Timesheet & Project Management Blog

The goal of this blog is to provide tips and ideas for improving time tracking and project managment for our customers and other interested people.

Total hours for past due tasks

Want a quick tip for your manufacturing projects? Follow the steps in this video to see all your past due tasks and the total number of hours to go. There’s a quick way to do this in Standard Time®. That’s a time tracking and project management app built for manufacturing. Here’s how to see all your past due tasks.

I want to see the total number of hours for all the tasks I have to do that are past due right now. To do that I’m gonna go over to the Project Tasks tab. I’ve already displayed the Duration, Actual Work and Remaining. The Remaining is the most interesting column because that shows me the total number of hours yet to do on tasks.

I displayed these by going to the View menu, choosing Columns, you see them listed here on the left. I added them to the right and then put them into position. The next step is to go over to the Task Completion section and click on Past Due Tasks. That shows me all of the tasks that are past due at this time but I still need to see a total. I’m going to right click, choose Show Totals; it turns out I have 2700 hours remaining on past due tasks. I’ve only completed 66 hours, which is 2% of those. So, this is the work I have ahead of me right now.

See more: www.stdtime.com/manufacturing

Project Revenue From Gantt Chart

A common function of Manufacturing Resource Planners, or ERP’s, is to compute estimated project revenue. Standard Time® is no exception, which we’ll see in a minute. For this video, we’ll assume that most of the projects or work orders going through your manufacturing shop have lifecycles. In other words, they start, and they end. And they have some estimated revenue.
Turns out, that’s the exact information needed to chart revenue for coming months.

Let’s examine the Project Revenue bar chart in Standard Time. This is a nice little chart you get for free, just by using project tasks in your manufacturing projects.

Alright, let’s switch over now, and get a look.

Here in Standard Time® we see a nice little bar chart that shows project revenue on a month to month basis. You can look at it for all projects or a specific project or by folder, portfolio or other criteria like whether you’ve won or lost a certain projects. You can look at it for a certain client and then chose a time period for the bars.

Real nice but where does the information come from? Let’s take a look and find out. Close this, go over to the Tools menu choose Projects. We’ll click on a project and then scroll down, you’ll see a start and finish date and then an estimated cost. The bars are getting the information spread across the duration of the project and the value of the project. You can either enter these values manually or find that they update automatically from your project tasks.

As you add tasks, edit tasks, drag and drop on the Gantt chart; those values will be fed up to the project level and then ultimately into the Tools, Project Records which you see here. Now when you go to the View menu choose Project Revenue, you’ll see the revenue for each month, the projects in your operation.

Things You Collect with Barcode Scanners

I’m going to show you about a dozen interesting things you can scan on the shop floor for your manufacturing work orders and projects. Here’s the point of the video: When you move your manufacturing data collection from keyboard-and-mouse to barcodes you immediately gain efficiency and accuracy. You’ll see those areas here.

Take look. You will like this!

You probably already know you can scan time and materials for work orders and projects on the shop floor for your manufacturing jobs. But it turns out there are a lot other things you can scan. So this will be a quick survey, not a complete tutorial on scanning. Just a survey of things you can scan.

Let’s start by going to the Tools Menu choose Users and Organization and here you will see a list of your users or employees in an organizational chart. You’ll scan these names when you’re collecting time and materials. You can also go to the Tools menu and choose Projects. Here you will see a list of your work orders. You can scan a name or a project code to begin collecting time for a project. And narrow it down by scanning a task name. That will allow you to collect actual hours for tasks, compare those against estimates and get a percent complete.

Go to the File menu choose Project Wizard to create a new set of project tasks under a work order. If you want a simpler system you could always go to the Tools menu and choose Categories. Enter categories and use those instead of project tasks.

Going back to Projects, it turns out that on the shop floor you can have operators and workers scan the project status. So that you have the status for a job that’s out on the shop floor. You can do the same thing for project tasks, you can mark them as complete by scanning special bar codes that would set the status of these projects and tasks.

Moving on from collecting time it turns out you can go over to the timesheet, click this little gray drop down. Go into the Expense Sheet and create what are called expense templates. You can scan these descriptions, they will then create a new expense record in the expenses tab. They can optionally deduct from inventory or deduct an entire bill of materials from inventory. So that when you scan that name it does two things; you’ll see the expense records over here in the Expenses tab.

