Billable Hours report: hourly rates per user role vary from project to project, users have different roles | Targetprocess - Visual management software

Billable Hours report: hourly rates per user role vary from project to project, users have different roles

In this use case personal hourly rates per user skills level or role vary from project to project. Each user may also have different skills level / role across projects and even multiple roles within same project.

We'll build a custom graphical report showing a billable invoice summary for given projects and total amount for each user in a given projects. The report can be viewed in Targetprocess and exported as well.

The idea is to add a “BillableRateType” dropdown custom field to the Time entity. Whenever your user submits a time spent entry, he/she selects which billable role type applies to the entry. As a result it becomes possible to calculate total time spent depending on the rate of the selected billable role type.

With this approach it is possible to export rate type for each time entry in the Time Spent custom report.

Setup

Here is how we'll set rates per billable role types:

Project / Billable Role TypeNewsAppNavigationApp
Developer$150/hour$100/hour
Designer$200/hour$150/hour

We will add money custom fields with names “DeveloperRate” and “DesignerRate” to Project entity to capture rates.

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We’ll create a list view with projects. With Customize Cards we'll make it show DeveloperRate and DesignerRate as columns. Let’s fill in the values for each project.

Also we will add dropdown custom field with name  “BillableRateType” to Time entity.

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Data input

Choose a related Role from the dropdown when you add a spent time to an entity. You can submit time spent entry to any User Story / Task / Bug.

Let’s start with two developers, Tod Black and John Brown. Both are assigned to two Projects, NewsApp and NavigationApp. Tod has Developer skills only while John can work both as Developer and Designer in the same project.

Let's consider the following use case. There are "Login" and "Feed" user stories in both projects. In both of them Tod works as Developer on "Login" story. John works as Designer on "Login" story and as Developer on "Feed" one. Users report amount of time spent by them. Here is how list of posted time entities looks like:

We'll be able to build summaries by project, by billable role type, by user and by user story with the help of Targetprocess custom graphical reports.

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Here is what assignments we’ll make:

Project / UserNewsAppNavigationApp
Tod BlackRole: DeveloperRole: Developer
John BrownRole: DeveloperRole: Developer

Let's create a backlog, and post time spent entities in Targetprocess in order to reproduce this use case.

Tracking

Time List page from TP2 UI helps to obtain time entries and verify BillableRateType value for each entity. We plan to implement Time card for TP3 lists in order to replace this obsolete view.

Report

Let’s make a report in Targetprocess that will show us the calculated values. All your projects with filled in values of rates can be combined in the same chart report.

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Data source: Time

Default projects and teams: NavigationApp, NewsApp + No team

X: you may select here one of the following:

  • Project
  • BillableRateType
  • User
  • Month(Date)

For Y axis, for each Time entry we’ll calculate Spent*Rate multiplied value and will build SUM aggregation across all values.

With many skill levels / roles we recommend to build sum of SUMs per each skills level / role:

Y: SUM(IIF(BillableRateType == 'Developer', Spent * Project.DeveloperRate, 0)) + SUM(IIF(BillableRateType == 'Designer', Spent * Project.DesignerRate, 0)) + …

Chart type: Stacked

X: Project

We get $11,000 for NewsApp and $9,500 for NavigationApp, as expected.

X: User

We get $15,500 for John and $5,000 for Tod, as expected.

Data from the custom graphical report can be exported to CSV file.

Save the CSV file and open it in MS Excel or other spreadsheet editor. You will see there table in the following format:

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In order to setup date filters or grouping or see total amount for each user in a given projects it is possible to configure filtering and grouping.

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