The Users Utilization Report is designed to help you manage and optimize the efficiency of your team's time and workload. This report is instrumental for project managers and team leaders to ensure that resources are being used effectively by providing a comprehensive view of capacity, tracked hours, time allocation, billable hours, and user and team utilization.
How to use User Utilization report?
1) Navigating to the Report section
Access the report by selecting the "Utilization Report" in the Reports menu.
2) Understanding the Interface
At the top, you’ll see a summary of the overall team/user capacity; planned time offs, the total available or unused, tracked, planned, tasked, or allocated hours based on the chosen data source, and utilization percentages in selected time ranges or based on applied filters.
The main panel displays a list of team members with detailed columns for:
Name: Employee's name.
Team: The team or department the employee is part of.
Position: The role or job title of the employee.
Available Capacity: The total capacity of the user (number of working days in selected time range multiplied by the daily plannable time set in the user setting) minus time offs created in Resource Planning.
Task budgeted / Tracked + Allocated: displayed based on selected data source. Time that has been tracked + planned in planning allocations, or assigned in tasks to the employee in a selected time range (more detailed info below in "Interpreting Data Source Selections")
Billable: Total tracked time + future planned allocations for billable tasks in the selected time range.
Utilization: A visual bar indicating the proportion of capacity that’s being utilized. Utilization is calculated as Available capacity / Tracked hours, shown in %.
Billable Utilization: A focused metric showing the percentage of time spent on billable activities, calculated as Billable/Available (% of available capacity spent on billable tasks)
3) Time Period Adjustment
Change the time period of the report by selecting the desired month and year from the date navigator at the top.
By clicking on month, you can set different time ranges as next 7/14/30 days, this or last month, or year, or custom range.
Use arrows to switch between months.
4) Filtering and Grouping
Apply filters to view specific teams, positions, or individuals.
Group data by various criteria to get a different perspective on the utilization stats. You can group data by team, position, month or week.
Data in the summary will be automatically recalculated for selected criteria.
5) Choosing the Data Source
The Users Utilization Report allows you to select the data type you wish to analyze using the "Data source" dropdown menu.
You have four options to choose from:
Task budgeted hours: to track how many hours are budgeted in Tasks in the selected date range (suitable for those who are not using Resource Planning and plan the work only through budgeted hours tasks)
Tracked & Allocated hours: how many hours were tracked till yesterday and are allocated to the future in the selected date range
6) Interpreting the Data
Provided data helps in balancing the workload by identifying if users may be over-planned or have additional capacity to take on more work (unused hours).
The "Utilization" and "Billable Utilization" percentages and bars provide a quick glance at how much of the team's capacity is being used effectively and, specifically, how much of that time directly contributes to revenue.
You have the option to analyze both the historical performance (tracked hours) and future commitments (allocated hours) to accurately assess resource utilization and ensure effective planning by choosing different data sources.
Interpreting Data Source Selections:
Task budgeted hours:
Shows how many hours are budgeted in Tasks in the selected date range, how many are unused or if the user is overplanned
Suitable for those who are not using Resource Planning and plan the work only through budgeted hours tasks.
To calculate daily utilization, budgeted hours in tasks are divided by the number of working days in task duration. If the “end date” of the task is not set, Task deadline is used. If deadline is not set, the project end date is used.
Daily utilization is then multiplied by number of days in selected date range
Utilization is calculated as Available capacity / Task budgeted hours, shown in %
Billable utilization is calculated as Hours tracked on Billable tasks / Available hours (%):
Tracked & Allocated hours:
Combines both 'Tracked' hours, which are the actual hours tracked by team members till yesterday, and 'Allocated' hours, which are the hours assigned to team members for upcoming work in the selected date range
The column for "Tracked + Allocated" in the table shows the combined total of these hours, providing a comprehensive view of each team member's workload, both completed and planned (or unused hours)
The utilization bars next to the "Tracked + Allocated" column visually represent the proportion of the team member's capacity that is currently utilized and planned to be utilized (calculated as Available capacity / Tracked & Allocated hours, shown in %)
Billable utilization is calculated as Hours tracked on Billable tasks / Available hours (%)
7) User Details
This user detail view is essential for project managers and team leaders to monitor individual workloads. Regularly reviewing and interacting with this view ensures that team members are adequately planned and utilized and that projects are on track for successful completion within the budgeted parameters.
Click on the "Detail" button or on the user name for a deep dive into individual time entries, projects, and tasks associated with each member.
Summary copies the summary in the main dashboard, as well as the chosen data source.
Under the summary, all active tasks in the selected time frame are listed. This means tasks have duration (date "from" or "to") within the selected date range. If "to" is not set in the dask detail, Allfred checks the project's end date.
you can find details like project names where users are involved in, budget items and tasks with current status user is working on
Next to each task, you see three sets of hours with tooltip that offers detailed info:
Total Task Budget (hours planned in task) vs Task Budget in selected date range
Tracked: Actual hours spent on the task in selected date range and out of the date range
Allocated: Hours scheduled for the task in selected date range and out of the date range
Left to allocate Hours to allocate in the future or Over budget (if you tracked more hours than was planned)