Moving on from there if you go to the Tools menu and choose Inventory you’ll see a list of all your inventory items which you can import. You can then scan that name or a SKW, a code or other SKWs that would deduct that inventory item from stock. It can also be used the other way around to create a new expense record. You can either use expense templates or directly scan the inventory item and create a new expense record that indicates you’ve scanned that item.

Going over to the Tools menu choosing Bill and Materials, you can scan an entire bill of materials. Which is really just a collection of inventory items. And when you do it would deduct this quantity from each of the inventory items in stock. You can also scan tools; if you create tools here you can scan this name, or a code, or a model number a serial number. That would allow you to check tools in and out and collect actual hours for the tools in your tool bin or in the shop.

There is a work orders area where you can scan work orders, you can scan a special code to indicate that those work orders have been built. That is a special area that is a little different than going to the Tools menu and choosing Projects and creating your work orders right here. So you get to choose either way you want to do that.

Going back to the F4 barcode window you are able to click information that is completely unique to your organization. Just by clicking the required scans button in the lower left-hand corner. When you do you can create these scans here. And here is just two examples; one might be to collect the number of items you’ve produced or a scan indicating whether task passed or failed. Obviously you’ll create your own scans here and when you do the information will go into time logs which are displayed here and on your reports.

Another thing you can scan is in Tools, Scrips you can create a special scrips that would allow you to preform special operations like send emails, send status, updated database, order parts, a lot of different things that allow your workers to communicate status back to administrators in the manufacturing process.

A lot of things that you can scan here in Standard Time®. This has been a quick overview that should hopefully inspire you to try some of these things for yourself.

Advantages of Barcode Scanning

I’m going to discuss some reasons why barcode scanning on the shop floor for manufacturing is a pretty good idea.

One of the reasons, first of all, is that you may have non-computer users. Let’s say machinist, assembly line workers, forklift; people who don’t naturally sit at computer monitors or in a cubicle or not familiar with sitting in front of the keyboard and mouse and operating software. Giving them a barcode scanner and telling them to scan when they start their jobs and tasks allows you to collect that information without them having to be real true computer users. Where they would sit in a cubicle. That’s a really a big advantage; you’re able to gather information without forcing those people to learn all new ways of gathering it.

The next-you’re not going to be getting fake information. When you force a person like that to sit in front of a computer or to even to fill out a paper timesheet; a lot of times you get fake information. They’ll fill out their timesheet on a Friday afternoon, they completely forget what they worked on Monday, Tuesday, Wednesday, Thursday, even the morning of Friday they are unsure what they worked on. They’ll fill out what they think might be it and the fact is about half that information is fake. The exact times, the exact hours, the exact jobs all escape our memories as time goes on, as days go by. You lose that information and the data becomes fake and false. But they give their best effort.

That is not true with a barcode scanner. A barcode scanner collects at the moment the work is performed. That means it’s not faked. You can’t fake a scanner. You will occasionally get some wrong scans but the fact is you’re getting real live up to date information with a barcode scanner.

The next thing you’ll get is more information. If people fill out paper timesheets; sometimes they just don’t remember as we’ve said before. And they don’t have the information readily available at the top of their head, they simply put down a few things and that’s it. The barcode scanner collects it all-every job, going on lunch break, cleaning the shop, doing maintenance work, GNA type jobs, meetings and then of course the actual project or client work that you’re doing. So you’re collecting more information, more kinds of information, you’re able to use that.

That information becomes very valuable, first of all, for collecting or comparing actuals with your estimates. People are always surprised at how long things actually take. That’s probably because we’re used to these verbal communications, status reports or paper timesheets where you fake the information. But if you collect it for real people are shocked at how long things actually take. How much time they spent doing these tasks or even doing non-project work. Comparing actuals with estimates is a huge advantage when it comes to barcode scanning because you’re getting real information and you’re able to do real comparisons.

