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How to see task estimates in Schedule

For those who want not just to track time, but also do a forecast, Everhour gives a couple of options. These options are to give estimates to your tasks or to create project assignments in Schedule.

What is a task estimate and how to set it

An estimate is the amount of hours a user expects to spend on a task. This amount is not linked to a specific period, but refers to work in general.  A user can’t say 10 hours to work on task A this week or next month, this is 10 hours in total, no matter when you work on a task.

Estimates can be individual for users when you forecast time a person should dedicate to complete a task.
You can also set total task estimates, when you plan your team spend a certain amount of hours totally. It is a secondary thing how much it takes each of them, but the task itself should be finished within the agreed amount of hours.

You can estimate your task in different ways:

1. Directly from a PM tool you work with and connect with Everhour. Here is an example of how it looks in Asana:

The button location varies from the type of integration you have, but it is always called the same: Add Estimate if you have no estimates for a task, and Edit Estimate if you have a previously recorded estimate.

2. From a browser extension window. Click on a green arrow button to open Everhour extension. Type the task title to find it, then click on it and open Set Estimates:

3. From your Everhour account. The most convenient place to do it if by making a report with tasks, but you can click on a task title wherever you see it and go to Edit Estimates:

What is a Schedule assignment and how to make it

Schedule is a page when you can predict the workload of your team. You can include your members and your projects first (more here) to assign hours they should work on a project.

When you add a weekly capacity of the member, you know how many hours they possess each week and day. Assignments allow to see what projects a user works and how much time form a total capacity it takes. Therefore, you understand if an employee can start working on a new project and when, or this is not possible at all.

When you plan a member work, you can click on Add Assignment button or capture a period directly in calendar:

We take the total hours you assign for the selected period and then divide it by days in that periods. This becomes an average number of hours to work on a project per day.

Combining Estimates and Schedule or planning by tasks

Unfortunately, this is impossible to see estimates in Schedule for a number of reasons.

  • Estimates are made on a task level, whereas assignments are created for projects;
  • An estimate can belong to a user or to a task, while an assignment is always linked to a user;
  • Estimates have no start and end date, whereas an assignment is created for a certain period.

These are the main issues with displaying your task estimates in Schedule. We are working on finding a way how to combine these two elements and will definitely update our users when this become possible to schedule by tasks.

How to analyze my assignments and estimates

Everything that deals with project assignments is visible in Schedule only. You can plan hours here, but go to Reports and create a report where you see a person’s progress. The columns you can use are Member, Project, Reported time, and please select the right date range in the period filter:

Everything that deals with task estimates can be also found in our reports. The columns to use are:

  • For individual estimates: Member (as main column), Task, Reported time, Estimate, Progress, Remaining/Overtime. All columns except Reported time show totals regardless the period you selected. This is so because an estimate is not linked to any particular period.
  • For total estimates: Task (as main column), Reported time, Estimate, Progress, Remaining/Overtime. All columns except Reported time show totals regardless the period you selected. This is so because an estimate is not linked to any particular period.

If you would like to see estimates as a sum for a project, you can add a project column. However, please keep in mind that all estimates should be of one type in this case.

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