max.furukawa 2481181 at https://help.smartsheet.com Set up project templates https://help.smartsheet.com/articles/2481176-set-up-project-templates <span class="field field--name-title field--type-string field--label-hidden">Set up project templates</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr">You can create a template project with bill rates, general phases, and assignments, whatever elements are typical in your projects. You create a template project like you would any other project.</p> <p dir="ltr">Use naming conventions that make it clear the project is a template. For example:</p> <ul> <li dir="ltr"> <p dir="ltr" role="presentation"><strong>Project Name</strong> = TEMPLATE: X-Project</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation"><strong>Project Type</strong> = Tentative</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation"><strong>Project Tag </strong>= TEMPLATE</p> </li> </ul> <p dir="ltr">Once the template is set up, you can duplicate it every time you want to create a new project.</p> <h4 dir="ltr">To duplicate a project:</h4> <ol dir="ltr"> <li>Go to the template's project page and click <strong>Project Settings</strong>.</li> <li>On the left sidebar, click <strong>Create a Copy</strong>.</li> </ol> <p dir="ltr"> </p> <p dir="ltr"><meta charset="utf-8" /><img alt="Create a copy of a project" data-entity-type="file" data-entity-uuid="a860bb45-3c61-4a46-83ad-bcd5199d5318" src="/sites/default/files/inline-images/create-a-copy-of-a-project.jpg" width="955" height="720" loading="lazy" /></p> <p dir="ltr"><span class="tip">If you have repeat projects with the same client, create a template project with the bill rates you charge that client and label it accordingly. Save it as an <strong>Internal </strong>or <strong>Tentative </strong>project type, so it’s clear it’s just a template. Now, you can copy this project every time you need that specific rate card. </span></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 01/31/2020 - 13:37</span> Fri, 31 Jan 2020 21:37:41 +0000 max.furukawa 2481176 at https://help.smartsheet.com Project Types https://help.smartsheet.com/articles/2481171-project-types <span class="field field--name-title field--type-string field--label-hidden">Project Types</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr">All projects must have a defined Project Type in Resource Management. A Project Type will associate all assignments of that project with a specific color, so you can easily see what types of projects your team is assigned to on the <a href="/articles/2481306">Schedule</a>.</p> <p dir="ltr">There are three project types, Confirmed, Tentative, and Internal.</p> <h3 dir="ltr">Confirmed Projects</h3> <p dir="ltr"><meta charset="utf-8" /></p> <p dir="ltr">Confirmed Projects show as blue on the Schedule and project pages. Confirmed Projects are approved; your team can start their work. For consulting companies, these projects are typically billable and have a signed contract from the client.</p> <h3 dir="ltr">Tentative Projects<meta charset="utf-8" /></h3> <p dir="ltr">Tentative Projects show as gray on the Schedule and project pages. These are projects that you want to schedule, but they’re not yet approved.</p> <p>For consulting companies, you can create projects before you have the signed contract from the client by designating a project as a Tentative Project type. Creating tentative projects allows you to see the budgeting implications of the project on your resourcing plan before it begins. Once the contract is signed, you can change the Project Type to Confirmed.</p> <p><span class="tip">Think about when you want to add the project to Resource Management. Many companies add projects as Tentative when they’re 75% sure they’ll be doing the work.</span></p> <h3 dir="ltr">Internal Projects<meta charset="utf-8" /></h3> <p dir="ltr">Internal Projects show as purple on the Schedule and project pages. Internal Projects are unique to your team or business. For consulting companies, these projects are typically non-billable.</p> <p><span class="tip">If you’re tracking time in </span>Resource Management<span class="tip">, you may want to create a few Internal Projects for your team to track their hours on general business activities, like team meetings, marketing, or new business development.</span></p> <p dir="ltr"> </p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 01/31/2020 - 13:30</span> Fri, 31 Jan 2020 21:30:27 +0000 max.furukawa 2481171 at https://help.smartsheet.com