Timesheet Tip: Linking Projects Together

Linking Projects Together

If you’re using Replicon’s timesheet software to track projects, then you’re probably already well-versed at dividing those projects into tasks and sub-tasks. In Web TimeSheet, these tasks are naturally linked to the parent project. But what happens when you need to link two or more entire projects together? How do you do it?

For some customers, the use of “Client Name” or “Department” is sufficient. However, there may be times when you need to create dependencies for the purposes of tracking, timelines and reporting. Imagine a case of three projects that are all part of one large project, such as product design. One project may focus on “Creating the Product.” One project may require a “Factory to be Built.” And one project may necessitate “Hiring Staff” to support the new product. In a lot of cases, these activities cannot be tasks of the same projects, so here is how we would treat those in the timesheet software.

The solution is to create a new Project-Level User-Defined Field (UDF) to use as a linking code between these projects. Here’s how:
Step 1: Create a new UDF at the Project level. Use text, numbers, or even drop-down as the “Type.”
Step 2: Go to each project that is part of this same “group” and add the same code to each one (i.e. ABC123).
Step 3: On any project report, add this new UDF field as a column. We recommend that you also group the report on this new column (in the “Rows Group By” section on the Grouping tab of the report settings).
Step 4: Run the report. Make sure to select any appropriate filters to narrow down your report range.

Each one of the groupings you create will be its own section. So, if you are looking for totals on hours, $ amounts, or anything else numerical, the sums will be provided.

If you are looking for an additional level of complexity, you can use the project link code nomenclature to perform some basic functions.
Example A) Sequence. Project groupings that naturally follow each other can be named ABC123, ABC124, ABC125, etc.
Example B) Phases. Projects that are essentially phases of a larger project can be named to reflect that: NEWPhase1, NEWPhase2, NEWPhase3, etc.
Example C) Dates. Dates can be factored into the code as well: ABC123-Dec2011, ABC123-Jan2012, ABC345-Jan2012, etc.

Lastly, if your project code field is not being used for anything, then you can perform the same functions as above but without having to create a new User-Defined Field.

The end result: greater visibility of the total time, money and work going into your projects – as a whole and broken up by its supporting projects. Once you’ve linked your projects with the time-tracking software, your employees can associate their hours with any of the linked projects – and their individual tasks – right on their online timesheets. Managers can tailor reports however they choose to track overall progress for in-house use, client billing, payroll or other needs.

Avatar
ABOUT THE AUTHOR
Replicon
Replicon provides award-winning products that make it easy to manage your workforce. With complete solution sets for client billing, project costing, and time and attendance management, Replicon enables the capture, administration, and optimization of your most underutilized and important asset: time.
Get started today.
Set up a free trial based on your business needs. Start Free Trial

Global Compliance Desk – Karnataka, India

India: Karnataka Government Permits Shops To Remain Open 24/7  On January 2, 2021, the Government of Karnataka issued a notification that allows all shops and commercial establishments in Karnataka, having…Read More

Want Real Solutions That Help You Manage Expense Tracking in Real-Time? We’ve Got Them.

A comprehensive expense tracker can provide your organization with clear insights into how corporate time and dollars are being spent and help you identify unnecessary costs, strains, time-wasting activities, and…Read More

Project Leaders: Here Are 3 Signs Your Remote Project Managers Are Overwhelmed with Technology

Overwhelmed project managers. They are not hard to find. And if you look closely, you’ll probably find a few right within your organization. As it is, project management is stressful…Read More

The 7 must-haves for choosing the right professional services management solution

Not too long ago, if you asked any professional services organization to tell you how they managed client projects, resources and utilization rates, the answer was always the same: spreadsheets.…Read More

Seven critical ways to achieve global project success

There was once a time when managing a project at work was fairly straightforward. Everyone was in the same location, or at most a mere phone call away. You’d set…Read More

Time and Attendance Orientation Guide

In a growing business, the day will eventually come when managing time and attendance on paper becomes both inefficient and risky, especially when trying to balance things like overtime, paid…Read More
  • Polaris
  • Time & Project Insights
  • Time & Projects Solutions
  • Replicon Products
  • Replicon Users
  • Cloud
  • Corporate
  • Professional Services Management
  • Shared Services Management
  • Time and Attendance Management
  • Customer Feature
  • Time Intelligence
  • Industry News
  • Global Compliance Updates