Overview
Required Permissions
Finding Scheduled vs. Actual Report In The System
Scheduled vs. Actual Report In Reports Tab
Scheduled vs. Actual Report In The Project Profile Tab
Preparing Scheduled vs. Actual Report
Main Indicators In Scheduled Vs. Actual Report
Scheduled vs. Actual. Different Reports’ Views
In Reports Tab
In Project-Specific Report
Creating Personalized Reports With Detailed Data
Exporting Data
Saving Scheduled vs. Actual Report Filter Settings
Definitions
Overview
The Scheduled Vs. Actual report will show how your staffers used their time and how that compares to their submitted working time. This will help you with future work planning and better financial management. In this article, you'll learn the information on Scheduled Vs. Actual report provides you, and which formulas are covered under the data.
Required Permissions
| Required Permissions | Resource Management for Managers Permission |
Learn more about permissions in this article.
Foresight is a tool that stores a lot of financial data that should not necessarily be available to all company managers. Therefore, we allow users to manage permissions for specific data appropriately. You can read more about it in the article linked above. Because the Scheduled vs. Actual report provides a lot of financial data, its visibility and the range of indicators will vary depending on the user's permissions. You can check specific use cases in the table below based on permission variations.
| Permission Use Cases | |
| Granted User Rights Variations | Report Visibility |
| The manager has Project Manager or Project Manager (Read-Only) permission and doesn’t have View/Manage any projects | See only input hours from projects of which they are Project Managers or Project Managers (Read-Only) |
| Finance Manager permissions granted, and doesn’t have View All Staffers Costs Permission | See only the costs of the people of whom they are Finance Managers |
| Resource Management for Managers Permission without Finance Access |
The following indicators are hidden:
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Finding Scheduled vs. Actual Report In The System
Scheduled vs. Actual report is available in two places. In the REPORTS tab (available as a separate report) and the specific project profile in the Scheduled vs. Actual section (available as one of the project-specific reports). Below, you will find instructions on how to reach these places in the system.
Scheduled vs. Actual Report In Reports Tab
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Scheduled vs. Actual Report In The Project Profile Tab
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Preparing Scheduled vs. Actual Report
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1. Select the date range for which you want to download data. If the selected staffer didn’t work hours during the chosen period, they would not appear in the report.
2. You can filter by different attributes. Go to the article to learn more about filtering in Foresight.
3. You'll receive the key data After clicking the PREPARE REPORT button.
Main Indicators In Scheduled Vs. Actual Report
Beneath this data are specific calculations. The graphic below shows the main parameters and explains how they are calculated. Read more about time entry statuses in this article
| The sum of input hours (submitted and unsubmitted) for all staff members in the report | The sum of scheduled hours for assignment for all staff members in the report | The sum cost of input hours (submitted) for all staff members in the report | The sum revenue of input hours (submitted) for all staff members in the report |
Please remember that depending on the specific line regarding a single assignment, staffer, time entry, client, or project, the data is calculated accordingly based on logs related to a given object in the system.
For example, if we calculate the input hour cost for a given assignment, we use the hours submitted by a given staffer in that assignment. If we look at the row with a given staffer, the input hour cost is calculated separately based on each time entry and assignment, and the input hour cost is a sum of these calculations.
Scheduled vs. Actual. Different Reports’ Views
In the Reports Tab
You can adjust the way the data is sorted by choosing one of the three views:
- Staffer (Team Members view),
- Project (Projects view),
- Client (Clients view).
In Project-Specific Report
You can adjust the period you want to see on the report. It can be:
- Whole project
- Specific month
- Custom period
Note that the Scheduled diff. (differences) field will show you the differences between the plan and its execution.
Creating Personalized Reports With Detailed Data
You can also create your custom report! To do so, click the CREATE DETAILED REPORT button and select the data you are interested in. Once you generate this report, you can use your previous preferences as a template.
Please note that reports generated this way are available only for the accounts in which they were created.
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Exporting Data
Above the report, you'll notice three buttons with different file type export options.
Check what data will be downloaded for each type of export in the table below:
| Export Data | Export Expanded | Export Time Entries |
| Download the report as it is displayed in the application. |
Download a more detailed report. |
Download the report with detailed information about staffers’ time entries. |
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Export Data will allow you to download the report displayed in the application to a file.
Export Expanded will show you more detailed data, such as tracked minutes.
Export Worklogs will retrieve information on working time logged by staffers.
Saving Scheduled vs. Actual Report Filter Settings
In BigTime Foresight, you can save filters as favorites. Each time you generate a report for specific dates, the saved set of filters will be automatically inserted, saving you time selecting the appropriate parameters.
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Definitions
Input Hours Cost - The sum of submitted input hours multiplied by the Cost Rate.
Input Hours Revenue - The sum of submitted input hours multiplied by the Bill Rate.
Scheduled Diff (Difference) - Total scheduled hours minus logged hours (Scheduled Hours - Input Hours)