This article explains how metrics are calculated in Runn. Use the table of contents on the left to jump to any specific metric.
Effort/ Workload
Effort/workload refers to the time-based allocation of work.
Display Units
It can be displayed in 3 unit types: Hours (h), Days or FTEs, depending on which part of the Runn app you are referring to. In this glossary, we will use Hours as an example.
Display Unit Name | Description and Formula |
Hours | Workload or Effort displayed in terms of hours. |
Days | Workload or Effort displayed in terms of Days. The default number of hours in a day is determined by the Default full-time hours defined in Account Settings.
This is the number of full-time workdays over the given period (i.e. man-days), not the length of the project. |
FTEs | FTE (Full-Time Equivalent) is a standard method for measuring the amount of work a person (or group) contributes, relative to a full-time schedule.
FTE = Workload Hours / Default full-time hours in a selected time period
In Runn, the number of hours in one FTE is determined by the Default full-time hours defined in Account Settings.
Learn more about FTE calculations here. |
Workload Metrics Category: Total / Billable / Non-billable
Metric Category Name | Description |
Total | The sum of billable and non-billable Workload or Effort. |
Billable | Billable Workload or Effort based on billable assignments or actuals logged against billable assignments. |
Non-billable | Non-Billable Workload or Effort based on non-billable assignments or actuals logged against non-billable assignments. |
Workload Metrics
Within each Workload Metrics Category, the following workload metrics are available:
Metric Name | Description and Formula |
Total (Forecast) |
Total (Forecast)
Total projected workload, combining actuals (logged work), pending actuals (from past unlogged work), and future scheduled work in the selected time period.
Excluding:
If users did not complete their timesheets, there will be Pending Actuals. Pending Actuals will be used to calculate Total (Forecast).
If timesheets are not enabled in your account, or if there are no actual hours in the selected time period, Total (Forecast) = Scheduled (All) |
Actual | The number of hours a person has logged on the project via their timesheets.
|
Pending Actual | Calculated from scheduled hours on the dates when scheduled hours are present but there are no corresponding actual hours logged (incomplete timesheets). Also known as missing actuals.
This contributes to Total (Forecast) and will change as actuals are entered in the selected time period.
|
Scheduled (All) | The number of hours assigned to a person or placeholder as assignments on the Planners, including hours added to people during the no-contract period.
This excludes:
|
Scheduled (Future) | Scheduled work in the planner from today onwards. This contributes to the Total (Forecast).
|
Difference (in Reports and Project Dashboard) | The difference between Actual and Scheduled (All), indicating forecasting accuracy.
This metric is not available in Project Reports.
Difference (Hours) = Actuals - Scheduled (All)
|
Example
Assuming the below are the effort metrics of a 2-week project:
Time Period | Total | Total | Total | Total |
Week 1 (Past week) | 20 hours | 10 hours
(all timesheets are complete) | 0 hour
(all timesheets are complete, no pending actuals) | 10 hours (using actuals because they exist) |
Week 2 (current week) | 20 hours | No actuals are entered yet
| 20 hours
(from Scheduled because there are no actuals) | 20 hours
|
Week 1 + Week 2 | 20+ 20 = 40 hours | 10+ 0 = 10 hours | 0 + 20 = 20 hours | 10 + 20 hours = 30 hours |
Financials
Budget
Metric Name | Description and Formula |
Project Budget ($) | The total amount your client pays your organization to complete the project.
It is the total monetary budget amount you manually allocate for the project from the Edit Budget page.
|
Project Budget Remaining ($) | The remaining monetary budget amount available for the project.
For Time and Materials Projects:
Project Budget Remaining ($) = Project Budget ($) - Project Revenue ($)
For Fixed Price Projects:
Project Budget Remaining ($) = Project Budget ($) - T&M Benchmark ($)
|
Phase/Role Budget ($) | The monetary budget allocated for each project role or phase in a project.
Most useful when viewing at the Phase/ Project Role level Grouping.
At the Project level Grouping, the Phase/Role Budget ($) is the sum of Phase/Role Budget ($) of all phases and roles in the project. It may not equal the Project Budget ($) you manually allocated to the project. |
Phase/Role Budget Remaining ($) | The remaining monetary amount available for each role or phase in a project, based on the Phase/Role Budget.
