Skip to main content

 

  • arrow icon
Language Selector

  1. Other Languages

    (machine translation)

Planview Customer Success Center

Use Actual Effort in the Update Forecast Process

  1. Last updated
  2. Save as PDF

Overview

The Update Forecast process recalculates remaining and future task work based on actual progress.
Actual effort can be derived either from timesheets or from manual updates to Actual Effort or % Complete, depending on how the task is configured.

This document explains how actual effort is calculated and applied in each scenario, with step-by-step numeric examples.

Scenario 1: Actual Effort Is Taken from Timesheets

When to Use This Option

Actual effort is taken from timesheets when:

  • Actual Effort Updated from Timesheets = True on the work item.

clipboard_ea83adf096a1d73d4108b30fe85a31026.png

Rules

  • Only approved timesheet hours are included.

  • Unapproved or rejected entries are ignored.

Step-by-Step Example (Timesheets Enabled)

Task Setup

  • Task Planned Work: 40 hours

  • Task Start Date: December 1

  • Replanning Date selected in Update Forecast: December 10

  • Actual Effort Updated from Timesheets: True

Timesheet Entries

Date Hours Status
December 1 6 Approved
December 2 8 Approved
December 3 4 Unapproved
December 4 6 Approved
December 5 4 Unapproved

Step-by-Step Calculation

  1. The system collects only approved entries:

    • 6 + 8 + 6 = 20 hours

    • clipboard_e353094fe0221b4cb6fc3f378e1b497f6.png

  2. Rejected and unapproved entries (8 hours) are ignored.

  3. Actual Effort for the task is set to 20 hours.

  4. Remaining Work is calculated:

    • 40 planned − 20 actual = 20 hours remaining

    • clipboard_e6c79563fb5f500cd72ad37b135241c77.png

  5. Update Forecast redistributes the remaining 20 hours according to:

    • The selected Update Forecast method

    • The task’s Work Policy (Shared / Individual)

Scenario 2: Actual Effort Is Updated Manually (No Timesheets)

When This Applies

This scenario applies when:

  • Timesheets are not enabled, and

  • Actual Effort or % Complete is updated directly on the task.

Step-by-Step Example (No Timesheets)

Task Setup

  • Task Planned Work: 50 hours

  • Task Start Date: April 1

  • Last Replanning Date: April 5

  • New Replanning Date: April 10

Previous State (After Last Update Forecast)

  • Actual Effort: 10 hours

  • Remaining Work: 40 hours

Manual Update

  • Actual Effort updated from 10 → 18 hours

  • Increase in Actual Effort: 8 hours

Step-by-Step Calculation

  1. The system detects the difference in actual effort:

    • 18 − 10 = 8 hours

  2. Only these 8 additional hours are considered.

  3. The 8 hours are evenly distributed between:

    • April 5 (Last Replanning Date) and

    • April 10 (New Replanning Date)

  4. Total actual effort becomes:

    • 10 + 8 = 18 hours

  5. Remaining Work is recalculated:

    • 50 − 18 = 32 hours

  6. Update Forecast redistributes the remaining 32 hours into the future based on:

    • The selected Update Forecast method

    • The task’s Work Policy

Key Notes

  • Actual effort is incremental—only changes since the last replanning are applied.

  • Timesheet-based actuals always override manual distribution.

  • Future work distribution depends on:

    • The Update Forecast option selected

    • The task’s work allocation policy