Task Allocation with Dates

Since 2008 BillQuick has helped managers capture more billable hours by giving them and their teams a Self-Policing tool. The Allocate screen allows you to assign employees and consultants to a project and allocate them a set number of hours for activities. A staff task allocation can be setup manually or be based on a project budget. As timekeepers record hours worked, BillQuick reminds them how many hours were allocated, how many they have used, and how many remain. Self-Policing of time spent on tasks saves managers time and produces a proactive project environment.

In 2010, BillQuick and Web Suite enhances Allocate by allowing hours to be allocated to teams performing a particular task or a group of activities. You can limit allocated hours to a start-end date range, putting an expiration or target due date on the work to be done. To support communication of the resource allocation plan, one click sends the schedule to each staff member’s Outlook calendar. When a member of the team enters hours for any activity in the group, BillQuick displays Assigned Hours, Used and Left for easy reference. Also, an Allocated to Actual Comparison report is available. It can be scheduled for automatic delivery using the Agent add-on module.

Take a common situation: Employees grouped together as ‘Team 4′ are assigned to work on the ABC project. Their task is to survey and complete preliminary site work for a new office building on a 15 acre site. The surveying task involves different activities, but they are all together in a group called ‘Survey’. You allocate 60 hours for the task. The schedule is emailed to the Outlook calendars of staff and managers, and for those who do not use Outlook, you schedule a Allocate report to be sent to their personal emails every Sunday. The project manager and others receive a scheduled Allocate report daily.

As the task progresses, it doesn’t matter that the team supervisor had only 3 of the 7 people in Team 4 working on the ABC project, or that they charged only 2 of the 12 activities in the Survey Tasks group to the project. As they work on the task, they see how much time is left on the time entry screens and through reports. The project manager always knows how much time is left. Because of this proactive communication, the team can focus on the job and get it done. If rain or other problems come up, the team field supervisor would proactively inform the project manager. This might extend the target due date for the work.

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For a quick demo of this new BillQuick 2010 feature, click the video snapshot.

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