Suggestions for how to keep track of projects to mark as complete

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  • Updated 3 years ago
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We about 300 projects open at any point in time. Its hard to keep track of projects that should be marked as completed.

Does anyone know of any automated ways to make this happen? Like say after one week of no more time sheet submissions for a given project, mark it complete?

Or any suggestions on how to manually manage this?

Thank you!
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Posted 3 years ago

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Jeanne Bovenkerk

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We have a multi-step process that may work if you have the patience for the setup.

1. We created a backlog report off the project template to show how many hours are left and % complete(both are custom columns in report).
2. We export the backlog report to Excel on a weekly basis and filter down to projects that show a % completion of 75% and higher.  
3. A snapshot is taken of that filtered view and routed to the project managers via email asking which ones are complete (or will require more bring the % complete down).

Percentage complete requires a custom field at the project level: "additional hours" (# of hours for when you know you are going over the project estimated hours).  We also happen to have an "adjust hours" field for some of our other purposes but you could eliminate it from formula and it will still work:

% complete custom column:
If((ProjectEstimatedHours+AdditionalHours)>0, (ActualBillableHours-AdjustHrs)/((ProjectEstimatedHours+AdditionalHours)),0)
Be sure to choose format as Percentage.

Backlog custom column:

If you try it, let us all know how it works.

I'd like to think there is a more efficient step so I look forward to other suggestions.
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Lingaraj Dharwad, Product Champion

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Hi Mark,

Thank you for using Replicon community,

Thank you Jeanne for taking time to share your inputs on this. Mark I totally agree with Jeanne and reports is the only way to keep track of such projects. Let us know how that works for you. 

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Jeanne, thanks for the detailed response! You've put a lot of work into that. I will see what I can glean from your solution and I will post back soon.

I was hoping for something more automated. Replicon doesn't seem to have a workflow engine beyond timesheet and payroll areas. I'm used to platforms like Dynamics CRM, which has a very robust workflow engine. You can trigger almost anything from almost anything.