(OBX) Time Tracking

Set up the features that will allow you to track time on multiple levels for your project delivery

05-Mar-2025
Knowledge

Title

(OBX) Time Tracking

URL Name

Time-Tracking

Body

Lesson Objectives

After completing this unit, you’ll have:

Decided what level of granularity you want to achieve when collecting project data
Identified your Milestones, Stages, Categories and Roles
Defined how long each Task should take to be completed

Setting your Tracking Goals

Now that you have defined what your projects are going to look like, it’s time to start thinking about what metrics you would like to track per each Board Type.

Organizing your work in Precursive will allow you to automate project creation, improve internal collaboration and customer engagement to reduce your delivery times. That will make it possible for your team to manage more projects at the same time as your company grows without causing any disruption. But that’s not all!

By tracking the time you spend on the different stages and tasks of your projects, you can also identify if there are any bottlenecks in your processes and where you can intervene to optimize your work. Now, there are 4 different levels of granularity that you can achieve when collecting project data with Precursive:

For each of these levels, apart from the Stage, you can also set your expectations at the start and later pull reports that will show you Actual VS Estimated Time.

It’s time to decide: What level of granularity do you want to achieve?

The Tools of the Trade

How can Precursive help you collect this data? What features should you use and what do you need to add to your Task Template depending on your time tracking goals?

Let’s dive into each level below:

At a Project/Board Level

You can track TTV and average duration in days for your Precursive projects and phases

Precursive Feature to use: Precursive Milestones

Examples of Milestone: ‘GoLive’, ‘Onboarding Complete’

Examples of Milestone Measures: ‘Time to GoLive’, ‘Time-to-Value’

How can you set them up?

Learn how to Defining Precursive Milestones & Milestone Measures in Precursive
Assign Milestones to Precursive Tasks via the Task Template (see below)

Data collection: by completing Tasks on your Precursive Boards

Task Template Action - You can define Tasks as Milestones in your Task Template by adding the Milestone names in the ‘Milestone’ column of your Task Template. Precursive will automatically keep track of your Milestone Measures progress once you start running projects on the platform.

At a Stage level

You can track the average duration in days of each stage of your Precursive projects

Precursive Features to use: Precursive Board Process Path & Precursive Stages

How can you set them up?

Build your ‘Precursive Process Path’ in the homonymous Tab in Precursive
Adding the new picklist values for the ‘Stage’ field in the SF Setup: see How to add New Picklist Values for Stages and Team Roles
Assign Stages to set of Tasks in the Task Template

Data collection: by completing Tasks on the Precursive Board

Task Template Action - You can link a set of Tasks to each Stage of your Board Process Path via your Task Template. All you need to do is add the name of the relevant stage in the ‘Stage’ column for each Task.

At a Task level

You can track the amount of actual time spent per type of work VS estimated

Precursive Feature to use: Precursive Task Categories

How can you set them up? See Create & Manage Task Categories

Go to the ‘Precursive Categories’ Tab in Precursive
Add the Categories = Type of Work you would like to track time against (for example, ‘Admin’, ‘Internal call’, ‘Customer call’, ‘Customer Action Required’
Assign Categories and set estimated time for Tasks in the Task Template

Data collection: by logging time against Tasks on the Precursive Board

Task Template Actions - You can assign Categories to Tasks by adding the Category names in the ‘Category’ column of your Task Template. You can also complete the ‘Estimated Hours’ column for each Task if you want to be able to track estimated VS actual time for each type of work.

At a Role level

You can track the amount of actual time spent per role/person VS expected

Precursive Feature to use: Precursive Roles

How can you set them up?

Adding the new picklist values for the ‘Role’ field in the SF Setup: see How to add New Picklist Values for Stages and Team Roles
Assign Roles to Tasks in the Task Template

Data collection: by logging time against Tasks on the Precursive Board

Task Template Actions - You can assign Roles to Tasks by adding the Role names in the ‘Role’ column of your Task Template. You can also complete the ‘Estimated Hours’ column for each Task if you want to be able to track estimated VS actual time.

Team Discussion

Depending on the level of granularity you want to achieve when time tracking, let’s fill the spreadsheet below to be shared with your team and reviewed per each Task Template you are going to create.