If you have completed Step 3, you should see the Timesheet planning you just created in the table at Projects> Timesheet planning & privileges, with users assigned and one or more work packages created.
LabOrders allows you to indicate what percentage of time users are planned to be allocated for a given work package over time. This helps you pass planned information to the users more easily, monitor project execution in real time and also confirm how much a given user is allocated overall to the different projects.
In order to indicate what percentage of time a user is assigned to a given workp package, you should:
1) On the work package line, click the LabOrders arrow and choose the HR planning option.
2) On the facebox, you will see a table with the users available to the project and other details.
This is a powerful facebox, so let's take some time to understand how it works.
Each row shows a user available for the project.
You can assign new users to this table by following the instructions for Step 2 - Adding users that will report hours or approve timesheets to the grant's Timesheet Planning.
On the right side of the table, you have columns for each of the months the work package is schedule to run for. Each cell allows you to enter a percentage of time that user is planned to be assigned to the work package in that month.
For example, the table below shows that the PI user (demo) is planned to have 50% of the time allocated in January to the work package, where as the Requester user (demo) is only assigned 25% of the time.
As you fill the table, LabOrders will automatically show the total planned execution in PMs for each row, as well as how that value compares with the total number of PMs available for the workpackage (if you have defined it in Step 3 - Adding workpackages to the project).
3) You can now fill in the full planned execution for the work package by hand, but see the tips below for a few short cuts to help with this.
4) Before submitting you should make sure that the first column is filled with a value of PMs equal or greater than the planned execution.
5) When you are done click Submit.
6) The Timesheet planning table will now explicitly show that the users are planned to be working on the work package.
You should repeat these steps for the other work packages.
The rest of the section gives you some extra tips on how to use the planning table. Once you are ready you can move to Step 5 - Editing your institutions statutory holidays.
⭐ Tip: Uniformly distributed execution in a work package
Let's assume you have 12 PMs available for a work package and that as the start of your planning you want simply to have this uniformly distributed over all the months of the work package.
You can enter the total PMs for each person in the first column:
And then, by clicking the symbol, this value will be split over the entire project filling all cells automatically.
You can then manually make changes to this plan by changing individual cells.
⭐ Tip: Filling the same value for the rest of the workpackage months
Let's imagine that you need to adjust the planning, so that after a given month the planned execution changes and will be the same until the end of the project.
You can select the auto-fill option for the line:
When that check-box is on, every value you enter in a cell will be automatically copied to the right remaining cells in the row:
⭐ Tip: Seeing planned and executed values in hours and the total number of PMs for a user
By activating the Show details option on the top right of the table, you will increase the number of lines show in the table.
Hours in month: total workable hours in the month, taking in account weekends and statutory holidays (see Step 5 - Editing your institutions statutory holidays).
Planned hours: the number of hours the user is expected to work given the planned allocation.
Execution: the number of hours reported by the user in the timesheet for the corresponding month.
Total user PMs: the total number of planned user PMs in all work packages in all projects (already including this project). This let's you quickly check the total user allocation for each month.