This guide describes the new Low-Touch Assignment Management functionality included in Kimble Release Summer 19. We have also attached a .pdf version for your convenience.
In the Summer 19 Release, Kimble has been enhanced to further enable low-touch Assignment management and reduce the amount of intervention needed by Engagement Managers when the Actual Time recorded against Assignments is different to the Forecast. This lowers the overhead for Engagement Managers responsible for several Activity Assignments, enabling them to manage by exception.
Management by exception in this case means that an Engagement Manager only needs to manually approve Timesheets and adjust Remaining Usage when they fall outside of a predetermined tolerance.
In Summer 19, Kimble can use tolerances to:
- Automatically approve Timesheets even if the Submitted Time does not match the Forecast Time.
For example, with a Tolerance of 5%, if a Resource forecast to spend 30 hours on an Assignment in a Period only submits 29 hours in their Timesheet, it will still be automatically approved. If they only submit 20 hours, it will require manual approval.
- Allow Resources to book more Time to an Assignment than Forecast.
For example, a Resource may be forecast to spend 30 hours on an Activity in the final Tracking Period for that Assignment, but with a tolerance of 2 hours. If they actually work 31 hours, the total Usage for the Assignment is increased to 31 hours and the Timesheet can be automatically approved.
- Automatically remove any Usage that remains at the end of an Assignment that is preserving Usage if Resources did not book all the Forecast Time available for it.
For example, with a Lower Tolerance of 2 hours, if a Resource forecast to spend 30 hours on an Activity in the final Tracking Period for that Assignment actually works 29 hours, the remaining Usage (1 hour) is removed and the total Usage for the Assignment is reduced to 29 hours.
- Allow Resources to submit more Time than had been forecasted for defined Usage Assignments. If Configured, the maximum that may be entered can be determined on an Assignment by Assignment basis.
For example, with a Tolerance of 10%, if a Resource forecast to spend 20 days on an End Date Assignment needs to book 22 days to it, they are not prevented from doing so. If configured, you could manually alter the Maximum Usage and enable the Resource to book 25 days, for example.
An instance of a resource being associated to a particular activity, such as a Delivery Element, or Pre-Sales.
A Forecast amount of time for a resource to carry out an activity, which has not yet occurred or been confirmed to have happened.
Time entry recording the amount of time that a resource spent carrying out an activity, usually created retrospectively.
Each Activity Assignment uses a Usage Tracking Model, which controls how actual Time is generated or recorded for the Assignment and how the Assignment responds to user actions such as recording Time.
Usage Tracking Models define whether:
- Timesheet submission is required.
- Usage on the Activity will be included in the checks for Timesheet completeness at Period Close.
- Forecast Usage for Assignments on the Activity will be automatically converted to Draft Time and Submitted for a Tracking Period, provided that no Time Entries (including Draft) have been recorded for that Assignment.
- The Timesheet created by submitting the Forecast Usage is routed for approval using the Approval Rules defined for the Activity.
Usage Behaviour Rules control what can be entered against Activity Assignments and apply any constraints to them. This defines how Resources interact with the Assignment while it is live. To create or configure Usage Behaviour Rules, please have your Kimble System Administrator contact Kimble.
In Kimble’s Winter 18 Release, the Actualised Forecast Approval Required field was added to the Usage Tracking Model. By unchecking this box, Timesheets where all Time Entries matched the Forecast exactly would be automatically approved.
From the Summer 19 Release, a Tolerance can be applied so that the Timesheets can be automatically approved even if they do not exactly match the Forecast. This Tolerance is a percentage of the total Forecast.
To set the Tolerance:
- Navigate to Reference Data.
- Click Usage Tracking Models.
- Click Edit next to the Usage Tracking Model you want to amend.
- Enter the Tolerance percentage value in the Actualised Fcast Approval Tolerance Pct
- Ensure that the Actualised Forecast Approval Required checkbox is unchecked.
- Click Save.
From the Kimble Summer 19 Release, Assignments set to preserve Usage can be configured so that Time submissions in the final Tracking Period do not have to exactly equal the remaining Usage, if they are within a preconfigured Tolerance (i.e. plus or minus a certain amount).
This means that the Engagement Manager does not need to reforecast or zero-out Time if a Resource booked less than had been forecast, and that Resources may book more time than was Forecast (within the tolerance). This means you do not need to manage down to the exact number of forecast hours but can still require manual intervention where booked time differs excessively from the Forecast.
Tolerances to enable Resources to submit more or less time than forecast in the final tracking period are set on the Usage Behaviour Rule. To create or configure Usage Behaviour Rules, please have your Kimble System Administrator contact Kimble.
From the Kimble Summer 19 Release, Assignments with Defined Usage can be configured so that Resources can continue to book Time beyond the Expected Usage up to a certain amount (a percentage Tolerance).
When this has been enabled on a project, a maximum Usage value is calculated based on the project length and the Tolerance percentage. The Assignment preserves Usage up to the forecast amount but enables Resources to book Time up to the Maximum Usage value.
For example, a Resource booked onto a 20-day project might need to work 22 days to complete the work. If the maximum Usage tolerance has been set to 10%, the Resource can book the two additional days without needing intervention by the Engagement Manager.
Tolerances to enable Resources to book Time beyond the expected Usage are set on the Usage Behaviour Rule. To create or configure Usage Behaviour Rules, please have your Kimble System Administrator contact Kimble.
If configured, the tolerance can be manually altered on an Assignment by Assignment Basis.
To enable manual alterations of the Maximum Usage on an Assignment by Assignment Basis:
- Navigate to Reference Data.
- Click Kimble Config.
- Toggle Allow manual edit of Assignment Maximum Usage field for usage behaviour rules configured with preserve usage up to maximum to on.
To create a new Activity Assignment with an altered Tolerance:
- Navigate the relevant Delivery Engagement.
- Click Activity >> Assignments.
- Click .
- Enter a Resource.
- Select the relevant Usage Behaviour Rule.
- Enter the details of the Assignment.
The Maximum Usage auto-populates based on what has been set on the Usage Behaviour Rule.
- Amend the Maximum Usage.
- Click Save.
The Tolerance may also be adjusted on existing Assignments, to edit click .