Recording Time Spent on Projects (including related incidents/changes etc)

davidsmith · ‎02-17-2022

Hello,

Our Project Manages are already recording time spent on projects (as well as people who have been assigned tasks). We now have a requirement to create reports on the time spent on a project as well as any related incidents, changes, problems that have been attached to the project (via related lists). Is this possible?

David

ryan_pope · ‎02-24-2022

I guess it depends a bit - how are they being associated with the project?

Assuming that all non-ITBM tables (so tables like Incident, Problem, Change, etc.) are associated to the overarching project via the Parent field, and all related ITBM tables (like project tasks, stories, etc.) can ultimately be tied back to project via the field Top Task, you should be able to write the correct query - something like this:

Note: for the Top Task reference, you'll need to first dotwalk into the Task related fields, and then expand the Planned Task option in the dropdown to grab the Top Task reference that should work for all ITBM tables.

Hopefully this helps get you where you need to go!

View solution in original post

meeranair · ‎08-26-2024

Yes, it is absolutely possible to create reports on the time spent on a project as well as any related incidents, changes, or problems. Most project management tools, whether they're standalone applications or integrated into larger platforms, offer features to track time and link it to specific projects and associated tasks.

Here are some key considerations and potential approaches:

1. Leverage Existing Time Tracking Features:

Project-based time tracking: Ensure your tool allows you to record time directly against specific projects and tasks.
Task-level granularity: Track time at the task level to get a more detailed breakdown of where time is spent.
Time tracking integrations: If your project management tool doesn't have built-in time tracking, consider integrating it with a dedicated time tracking application.

2. Relate Incidents, Changes, and Problems:

Custom fields: Create custom fields on your project, incident, change, and problem records to link them together.
Relationships: Establish relationships between these records to show their connections.
Lookup fields: Use lookup fields to reference related records from one object to another.

3. Create Custom Reports:

Report builder: Use your tool's report builder to create custom reports that combine data from projects, tasks, incidents, changes, and problems.
Filters and criteria: Apply filters and criteria to narrow down the data and focus on specific aspects of time spent or related issues.
Visualization: Consider using charts, graphs, or other visualizations to present the data in a clear and understandable way.

4. Consider Time Tracking and Project Management Integrations:

Third-party tools: Explore third-party tools that specialize in time tracking and project management. These tools often have pre-built integrations that can simplify the process of linking time data to projects and related records.

By following these steps, you can effectively track time spent on projects and gain valuable insights into the relationship between project activities and associated incidents, changes, or problems.

Here are some additional comments you might consider:

Data accuracy: Ensure that time is recorded accurately and consistently to maintain data integrity.
Granularity: Determine the appropriate level of granularity for time tracking based on your project requirements.
Reporting frequency: Decide how often you need to generate reports and what data should be included.
User adoption: Provide training and support to ensure that users understand how to record time and use the reporting features effectively.

Would you like to discuss any specific project management tool or platform you're using?

View solution in original post

ryan_pope · ‎02-18-2022

The time sheet portal should allow for users to log time against any task type:

https://[instance].service-now.com/[portal id]?id=worker_portal&sysparm_domain_restore=false&sysparm_stack=no

Time Sheet Portal | ServiceNow Docs

davidsmith · ‎02-21-2022

Hello Ryan,

Apologies for the late reply. A lot of our users are using the Time Sheet Porral to record task time. What I am after is a report that will pull in all time recorded on a project, on its project tasks and and any related incidents, problems, demands etc.

Many thanks

David

ryan_pope · ‎02-24-2022

I guess it depends a bit - how are they being associated with the project?

Assuming that all non-ITBM tables (so tables like Incident, Problem, Change, etc.) are associated to the overarching project via the Parent field, and all related ITBM tables (like project tasks, stories, etc.) can ultimately be tied back to project via the field Top Task, you should be able to write the correct query - something like this:

Note: for the Top Task reference, you'll need to first dotwalk into the Task related fields, and then expand the Planned Task option in the dropdown to grab the Top Task reference that should work for all ITBM tables.

Hopefully this helps get you where you need to go!

davidsmith · ‎02-25-2022

Dear Ryan,

Our ITBM tables do have an assocation with our non-ITBM tables. The queries that you have given as examples defintely llook like a way to go.

Best wishes

David