1. Administrator Guide
  2. Projects
  3. Projects Best Practice Guidelines
  4. Replace Internal or PTO Projects with Time Entries Totaling Over 1 Million Hours

Replace Internal or PTO Projects with Time Entries Totaling Over 1 Million Hours

If your employees record internal time or PTO against one or more primary projects in OpenAir, the number of time entries and hours recorded against these projects grows large over the years. When the number of hours recorded against an Internal time or PTO project reaches 1 million hours, you should archive or deactivate the project, and create a new project to continue tracking internal time or PTO.

When you access a projects list that includes hours columns such as Hours – Approved, Hours – Worked, for example, OpenAir reads the database to retrieve time entries recorded against each project in the list and calculate the total number of hours. If the list data includes projects with hundreds of thousands time entries totaling millions of hours, it can lead to slow list loading time and other negative performance impacts.

When time entries recorded against a project reach 1 million, you should:

  1. Clear the Active box on the project properties form, or change the Project Stage to Closed or Archived.

  2. Create a new project to continue tracking time.

Important:

Review the following guidelines:

  • Use filter sets to control who can access project records that are in a closed or archived stage. Users should be restricted from accessing these project stages for performance reasons.

  • Consider any impact replacing projects used to track internal time or PTO may have on reporting.

  • Consider removing the ability to log time against the project for some time as an iteration step before you deactivate, close or archive the project. To do so, you can close the tasks on the project, or change the project stage to one that is not accessible to end users. Use filter sets to control who can access this project stage.