Most useful when viewing at the Phase/ Project Role level Grouping.
|
Phase/Role Budget (h) | The budget hours allocated for each project role or phase in a project.
Most useful when viewing at the Phase/ Project Role level Grouping.
At the Project level Grouping, the Phase/Role Budget (h) is the sum of Phase/Role Budget (h) of all phases and roles in the project. |
Phase/Role Budget Remaining (h) | The remaining hours available for assigning work for each role or phase in a project, based on the Phase/Role Budget.
Most useful when viewing at the Phase/ Role level Grouping in Project Overview Reports.
Phase/Role Budget Remaining (h) = Phase/Role Budget (Hours) - Billable Hours of the project role or phase
|
Cost & Profit
Metric Name | Description and Formula |
Project Profit (in Reports) /
Project Gross Profit (on Project Dashboard)
| Project Revenue ($) - Project Costs ($) in the selected time period |
Project Costs
| The cost of a project is calculated by the Hourly Cost-to-business of the project team members' contracts and the Default Role Cost of placeholders.
Project Cost ($) = Person's Cost-to-business * Total Total (Forecast) Hours + Placeholder's Default Role Cost * Total Total (Forecast) Hours + Costs in Other Expenses in the selected time period |
Project Margin (%) | The percentage of Project Revenue ($) your business can keep out of every $1 you earn on the project.
Project Margin (%) = Project Profit ($) / Project Revenue ($) * 100 in the selected time period |
Business Cost | The Cost-to-business of a person in the selected time period, based on the hourly Cost-to-business on their contract and contract capacity
This metric is not available in Project Reports.
Business Cost ($) = Hourly Cost-to-business * Contract Capacity in the selected time period
|
Revenue - Time & Materials Projects
Metric Name | Description and Formula |
Project Revenue (in Reports / on Project Dashboard) | Total (Forecast) Revenue = Project Rate * Billable Total (Forecast) Hours + Charges in Other Expenses in the selected time period
Excluding:
If users did not complete their timesheets, there may be Pending Actuals. Pending Actuals will be used to calculate Project Revenue.
|
T&M Benchmark | Same as Project Revenue ($)
|
Revenue - Fixed Price Projects
Metric Name | Description and Formula |
T&M Benchmark |
T&M Benchmark = Project Rate * Billable Total (Forecast) Hours + Charges in Other Expenses in the selected time period
The revenue you could earn if the project is charged as Time and Materials project and you bill for every hour that is scheduled/logged on the project.
|
Project Revenue (For the entire duration of the project)
(in Reports, when time range is Overview / in Snapshot on Project Dashboard) |
Project Revenue ($) per project:
Over the full duration of a fixed-price project, project revenue equals the Project Budget. The Project Budget is allocated between billable work revenue and Charges in Other Expenses ("Other Charges").
By default: If project rates and billable assignments are present, and Other Charges are less than or equal to Project Budget:
Project Revenue ($) = Project Budget ($)
Exception: If project rates are $0, or there are only non-billable assignments, or if Total Other Charges exceed Project Budget:
Project Revenue ($) contributed by a person or placeholder in a project = (Project Budget - Total Other Charges) * Billable Work Contribution Share (%) of the person or placeholder
Where:
Billable Work Contribution Share (%) = Person or Placeholder T&M Benchmark / Total Project T&M Benchmark excluding Other Charges * 100%
|
Project Revenue ($)
(For a selected time period)
|
Revenue is calculated by recognizing the portion of the project budget that corresponds to the period’s share of the total project T&M benchmark, then adding any Charges in Other Expenses ("Other Charges") from that same period.
