discrepancies in calculations

Good morning!
I’ve been struggling for quite some time with what seems like a fairly simple report that should calculate:

  1. Hours spent on a client (effort and time spent, broken down into billable and non-billable) for a given month
  2. Broken down by teams
  3. Broken down by individual team members

All of my calculations come out completely different and don’t match the sums where they should. For example, if the report states that the total time spent on the Auchan client is 892 hours, then the sum of hours per team for Auchan should match this number, but it doesn’t (I’m getting 543 hours). I also did a double-check using “standard” reports, where the total is different yet again, at 552 hours.

I’m not sure what I’m doing wrong, and support tries to help but on the other hand it falls outside their scope.

1. HOURS SPENT ON A CLIENT

Here is a screenshot of total billable / non billable per client in October (effort and time spent). Let's focus on one client (red box).

Here, the total time spent is 892h.

In basic reports: 553h

 

2. EACH TIME HOURS SPENT ON A CLIENT

Then, analytics for each team:

Effort formula:

Time spent formula:

Total time spent of this team for this client:

The same formulas are for other 4 teams.

In total I have 545h of time spent which is closer to the result I get in basic reports (553h) but still there's a discrepancy.

3. INDIVIDUAL PERSON TIME SPENT ON A CLIENT

Here I have a complete mess.

Let's take my colleague Bartek who on a screenshot above has effort 6h and time spent 3h.

Here he has 22 and 8 💀

The effort formula:

The time spent formula:

I tried with Task Assignee ID but nothing changes.

I really don't know what I'm doing wrong but I really need a reliable reporting 🙁

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2 commentaires

We had a learning with sum of calculations when then are from different levels in the space we pull them from. Our solution was set a filter on the Depth Level we pull the data from. Not sure if that might help in your case as we do not track effort and time spent.

 

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Hi Agata Ziębińska!

Let me start with the Timelog formula on your screenshots. You're using a multi-pass aggregation on the task level for it:
SUM([Task ID], [Max Timelog Time Spent (minutes)])
This way only the largest time entry per task will be included in the final calculation. To include every time entry and yet avoid potential duplication, I'd recommend building your multi-pass aggregation with Timelog ID instead:
SUM([Timelog ID], [Max Timelog Time Spent (minutes)])
This should fix the discrepancy with time spent. If it doesn't, please feel free to submit a support ticket to investigate this on a deeper level.
 
As for the effort/timelog breakdown by user, that's a more challenging use case. You can easily achieve that in the Utilization & Performance report since it's based on a user-centered data schema, but in Wrike Core, every time-related metric has its own user dimension:
  • Task Assignee is linked to Assignee Task Effort
  • Timelog User Name is linked to Timelog Time Spent
  • Booked Effort Assignee is linked to Booked Effort
Therefore, when you're using Task Assignee in a widget, you can display assigned time with Assignee Task Effort, but if you add any other metric, it will be shown for the task fully.
 
For example, let's say you have a task that is assigned to users A and B. User A logged 3 hours in the task, and user B - 2. If your report is based on Task Assignee, the metric Timelog Time Spent will show 5 hours for each assignee since it will be pulling time spent related to the task the user is assigned to. At the same time, if you use Timelog Time Spent and then try adding Assignee Task Effort as a metric, it will show you effort associated with the task where that user tracked time, regardless of their effort allocation.
 
Technically, it is possible to use conditional formulas (function CASE) and force the system to return effort for timelog users, or vice versa. This will work only if:
  • Users track time only in the tasks assigned to them.
  • The total number of the users isn't too large (the formula would require a conditional statement for each user, so the more users there are, the longer will be the formula).
Another approach would be restructuring your workflow. If every task is assigned to just one person, and only the assignee tracks time there, it doesn't matter which user-related dimension you're going to use, full task time and user time would be equal.
 
I hope this helps!

Herine Community Team at Wrike Wrike Product Manager En savoir plus sur les fonctionalités et les meilleures pratiques grace à nos Webinaires online

Herine Wrike Team member En savoir plus sur les fonctionalités et les meilleures pratiques grace à nos Webinaires online

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