4. Resource Timesheet
Workin' the long day ain't nuthin if you can't bill for it. One of the most important functions of any good project manager is to track his resources—human or material—to document how much they cost the project and also whether the resource is overcommitted. This resource timesheet by Adam Thomas will do just the trick. You can take the resource sheet and use it just as is, or you can use a few simple Excel-type tricks to enhance it. With any Google docs, however, you have to be mindful that you don’t type into cells that contain formulas, or you will upset the usefulness of the spreadsheet.
For example, once I downloaded this, I moved it to my Project Management folder. If you look at the worksheet tabs, you can see there are sheets for Resource Summary, Resources 1 through 4, and a Data tab. I immediately dragged the Data tab to immediately follow the Resource Summary.
Then, I entered the names of my staff on the Resource Summary timesheet. I have John Smith, Tom Jones, Mike Brown and, of course, Robert Redford.
Next, select the Resource 1 sheet. See the black box that says Resource Name? In the next cell, type in an “=” sign. Then choose the Resource summary, put your cursor in the Box for John Smith ( your Resource 1 name), and hit Enter. John’s name will immediately transfer to Resource Sheet 1. You can even rename the tab for the Resource 1 Worksheet by right-clicking on it and naming it John Smith.
The Data tab gives you the categories of projects or tasks that are utilized to account for your people’s time. Click on that tab and you will see Project Management, Development, Meetings, Admin, and Personal. If you move to John Smith’s worksheet tab, you will see under the heading for Discipline that those same categories are listed. You can change the categories on the Data tab—I deleted Admin and typed in Training—and now Training shows up as an expenditure category.
On the top of John Smith’s resource sheet, the only thing you will change is his pay rate, what percentage of his time he must account for, and the number of hours that entails. Note there is a formula in that latter box, so if I put in there that John only has to account for 75 percent of his hours, the 160 will change to 120.
As you enter time worked, doing what on each task, a bar chart will build for your resources on the Resource summary. Don’t forget, too, that you can name your resources after materials available. As you become increasingly familiar with this great spreadsheet, you will find it increasingly indispensable.