Calculating FTE Hours

Full-time equivalent (FTE) is a way to measure a worker’s involvement in a project. An FTE of 1.0 means that the person is equivalent to a full-time worker. Although the accepted HR  term for the “E” in FTE is “equivalent”, in colloquial usage or in project management terminology it is referred as full-time employee! FTE hours, can be used to measure whether an employee or resource is full-time, or how many students at an educational institution are full-time.

To better understand this:

  • Start with 40 hours a week

Use 40 hours a week as your default for full-time employment when calculating FTE hours for a project. Some projects may measure full-time status differently, such as 35 or 37.5 hours a week instead of 40, so be sure to adjust according to your project’s requirements.

  •   Figure out the number of hours in a pay period

Figure out the number of hours in a pay period by multiplying the length of the pay period by 40 hours a week. For example, if your pay period is 2 weeks, your total number of hours in a pay period would be 80.

  • Divide hours worked by hours in a pay period

Divide the number of hours your employee worked in a pay period by the total number of hours in that pay period. The total equals your FTE hours. If an employee worked 40 hours out of 80 hours in a pay period, your total would be 0.5 FTE. It’s that simple!

Shyam Verma, PMP, ITIL
Program & portfolio Mgnt professional
LinkedIn:spverma. Twitter: Shammy11

Creating Excel WBS

So you are small team working on projects and don’t have MS Project or similar automated tools to plan your project WBS? Don’t despair your very own MS excel can do the trick for you. Here is how!

Decompose Your Project

Before you begin to create your Work Breakdown Structure (WBS) in Microsoft Excel, you should first decompose your project. Decomposing your project means identifying deliverables, and breaking each deliverable down into its component tasks. You will keep doing this until you get to the smallest work packages possible. You then should assign an ID to each work package based upon the relationships between the task items. These work packages will then make up the items of your WBS. For information on decomposing projects, you will want to check out my series on decomposition, especially How to Decompose your Projects.

Setting up Excel

Once you have properly decomposed your project, you should set up Microsoft Excel to receive your data. Open a new worksheet. Across the top, create at least the following columns:

  • Task ID
  • Task Description
  • Predecessor
  • Owner
  • Role
  • % Complete
  • Start Date
  • Finish Date
  • Deliver To

After creating the columns, you will format the cells. The first cell to format is the Task ID cell. To do this, highlight the column you have designated for the task ID numbers by clicking on the letter at the top of the column. If you do not format the cells, when you type “1.0”, the computer will automatically reformat it to “1.” Right click on the selected column and choose “format cells” from the drop-down menu. Then, in the “Format Cells” menu, choose “Number” and set “Decimal Places” to “1.” The next cell you will need to format in the same way is the “predecessor” cell. This cell will track task dependencies, so you will need to be able to have accurate decimal points here. Set this cell up the same way you set the task ID cell up. Set the duration cell up to accept numbers and the start and finish date columns to accept dates entered.

Enter Your Data

Once you have your Excel Worksheet set up, you can enter your data. Enter in everything you have from your papers where you decomposed your project. Once you have entered your data into the Excel Worksheet, you will be ready to move on to the next step.

Using Conditional Formatting

Once all of your data has been entered into the Excel worksheet, you can play around with the conditional formatting feature. Say you wish to create a report of all the tasks due within a given time range. Highlight your start and finish date columns by click-and-dragging over the two letters representing those columns. Next, select “Conditional Formatting” from the Excel toolbar. Once you have done this, select “Highlight Cell Rules” and then “A Date occurring….” From the drop-down menu that appears, you will select “next week” and instantly all of your tasks due next week will be highlighted.

You can use conditional formatting to highlight tasks that have been assigned to a specific person, tasks that are on the lowest end of completion, and tasks associated with a specific milestone or deliverable. One more useful feature is “data bar.” This bar will graphically represent percent complete column. Access it in conditional formatting menu. Read more:http://www.

Shyam Verma, PMP, ITIL
Program & portfolio mgnt professional
LinkedIn:spverma. Twitter: Shammy11