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Reporting Features
Calculating Activity Burden

Calculating Activity Burden

ChangePlan distributes time away from BAU based on activity duration and the number of impacted individuals over a given time range. Since this calculation isn't automated for recurring activities, the Activity Burden Calculator helps users determine the correct values manually. This guide explains how ChangePlan calculates activity burden and how to use the calculator for accurate reporting.

Published on February 18, 2025

How ChangePlan Distributes Activity Burden Across a Date Range

When entering an activity into ChangePlan, users can select either a single date or a date range:
  1. Single Date – The entire time away from BAU is allocated to that specific day.
  1. Date Range – Time away is proportionally spread across the entire period.

Example Calculation

Scenario:

  • An activity targets 10 individuals and lasts 60 minutes.
  • The activity spans 48 days (20 days in January, 28 days in February).

Step-by-Step Calculation:

  1. Total Time Away from BAU:
      • 60 mins x 10 individuals = 600 total minutes.
  1. Distribute Time Across the Date Range:
      • January (20 out of 48 days = ~41.67%) → 250 minutes.
      • February (28 out of 48 days = ~58.33%) → 350 minutes.
Important: ChangePlan will spread the total 600 minutes evenly across the period, so reports will reflect a consistent amount per week/month instead of one lump sum.

Manual Calculation Using the Activity Burden Calculator

To make this process easier, we’ve developed an Excel-based calculator that allows you to input activity details and automatically generate the total time away from BAU
Activity Burden Calculator

How to Use the Calculator

Step 1: Enter Activity Details

  1. Start Date (B2) – Select the activity start date.
  1. End Date (B3) – Select the activity end date.
  1. Activity Duration (B4) – Enter the duration in minutes per person.
  1. Number of Stakeholders (B5) – Enter the number of people impacted.
  1. Frequency of Activity (B6) – Choose from:
      • One-time – Happens once within the date range.
      • Weekly – Occurs once per week.
      • Bi-Weekly – Occurs every two weeks.
      • Monthly – Occurs once per month.

Step 2: Review Calculated Results

The calculator will generate:
  1. Total Days in Period – Number of days between the start and end date.
  1. Total Occurrences – Number of times the activity occurs based on frequency.
  1. Total Time Away (Minutes) – Total BAU time away using the formula:
      2. Occurrences × Activity Duration × Number of Stakeholders
  1. Total Time Away (Hours) – Converts total minutes into hours.
📌 Reminder: If an activity occurs monthly over 3 months for 60 minutes each month, users must manually input 180 minutes in ChangePlan.

Steps to Enter Time Away in ChangePlan Using the Calculator

When adding an activity in ChangePlan using the Activity Burden Calculator, follow these steps:

1. Navigate to Activities in ChangePlan

  • Go to Single Initiative > Activities.

2. Select “Date Range” for Activities

  • If the activity spans multiple days, toggle Date Range instead of “Single Date.”

3. Enter Activity Duration & Stakeholder Impact

  • Use the Activity Burden Calculator to determine the total minutes required for the activity.
  • Input the Start Date and End Date based on the activity timeline.
  • Enter the Audience Time Away from Normal Work (minutes) field using the calculated total time away from the calculator.

How Reporting Displays Activity Burden

ChangePlan reporting spreads time evenly across the date range, so users may see differences in weekly or monthly averages when filtering reports.
  • Date Range Activities – Time is spread evenly across the selected timeframe.
  • Single-Date Activities – All time is allocated to one day.

Example from Reporting:

  • If a 360-minute activity spans two months, ChangePlan automatically distributes the minutes across both months.
  • In a weekly report, users might see 0.3 hours per person per week instead of one large sum.

Drilling Down for Accuracy

Users viewing reporting at Level 1 (high-level) may see averaged values due to ChangePlan distributing time across all impacted groups. To see exact allocations, drill down into Level 2 or Level 3 views.

FAQs

❓ Why is my total occurrences incorrect?
  • Ensure the start and end dates are correct.
  • Verify the frequency selection (e.g., Weekly vs. Bi-Weekly).
❓ Can I track multiple activities at once?
  • The calculator is designed for one activity at a time. Use separate entries for multiple activities.
❓ Does ChangePlan auto-calculate time away across a date range?
  • No, users must manually calculate and input the total time away (e.g., a 60-minute activity over 3 months = 180 minutes).
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