You can use that information for resource availability. You can look out into the future and say OK I’ve assigned these employees these groups or work groups to projects, I’ve assigned assembly lines or assembly bays or assembly areas to these projects. And now what is my resource availability? Are these people available for new jobs? Is that assembly line open for new jobs, are my resources available? These are some of the things you get by collecting actuals, knowing how long things take, be able to create good estimates and then assign those estimates to actual resources. Like people, machines or assembly lines and then be able to use that for future reference. Sort of in the lines of production slotting; you’re slotting jobs to physical and human resources. Like assembly lines, you’re slotting these lines for use at these particular times for these particular jobs. You’re able to then look at the resource availability for those assembly lines but also the manpower requirements for each job. And knowing whether you’ve over allocated or underutilized these resources in the future coming weeks and months.

Some things to think about collecting barcode scans on the shop floor using those as comparisons for actuals versus estimates. And then the slotting of resources, the resource commitment, the manpower requirements that you need. Take a look at Standard Time®, those are the kinds of things we do and you’ll find that to be a wonderful resource and a great tool for manufacturing and the shop floor.

See more at: http://www.stdtime.com

Work In Progress on the Shop Floor

The manufacturing shop floor is buzzing with business. So how do you know the status of your jobs? • Has a certain job started yet? • Who worked on it last? • Is it almost finished? That’s exactly what you get from the Work In Progress screen in Standard Time®. Imagine a big screen on the shop floor with the latest job status, like those arrivals and departure screens at the airport.

Slot Jobs for Production


Slot manufacturing jobs with Standard Time® MRP software. Make sure every job is slotted for production. Make sure every production line has enough jobs to keep it busy. Make sure no production lines are over-allocated or under-utilized.

Barcode Scan Qty Items Produced

Sometimes in manufacturing you want to collect the quantity of items produced along with the time worked.In other words, you want the hours employees spend on work orders, and you also want the number of things produced during that time. You can use that information for reporting, invoicing and production KPI’s. Turns out, you can get most, or all of that information with a barcode scanner.

This tutorial shows how to collect those quantities in a program named Standard Time.

Let’s see how it works!

For this tutorial I have one simple project called “Electroplating 78102,” not very exciting, there are just three tasks. We’re going to scan the plate task and then collect the quantity of items that were electroplated. So let’s go ahead and press the F4 button on the key board to open up the barcode window. Then press required scans so that we can see the set up required to collect this quantity.

I’ve already go this entered, you can see I’ve named it quantity. I’ve put in a prompt that tells the employee what is expected. This is scan order number 1, you could actually have multiple things that you’re collecting and scan those in certain orders. I’ve also set this up so that we collect the information after the work ends, that’s when the employee knows the number of items that were produced. Or in this case the number of items electroplated. We’re going to choose to type it in instead of scanning.

If you have predefined barcode labels that you could scan; that’s actually a better method than typing. There are no conditions on this, it’s going to all users and the value is going to go into the text 1 field of the time log. Time logs are where we collect the time that has occurred on the tasks. We can also collect other information like this quantity. That’s going to go into the text 1 field.

I’ve got this all set up, we’re ready to scan the barcode window is open. Let’s switch over to MS Word so that you can see the barcode labels that I’ll be scanning. I’ve got my user name, I’ve got the project, I’ve got a task and I’ve got the word “stop.” We’re going to type in the number of items for the quantity instead of scanning it. But if you had barcode labels that were explicit quantities that could be scanned, that’s actually better than typing.

Let’s go back to the barcode window and first of all scan the user name, the project and then the task. Now the timer has started so presumably I’m off working on this right now. Let’s go ahead and close this, go over to the time log. You can see a new item in the list here. I’m sorting these so that the newest ones are at the top. The bold items are scans that are currently timing right now. While that happens I’m going to the View menu choose Columns and I’m going to scroll down here for that text 1 field. That’s the one we’re going to enter the quantity into. I’m going to click add and then move up, click close. You can see some other numbers that were entered earlier. This one is blank because we don’t have anything yet, we still haven’t completed the work and remember that quantity was going to be entered at the end.

Again let’s go ahead and press the F4 key and we’ll go ahead and scan the user name. That tells me the timer is running. I’m going to scan stop and now it’s asking for the quantity. Let’s type in 14, click close and the timer stops.

Go up here, we see the new record, we see 14. That’s a very simple way of setting up required scans. In this case to collect the quantities of items produced.

From http://www.stdtime.com

Manpower Dashboards Tell The Future


I’m going to show you a tool that lets you look into the future, and plan project and work order assignments.

It’s called Standard Time®, which is a time tracking and project management app.

We’re going to specifically look at resource allocation.

