time traking/progress reporting

[infinitelo]

I would like some ideas on how others in the IT field track time and progress.
The problem im having is that it seems I spend more time finding ways to track progress than actually working on projects. I think im doing it wrong!
We are going to start using office 2003 next week, perhaps the tools are better there, any hints on what to look for?

The president of the company is a big fan of outlook. And communication by e-mail.

if it is to be it's up to me

 

[repete]

probably the most consistant thing that i have found is that each job i have had, the person that you need to report that information to wants it in a different format. in fact in the last contract i had, the same guy changed his own requirements after a year to something totally different. so i have found that building anything too elaborate is a waste of time as it may be not what the next person wants.

in my current job, i work from a remote office, and it is even more important for me to keep my director up to date with my status.

i normally communicate this to him weekly, however when there are critical times to meet, i will communicate status to him up to three time a day.

he appreciates the immediate notification of blowouts, and also confirmations that things are running to schedule when they are.

i predominantly use MS Excel to hold the information (although have in the past written database applications for this purpose as well); and then generate a pdf file to email the advice

hope this helps





Pete Bloomfield
Down Under

 

[jrbarnett]

infintelo

I used to use a free Access bug tracking product called Buggit by Pierce Business Systems (

http://www.pb-sys.com).

You will need Access to run it, but its only really useful for software development/bug tracking tasks.
For everything else I used outlook.

John

 

[MasterRacker]

I feel your pain. In my last job as a sysadmin I was criticised for not enough feedback, tracking, etc. As pete said, one problem is different people will want the info in different formats. In any system, too many windows, etc. makes data entry a royal pain.

In my case my boss and I worked out a simple spreadhseet based solution. There was still a lot of typing, especially since I had to basically track my whole day.

If you're action oriented, I don't think there is an efficient solution. If it's any consolation, you're not a lone in feeling like you're spinning your wheels. My take was similar to yours. I was spending more time documenting what wasn't getting done and why than actually doing anything. Funny thing was management was happier after my 'productivity' went down. Eventually I learned not to care since they were signing my checks.


Jeff
The future is already here - it's just not widely distributed yet...

 

[rosieb]

I think you need to establish what you are tracking and why?

What is the info used for? Is it for external billing or to measure departmental productivity? I record my time on 1/4 or (usually) 1/2 day units .

How much detail do you really need?

 

[infinitelo]

Hey, thats the problem, When I sit down to write code i usually know what i want the end result to be, with this tracking thing i really havent defined what they are trying to track. I dont know if management wants a picture of my day or if they want to see timelines for projects.

I think they just dont want to have to ask "Where are we on such and such a project"

I do keep a .log file, that works really well for me, maybe i should cut and past log entries into email a couple times a day.




if it is to be it's up to me

 

[CajunCenturion]

infinitelo - "... When I sit down to write code i usually know what i want the end result to be ..." You usually know?

All kidding aside, if you're not sure what management wants, then ask them. I know there is a lot of anti-management people contributing to the forum, and although it's natural and normal to some degree, it's counter-productive to those emotions get in the way of doing your job. It also exacerbates the problem, but that's a different thread.

Treat your manager as a client. If you don't understand what the client is looking for, do you start writing code, or do you sit down with the client and ask for clarification? If your manager is looking for something and you're not sure what it is, then ask for clarification.

Good Luck
--------------
As a circle of light increases so does the circumference of darkness around it. - Albert Einstein

 

[Onyxpurr]

I agree with CajunCenturion. Don't assume, it'll only end up in more work in frustration. Also, it shows you're boss that you're professional enough to know to ask questions.

Myself? I've used tons of organizational methods.

Currently I run a lot of projects for different users. I keep an Access database that also serves as a documentation tool for my projects. It holds what db, where the front-end and back-end are located, user requests, status, deadlines, priority, etc. Then I run a report for my boss each week in order of proirity.

I have used Outlook before, and it's good if you don't need much status detail for reporting needs. Plus one benefit if that is your networked and one the same e-mail server, you can set permissions for you're boss to view your (non-private) tasks, calendar, etc. I loved this one because I didn't need to send my boss anything. He could just look it up when he needed. Works good if he/she needs to report status to customers on the fly.

Good luck!!

 

[rosieb]

infinitelo
Sorry to keep banging on, but you really need to clarify with your boss why the information is needed.

What is s/he tryng to achieve from your stats.

Until you understand exactly what is required you cannot deliver.

Rosie

 

[infinitelo]

Management is looking for regular status updates, not asking for anything formal. It looks like task manager will be the write tool.
I can cut and paste daily log entrys into a task and update management.





if it is to be it's up to me

 

[Terpsfan]

I created my own application for keeping track of what I do as a consultant as well as keeping track of the applications I'm working on, enhancements, fixes, etc. I also have all kinds of reports that I run, charts, etc to show pct of time worked on this and that project or cost center. It's also used as a knowledge base, code library and help desk for my applications. I don't like those generic applications like microsoft project or whatever. I've thought about marketing it but I haven't finished it yet.