How to control estimated and spent time using reports?

Using time reports in Flowlu you can manage your team workload, monitor number of planned completed tasks and evaluate each employee’s efficiency.

Reports are available in relevant application:

Estimated time/Time spent compare

is a report with timeline and summary table on all tasks: current, waiting to be monitored, finished and accepted.

This timeline demonstrates how many hours in each month were estimated and actually spent.

Thanks to this report administrator can monitor team workload, increase or decrease of work performed. If actual time exceeds estimated time, limit of estimated hours will come to an end and team will have no tasks. If estimated time task significantly exceeds spent time - overload will probably happen soon. Monitor these rates and take considerable measures in time.

Employees looking through report are able to see time-consuming indicators and determine how off-track on timeline they are.

Table below timeline contains list of main tasks and information on it:

  • task status (new, in progress, waiting to be monitored, finished)
  • name of owner, assignee
  • time consumption
  • date of completion (equals date of task acceptance)
  • date of first task completion in relevant column. If it doesn’t match date of first completion, it means that owner took task and returned to resubmission after a while

Administrators of Tasks module may filter data on owners and assignees. Administrator may determine if number of planned hours exceeds spent time and if performer copes with it.

Employees can filter data only by owners.

Below table total estimated and spent time per month is displayed.

Estimated/Spent time by closed tasks

This report is available only to owners and takes into account tasks which are not only closed but taken by owner.

Here timeline shows if employees planned hours. Green line shows how many planned hours are closed, while blue line shows amount of time spent on closed hours. Ideally lines have to match or be placed above actual timeline. In second case it means that employees close planned hours per less hours and are able to perform more tasks

Total estimated and spent time per month is also displayed under table:

How to track time, if task was created in one month and closed in another?

If employee closes task left of previous month, time rates will be allocated as follows:

  • estimated time will be summed and written in the month when task was created, that is previous month
  • spent time was allocated by those months where they were written in task.

For example, employee was set a task in September with estimated time 2 hours, he closed 30 minutes in September and 1,5 hours in October. Then after completing the task record on task will be displayed in 2 months. In September this task will have attribute value 2 hours in Estimated time column and 30 minutes in Spent time column.

In October list attribute value in estimated time column will have notion 2 hours, spent time column – 30 minutes.

In October list notion in Estimated time is 0 hours and actual time – 1 hour 30 minutes.

Everything written above is true for tasks that were closed and accepted in not month and resubmitted for revision in another month.

Employee report

Data on time expenditure is also available in Employee report.

Administrator may discover the following information:

  • estimated time by each employee
  • actual time employee worked
  • closed planned time by employee

Employee report can be seen by all users. Employees may look though their data only and this way track their proficiency.