Tracking staff, contractor, or volunteer hours and their associated costs

Landscape enables you to log hours as 'work' -- an important feature if you need to budget for hours in a project, and/or track the actual cost of those hours.  Here's how to best log hours, and see how much you've spent on them:


Adding the various hourly rates in Settings (optional)

From Settings (you must have admin privileges to do this step), go to the 'Work' tab, and then to 'Cost Categories'.  Find the category group called 'Labor'.  Labor is a special cost category which, in addition to being available as a regular cost category, is the only category available to a new 'Personnel' entry.  By default, Labor has one category: 'General'.  For some organizations this is sufficient, however, if there are multiple types of labor that you'd like to budget for or track, and those labor categories have typical costs associated with them, click on the (+) button next to Labor to add them.




Here I've added several new categories.  Notice that in addition to assigning each one a unit cost, I've been explicit about the rate in each item name:




Budgeting for Hours (in Projects)

From a project, begin building a budget.  For this example, I've chosen a Stewardship Site project where we have a set amount set aside specifically for contractor labor (habitat restoration), senior staff oversight, follow up monitoring, and a 'General' bucket to capture additional field work.  Notice that I've changed the unit cost of 'General' from the default $50/hr to $35/hr.




The 'Actual' column will remain '$0' until you add a work item and log the hours.


Logging Hours

Option 1: From a project

Hours, like expenses, are logged by creating a Work item.  If you're tracking the hours as part of a project (where you can incorporate a budget if you want) there are a couple of ways of adding work. 

The first way of adding work is simply through the 'Work' section at the bottom of a project goal.  Expand the 'Work & Expenses' section and click on the (+) button to add new work:



Choose 'New Work' --> 'General' to simply add a new work item to track hours. In most cases, 'General' will suffice as the work item, unless you'd actually like to add a Site Visit record.  Site Visits can record photos, geography (tracks), and areas, as well as forms.  If adding a Site Visit as work, you would most likely complete the site visit in the field and then add it as existing work.




Now, from within the work editor, to log the hours, click (+) next to 'Personnel'.  Enter the individual or company, their role, and the correct cost category.  Work 'Type' (in this case - 'Restoration') allows you to assign a type to the work, such as Maintenance, Restoration, etc...  You also probably want to mark the 'Status' as 'Completed' and enter a quick summary.  When you're done, click the back button next to 'Editing Work' to return to the project goal.  If you're tracking hours in this way, you will not be able to edit the unit value, and the cost of the hours will be calculated using the unit cost assigned in settings.  




Back in the project goal view, the work now appears in the 'Work' section, along with the hours logged.  If we're using a budget, the hours will be tracked against the particular budget category.  'Expenses' = 0 in the Work item because you didn't enter an expense record, however, because you've assigned the hours a value, the cost is still able to be calculated.  In this screenshot, the 'Actual' number has been updated with the actual cost (45$/hr x 30 hours):






'What about adding hours as an expense?'

Labor should be entered in the personnel field, expenses should be used for anything that isn't labor. 


Adding work through project tasks:

The second way of adding work in a project (and therefore hours) is through a task.  If you're using tasks to create a checklist of things to do in a project, you can add work while checking off those items.  For example, below I have a small sample restoration project task list:




In this case, I want to log the work done by the Contractor on invasive clearing.  Click on the 'edit' (mceclip5.png) button next to the task to begin adding the work.  From there, click on the (+) button next to 'Work' to add new work associated with the task:



You can then follow the same workflow described above to add the personnel hours.  Be sure to mark the task as completed when you're done.  Also note that a task can contain more than one work item if necessary.

Here's a view of the finished task.  The work will also appear in the 'work' section of the project, and in the 'work' section of the related stewardship site:



Tracking Hours without using Projects:

In a Stewardship Site:

You can track hours in a Stewardship Site in a few different ways: Through site visits, adding work, or by tracking maintenance in structures and uses (which is simply a type of work).

Using a Site Visit:

You might use a site visit record if you want to use the mobile app to record photos, automatically calculate your time on the site, or capture geography (an area you worked in, for example).  To make a new site visit record, simply go to the 'work' tab of a Stewardship Site and click on the (+) button next to 'Site Visits'.  Select the appropriate type (you may have to add a new type like 'Site Work Visit' via settings).   


If you didn't use the app to automatically capture your time on site, or if you did and you just need to edit the information, you can manually add the hours and who was on site by clicking the (+) button next to 'Personnel'. Fill out the necessary details, including who was on site (they'll need a contact record), what their role was, and how many hours they were on site for.  Choosing the appropriate cost category will enable you to calculate the total cost.  Here is a completed site visit record where I've added a little map data to record the area cleared:




Using 'Other Work'

If you simply want to log some hours spent on site and don't need to capture the level of detail that a site visit can capture, you can use the 'Other Work' section of the 'Work' tab. Click on the (+) button next to 'Other Work' to add a new entry.  Add the work item details such as Type, Status, and Date. Summary will be shown on the main work tab, so it's a good idea to write at least a quick description. 

Click on the (+) button next to 'Personnel' to add a new personnel entry.  Fill out the contact information, their role, the number of hours they worked, as well as the correct cost category.  


Click on the back button next to 'Editing Work' to return to the work tab.  The work will now appear in the 'Other Work' section.


Adding work by tracking maintenance

Finally, work can also be added by tracking maintenance through a structure and use entry.  Since maintenance is simply a type of work, the workflow will be exactly the same, and the maintenance log (and hours logged) will appear under the 'other work' section of the 'work' tab.  Learn more about tracking maintenance here.


Tracking the expense of labor

At some point you'll want to tally up the hours and expenses you've spent on various work items and view, sum, or export the results.  For this you'll use Views.

Go to the 'Views' tab from the dashboard and click on the (+) button next to the view selector:


Change the view category selector to 'Work' (it's at the very bottom of the list):


Change the query if you need to. 'Owner Name' --> 'Is Not' --> 'No data' is fine if you just want to see all the work. Now click on the gear icon and choose 'expand and filter results'. Change the drop down menu that says 'Documents' to 'Personnel'. Change the Personnel query to match your needs, but if you want to return all results, select 'Cost Category Item' --> Not Empty.  


Change the Personnel query to match your needs, but if you want to return all results, select 'Cost Category Item' --> Not Empty.  Click the check mark next to 'Work' to run the query:



Next we want to add useful fields to the view. Click on the 'add fields' button: 



We can now toggle on/off Work fields and Personnel fields. At the top of the list that opens are the work fields. I'll add 'Status', 'Type', and 'Summary'.  Scroll down to the bottom of the list to the 'Personnel' section. This is where we'll select fields from the Personnel record. I chose to display Contact information, Total Cost, and Hours.  Drag the fields on the right up and down to change their order in the view. Click OK when you're done.



The view is displayed. Make sure to save it with the cloud button if you want to recall it later.  You can sum the expenses or hours with the sum buttons at the bottom of the columns:



If you'd like to display the totals by property, select click on the three dots next to the field selector and choose 'show grouping':



You can group by any of the fields you've selected to display. Owner Record Name will group by the Stewardship Site or Property name -- if they happen to be the same, then all of the work for both will be displayed together.  To group by Stewardship Site, you would make Stewardship Site available as a field and then group by that.







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