Who can use this capability
Resourcing Administrators, Portfolio Editors, People Schedulers, Portfolio Reporters, Portfolio Viewers, and Project Editors can create utilization reports.
Create a utilization report
Utilization reports show billing efficiency for a person, department, or organization within a defined time frame.
Utilization Reports allow you to see historic utilizations based on incurred hours and forecasted utilization based on future scheduled assignments. The utilization rate is based on the availability of the person within that time frame.
To see a utilization report:
- Click Analytics and then click New Report.
- On the left sidebar, click View and then select Utilization.
Utilization Reports have five columns:
First column: The first grouping set for the report.
Actual hours: Either incurred (confirmed and unconfirmed) or future scheduled hours, depending on the time frame.
You may want to filter out non-billable hours. For example, you may want to omit internal projects, or only include time entries for a certain category This only works when you are doing itemized time tracking for incurred entries.
Available hours: Standard availability as defined within Account Settings, for example, 8 hours/day.
Availability can be overruled by availability settings within a person’s profile, for example, if someone is working part time. Employment dates, as set within a person’s profile, also impact how availability is calculated. A person is only considered available between the first day of work and the last day of work as set in their profile settings.
Utilization: Utilization calculates actual hours divided by available hours, multiplied by 100%.
For example, if someone has 30 actual hours and 40 available hours, their utilization rate is 75%.
Target utilization: A fixed value set in each person’s profile. This number is used to track how utilization compares to targets for individuals or departments.