Overview of Utilisation

Utilisation is a key concept used to measure people's work effort against different categories and targets. Within Project Works utilisation is presented at an office or team level on the  People Utilisation page, as well as an Individual level for people.

An important metric for a services business is to have the right amount of effort being spent on billable activities. That doesn't mean that everyone's effort must be billed to a client and there are roles (such as sales, management and admin) which are essential to running a business, but aren't necessarily billed. However, it is important to understand how the workforce is spending their time, and to measure that against the targets that have been set.

When projects are created, they are set as either Billable, Sales or Internal. These are the high level categories that all peoples effort (timesheets) are automatically categories as. Leave (personal leave and statutory/public holidays) is also factored in to complete the picture.

Project Works makes it easy to track the utilisation of your people and teams, with the necessary data being captured as people enter their timesheets.

Monitoring utilisation of people provides valuable insight to your workforce. All timesheet entries are automatically categorised as billable, internal or sales, and combined with leave, provide a complete picture of the high level effort for all staff. Effort can be compared to capacity (total hours available for work) as well as a billable hours target - providing a great yardstick for measuring your workforce performance.


People Utilisation Report

The Utiliation page in the People section provides utilisation reporting at a team. office or manager level. This allows management to view monthly utilisation metrics and monitor progress against billable targets.

The report can be filtered to an office, team or manager level and can include or exclude non-billable people. Filters can be combined to target the information you need to see.

  • The graph and data is presented per month and can be filtered to an office, team or manager
  • It provides an easy way to compare results between months, or similar teams

The key metrics on the report are based on time entered peoples timesheets, and peoples capacity and billing targets.

  • Leave: includes all time recorded against personal leave (eg annual/vacation or sick leave)
  • Internal:Hours recorded against timecodes on internal projects
  • Sales: Hours recorded against timecodes on sales projects
  • Billable:  recorded against timecodes on billable projects
  • Capacity: Total hours capacity based on individuals specified work week structure
    • Capacity is reduced for public/statutory holidays
    • Billable vs Capacity % is calculated as Billable Hours / Capacity
  • Billable Target: Total billable hours based on individuals specified billable target
    • Billable target % is calculated as Billable Hours / Billable Target

Utilisation for your entire organisation

Running the report without setting any filters will return data for your entire organisation. The Office Overview section at the top of the page shows the combined utilisation graph and metrics, with a table of data at the office level.

A report for each Office is presented beneath the Office Overview so you can scan the results for each office on one page.Within an office, the data table shows the utilisation for individuals grouped by team.

Pro Tip: You can collapse the table data if you prefer to just see the graphs, or collapse the graphs if you just want to see the tables.

Utiliation for an office

When filtered to an office, the graphs and metrics are the results for the office The data table below the graphs shows the utilisation for individuals grouped by team.

Utilisation for a team

When filtered to a team, the graphs and metrics are the results for the team The data table below the graphs shows the utilisation for individuals. Note: If there are teams with the same name in multiple offices, the Office Overview section will show combined utilisation for across the offices, with office level graphs and information shown underneath

Utilisation for a Manager

When filtered to a Manager the report will show the utilisation for the people the Manager is responsible for.

People Utilisation
  • The graph and data is presented per month and can be filtered to an office, team or manager
  • It provides an easy way to compare results between months, or similar teams

Utilisation for an Individual

Where the utilisation page in the people section focuses on performance at a team or office level, utilisation at an individual level is also important.

Everyone in the organisation has a utilisation page, where there efforts are categorised against billable, internal and sales activities or against leave. The page is presented per Financial Year, with the graph and numbers in Overview section based on all effort within the financial year. 

Beneath the overview, data is presented per month, including performance against capacity and billable target on a monthly basis.

Note: Performance is measured against thethe specific capacity (work week structure) and billable target for each individual.