Replace Planned Hours with Actual Hours for an Assignment Range

You can replace the original planned hours with the actual hours and spread the difference into a selected time range for any level of the project structure, as long as there are resources assigned to the level.

Pre-requisites:

• The Resource Planning module must be activated.
• In Settings > Security > Roles, the user's role must have the Access field for both Projects and Project Plans set to Modify Only or higher and have record level update rights for the specified project on the Record Access tab and have the Allow Redistribute Hours option selected on the Planning tab.
• Resource assignments must exist under the selected row.

To replace planned hours with actual hours:

1. In the Navigation pane, select Hubs > Projects > Plan.
2. On the Plan form, select the project for which you want to change planned hours and then, on the Actions bar, click Check Out.
3. Click the Labor tab.
4. Expand the plan work breakdown structure (WBS) to display the WBS elements or resource assignments for which you want to redistribute hours.
5. Hover over the row or click the row, and click at the end of the row.
6. Click Redistribute Hours on the menu.
7. Set Redistribute Option to Replace Planned with Actual Hours.
8. To specify the level of detail at which to save the hours, select one of the following options from Save Replaced Hours:

   Option	Description
   In Total	Replace the planned hours with the actual hours and save the total for the range you choose in the Selected Assignment Range option. When you view the planned hours in lower scales, the hours may look different than the actual hours across the calendar, but in total they will match for that range.
   In Months	Replace the planned hours with the actual hours and save them in months. When you view in scales lower than months, the planned hours may look different than the actual hours across the calendar, but in months or higher scales they will match for the range.
   In Weeks	Replace the planned hours with the actual hours and save them in weeks. When you view the hours in days, the hours may look different than the actual hours by day, but in weeks or higher scales they will match for the range.

   Specifying lower scales, such as weeks or months, may have a significant performance impact on plans with long durations, many assignments, or both.
9. To specify the range for which you want to replace the planned hours with actual hours, select one of the following options from Selected Assignment Range:

   Option	Description
   JTD Date Range	Planned hours will be replaced with actual hours in the date range from the first time entry date through the job-to-date (JTD) date. (The JTD date is determined by the Job-to-Date (JTD) Through setting in Settings > Resource Planning > Plan Settings.)
   Specify Date Range	Planned hours will be replaced with actual hours in the date range that you specify for each assignment. Enter the dates on the From and To fields.

10. To spread the difference between planned and actual hours for each assignment under this level, select the Spread the Differences (Planned Minus Actual Hours) check box.
    • If you select this option, several new options display on this dialog box; these options are described in the following steps. Proceed with step 11.
    • If you do not select this option, the difference is removed. Go to step 14.
11. Select one of the following options to choose how to spread differences:

    Option	Description
    Spread Positive and Negative Differences	Select this check box to spread all differences. If the difference is negative for any assignment, the negative value will be spread into the selected range proportionally, but planned hours will not total less than 0 in the range. If you do not want to spread negatives, select Spread Positive Differences Only.
    Spread Positive Differences Only	Select this check box to prevent Vantagepoint from spreading the difference between planned and actual hours for an assignment if the difference is negative.

12. Select one of the following options from Spread Into to choose the range of dates to spread the difference between planned and actual hours:

    Option	Description
    ETC Assignment Date Range	Spread the difference into the remaining date range starting from the later of the ETC date or the assignment start date through the assignment end date for each assignment. (The ETC date is the day after the JTD date. The JTD date is determined by the Job-to-Date (JTD) Through setting in Settings > Resource Planning > Plan Settings.) When you select ETC Assignment Date Range, an additional setting displays: For Assignments Where a Difference Exists but the Assignment End Date is in the Past. If the assignment end date is in the past, specify what to do with the hours difference: Change the assignment end date to the ETC date and spread the difference to that date. Keep the current assignment end date and remove the difference.
    Specify Date Range	Spread the difference into the date range you specify in the adjacent date fields for each assignment. Enter the dates on the From and To fields.

13. To determine how to spread the difference hours for the assignment level across the selected date range, select one of the following methods from Spreading Options:
    • Spread Hours Proportionally: Spread the difference for each assignment proportionally across the selected range.
    • Spread Positive Hours Evenly: Spread the difference for each assignment evenly across the selected range.
14. Click Redistribute.
    A short delay may occur while the redistribution is carried out. The total planned hours update in the project structure through the impacted rows. The plan remains in an unpublished state.

    Note the following:

    • The assignment dates change if at any assignment level, the actual dates start before and or end after the assignment dates for that level. If the actual dates are on or within the dates, they do not change. The assignment dates impact parent levels the same way.
    • The plan dates change if the assignment dates start before or end after the plan dates at any level. The plan dates do not change if the assignment start or assignment end are on or within the plan dates. The plan dates impact parent levels the same way.
    • When spreading differences, the assignment end dates may change if you selected ETC Assignment Date Range and Change End Date to ETC Date and Spread Difference in Step 12.