In other words, jobs that are assigned to employees or assembly lines.

I’ll go over some graphs that tell you if your employees are over committed, under-utilized, or just about right.

Sound good? Alright, let’s take a look!

The six windows that you see tiled on the screen are from a stand-alone resource allocation app. You can launch that app as many times as you like, I happen to have it open six times. But you could have it two, four, ten times, it doesn’t matter. But each one of those instances will have its own settings; if you click this it will pop open allow you to set the settings for that application. Then the chart or grid will be based on those settings.

In this case I’m looking at one employee, an entire group of employees, entire company, and I happen to be looking at an availability chart rather than a resource allocation chart. You can also look at grids or manpower charts as well. The information that you’re seeing in these charts are coming from Standard Time® and specifically from Projects and Tasks.

Let’s switch over to Standard Time and get a look that. I’ve opened up Standard Time and the wide blue bands that you see here are projects, the actual tasks are under those projects. And those tasks are assigned to either people or groups in the organization. Each task has a starting date, finish date and it can be displayed on a Gantt chart like this.

That is the information source for those charts that we saw earlier. Each one of these tasks can be assigned to people or groups. If you find over or under allocated situations or situations where you need more manpower than you have available you can move projects around, assign them to different groups or people, different resources, change their starting and finish dates. And that can allow you to schedule those projects or work orders so employees have time to do them.

Let’s switch back, this will allow you to put these dashboards up on a big screen. You’re either on the shop floor or managers offices. And be able to look out into the future and see choices that your projects and work orders and tasks have on your available resources.

See more at: http://www.stdtime.com

Barcode Scanner and Tablet on Shop Floor


I’m gonna show you a very simple way to track time on the shop floor with a barcode scanner, a tablet and Standard Time®. I’ve got a simple table here, paid about $80 for it, a barcode scanner $20. On the low-end you’re looking at $100, high-end $150 depending on the equipment you buy. That’s going to replace the traditional keyboard, mouse, work station, laptop, fat finger, fake entries, paper timesheets; all of that replaced by a simple barcode scanner. Let’s see how it works.

We’ll start by scanning the user name, job or work order and then a task. That’s it, that’s all I have to do. Now I can go off, start my job, timer will start and I’m now collecting time for the job I’m on and the status of that job. All that information goes into a shared database or computer that owners, managers, executives can use for KPIs, invoicing, reporting; anything you want to use the information for. It’s very simple and all collected with a simple barcode scanner.

Manpower Requirements Chart



Manufacturing, engineering and service companies have dozens of active projects at any given time. There are usually project managers for those jobs, and employees assigned as resources.

I’m going to show you a manpower chart that graphically illustrates employee resource requirements.

As a project manager, you’ll simply create projects and tasks, set durations, and assign employees. The Gantt and manpower charts you’ll see come directly from those tasks.

Let’s have a look!

Before looking at the manpower charts I’m going to scroll through this Gantt chart and you can see actual raw materials that feed those charts. The wide blue bands are projects and then the actual tasks are underneath those. This is where the charts actually get the information to display.

I’m going to go to the View menu choose Projects Resource Allocation. Here I’m looking at the entire company showing bars for each week and then showing the manpower requirements for those weeks. In this case the company has the capacity of about 46 employees but we’re pretty under allocated here at 23, 13, 12 throughout the weeks. More tasks, more projects could be added to these employees; as you can see here from the chart.

Now I’m going to switch over to the Resource Requirements grid, which is very similar to this. It’s actually the same information but shown in a spread sheet style. You have your total allocated resources on this line, which is the same numbers that we saw earlier. The total capacity at about 46 employees and the percent allocated here. We can see we’re pretty under allocated on all these.

There are other charts that you might find interesting in this view. Like the Total allocated time for groups or for individual people. As you choose the items from the drop downs then you can configure this chart. So that you have other charts available to you like a task chart, a resource chart, availability chart and back to the resource requirements which is the manpower chart that I showed earlier.

These charts are getting the information from tasks. If I open up one of these tasks you’ll see they have start, finish times. In this case this is a milestone. But they do also have durations for each of the tasks. The bar charts will use the start, finish and durations for the charting of the manpower.

Again View, Project Resource Allocation, you can see the manpower requirements, compare that against your staffing.

See more at: http://www.stdtime.com


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