Table of Contents
Utilization Report Use Cases
Preparing a Utilization Report
Setting Up a Time Frame
Selecting Types of Assignments Included in the Report
Setting Up Data Granulation
Applying Filters to Your Report
Creating a Detailed Utilization Report
Understanding a Utilization Report
Exporting a Utilization Report
Definitions
Utilization Report Use Cases
If you utilize 100% of your staff capacity, there’s a high probability your employees will burn out. However, you don't want to give them too little work, because that would be a waste of your budget. To be successful and profitable, you should strive to assign tasks optimally.
Measuring your organization’s utilization rate is key to finding this balance. That's why Foresight Connect allows you to create a Utilization Report.
This article will explain the ins and outs of utilization reports in Foresight.
Preparing a Utilization Report
Navigate to your main navigation sidebar and click on Reports. In the dropdown menu that appears, click Utilization.
You can generate your report without configuring any settings. To do this, simply click Prepare Report. Your Utilization Report will be generated using the default settings. You can adjust the settings described below anytime after generating the initial report. In this case, an Update Report button will appear.
Setting Up a Time Frame
Next, select the date range for which you want to download data.
Selecting Types of Assignments Included in the Report
Then, click the Clock icon to specify the assignments you want to include in the data. You can select from Active, Scheduled, or Drafts. You can pick all of them if you need to.
Setting Up Data Granulation
The chart is divided into weeks and months. To switch between these views, click the View field to the right of the Clock icon.
Applying Filters to Your Report
You can filter data according to people or project attributes. To do so, click into the search bar at the top of your screen, and select your choices from the picklist that appears.
Go to the article to learn more about using filters in Foresight Connect.
Finally, once you’ve configured all your report settings, click Prepare Report.
Creating a Detailed Utilization Report
To make a personalized utilization report, click the Create Detailed Report button and pick your desired data. Once you generate this report, you can use your last preferences as a template.
Please note that reports generated this way are available only for the accounts in which they were created.
Understanding a Utilization Report
A bar graph at the top of the screen illustrates your staff capacity compared to their tracked hours. It will show capacity as a dark green border and performance in light green filling the border.
When you hover over each of the bars on the graph, you will find information on how the data for that bar was calculated.
The tiles at the top of the report page show the data used to calculate your staff utilization. Below, we’ll define these data types.
Exporting a Utilization Report
Scrolling down, you will see a table with more detailed data. You will find a button in the upper right corner to save the table to a file.
Definitions
Assignment: Work planned for a specific individual in a project set by the proper manager.
Billable: Usually refers to the amount of time spent working that you can charge the client for
Contract Capacity: The maximum number of hours an employee can spend working in a given period. It does not include time off, absences, and public holidays.
Contract Utilization: Work tracked by an employee that can be billed to a client, divided by the employee's contract capacity.
Non-Billable: Usually refers to the amount of time spent working that you cannot charge the client for
Scheduled: Refers to planned items, such as utilization, overheads, margin, work, budget, etc. Their value may differ from the Not settled or Settled values.
Time Off: Leaves requested by an employee with the employee role, which can have different statuses.
Tracked: Usually refers to the recorded or logged time of a person's work, encompassing billable and non-billable projects, expressed in minutes, hours, and Full-Time Equivalent (FTE).
Utilization: The percentage of employee capacity that is allocated to projects. Tracked work by an employee that can be billed to a client, divided by the employee's capacity.
If there are other terms you don’t understand that aren’t defined above, take a look at the Foresight Connect Glossary for more details.