UtiliTrack organises data based on Tempo Teams, not Jira data. Accurate team setup is crucial for the application to work correctly. You can find Tempo documentation on how to set up Team memberships here.
Assigning memberships
For billable projects, ensure each project has a correctly assigned Tempo Team. Each commercial project or customer needs to have a team created with the right percentage of their Full-Time Equivalent (FTE) assignment.
Non-billable project team
The application also counts the hours of team members currently not assigned to any billable project, which are considered non-billable. To set this up correctly, create a special Tempo Team for team members not currently assigned 100% of their time to commercial projects with the right percentage allocated for non-billable work.
Changes and updates to Tempo Teams
To ensure the tool shows accurate data, keep the Tempo Teams updated. If team members leave or join the team or change their time assignment to a project, update it in Tempo Teams with the correct dates.
If some of the team members changed their % assignment to the team or left the project for a while and rejoined later, you can set multiple memberships within the same teams. You need to simply add the user again with a new date range and assignment. Please note that if the person already has a membership in the same team within the chosen date range, the membership won’t be saved, so please make sure to set it accurately. Tempo shows only the current membership of the user; the historical ones are hidden. The only solution to check the historical team membership is to delete the latest membership and refresh the page, but it requires recreation of the deleted membership.
Part-time employment
For employees intended to have billable work, assign them to teams, and their overall assignment percentage should match their employment percentage. For example, if an employee works 4 out of 5 days in a week, their assignment should be 80% across all teams. Eg. they can work 50% on one billable project and have 30% of the time left for non-billable activities in the adequate internal team.
Historical data reproduction
Achieving an accurate reproduction of historical team assignments can pose challenges for certain organisations, and errors in this process may compromise data accuracy. In such instances, we advise focusing on team assignments from the initial installation and continuously refining them as teams evolve. This proactive approach enables meticulous data tracking for future reference.
Project filtering and Tempo Team memberships
Based on the memberships UtiliTrack automatically filters projects as active, hidden, or closed. By default, all users can see only the active projects listed, but you can apply other filter criteria if necessary. Here are the descriptions of each project type and instructions on how to set them up.
Active projects - Projects are considered active when there is at least one user with time assigned to the project, and no leaving date is set.
Hidden projects - this status is used to hide projects without a regular target chargeability set, such as maintenance or time-and-material projects. To display projects as hidden, the Tempo Team must have at least one active team member in the project with no leaving date set but with 0% expected time assigned.
If a project changes from a regular one into a maintenance project that should start being displayed as hidden, please create a separate team in Tempo and add correct assignments with 0% on the right dates. This will ensure that both current and historical project data is presented in an easy-to-understand way.
The hidden projects have limited data displayed as only billable and non-billable hours apply in this case
Closed projects - a project is displayed as closed when there are no team members with an active assignment (all team members have past leaving dates).