Project Revenue ($) per project in a selected period = (Project Budget − Total Other Charges) * Percentage Complete + Other Charges in the selected period
Where:
Percentage Complete = T&M Benchmark excluding Other Charges in the selected period / Total T&M Benchmark excluding Other Charges for the project * 100%
Project Revenue ($) contributed by a person or placeholder in a selected period = (Project Budget − Total Other Charges) * Billable Work Contribution Share (%) of the person or placeholder in the selected period
Where:
Billable Work Contribution Share (%) = Person or Placeholder T&M Benchmark in the selected period / Total Project T&M Benchmark excluding Other Charges * 100%
Exception: If project rates are $0, or there are only non-billable assignments, or if Total Other Charges exceed Project Budget:
|
Revenue - People Report
Metric Name | Description and Formula |
Revenue ($) (in People Report) | Revenue generated based on the billable hours added to the people and/or placeholders
For Time and Materials Projects:
Revenue ($) = Project Rate * Billable Total (Forecast) Hours of the person or placeholder
For Fixed Price Projects:
Revenue ($) per person per project = (Project Budget − Total Other Charges) * Billable Work Contribution Share (%) of the person or placeholder in the selected period
Where:
Billable Work Contribution Share (%) = Person or Placeholder T&M Benchmark in the selected period / Total Project T&M Benchmark excluding Other Charges * 100%
Exception: If project rates are $0, or there are only non-billable assignments, or if Total Other Charges exceed Project Budget:
|
Capacity
Display Units
It can be displayed in 2 unit types: Hours (h) or FTEs. In the glossary, we will use Hours as an example.
Metric Name | Description and Formula |
Contract Capacity (h) | The total number of available hours based on a person’s contract.
Contract Capacity (h) = Hours per day * Number of Work days on Contract in the selected time period |
Effective Capacity (h) | The total number of available work hours for a person, adjusted for time off.
Effective Capacity (h) = Contract Capacity (h) - Time Off Hours (h) in the selected time period |
Time Off (h) | The number of hours a person is scheduled to be away from work. Placeholders do not have time off and are excluded.
|
Overtime (h) | The number of hours a person is scheduled to work beyond their effective capacity. Placeholders do not have capacity and are excluded.
Overtime (h) = Total Hours (h) - Effective Capacity (h) in the selected time period |
Remaining Availability (h)
(in People Reports) | The number of hours remaining in effective capacity after accounting for Total Hours added to People Only.
This metric is only available in Reports. The minimum value is 0. It does not go negative if Total Hours exceed Effective Capacity.
Remaining Availability (h) = Effective Capacity (h) - Total Total (Forecast) Hours (h) of People in the selected time period |
Availability (h)
(on People Planner and Insights) | The number of hours remaining in the effective capacity after accounting for the Scheduled Total Hours added to People and Placeholders.
This metric is only displayed in the People Planner and Insights. It is not available in Reports.
Availability (h) of a Person = Effective Capacity (h) - Total Scheduled (All) Hours (h) of People and Placeholders in the selected time period
Availability (h) of a Team = Effective Capacity (h) - Total Scheduled (All) Hours (h) of Active People and Placeholders in the selected time period
|
Utilization
Metric Name | Description and Formula |
Total Utilization (%)
| The percentage of Effective Capacity used for Total Total (Forecast) Hours added to people and placeholders. The Totals row displays the average utilization across all people and placeholders displayed.
Total Utilization (%) of a Person = Total Total (Forecast) Hours / Effective Capacity × 100% in the selected time period
Total Utilization (%) of a Placeholder = N/A because placeholders don't have Effective Capacity
Total Utilization (%) of a Team = Total Total (Forecast) Hours of People and Placeholders in the Team / Effective Capacity of People in the Team) × 100% in the selected time period
The same logic applies to the Total Utilization (%) grouped by other data points, such as custom fields. |
Billable Utilization (%)
| The percentage of Effective Capacity used for Billable Total (Forecast) Hours added to people and placeholders. The Totals row displays the average utilization across all people and placeholders displayed.
Billable Utilization (%) of a Person = (Billable Total (Forecast) Hours / Effective Capacity) × 100% in the selected time period
Billable Utilization (%) of a Placeholder = N/A because placeholders don't have Effective Capacity
Billable Utilization (%) of a Team = Billable Total (Forecast) Hours of People and Placeholders in the Team / Effective Capacity of People in the Team × 100% in the selected time period
The same logic applies to the Billable Utilization (%) grouped by other data points, such as custom fields. |
Non-Billable Utilization (%) | The percentage of Effective Capacity used for Non-Billable Total (Forecast) Hours added to people and placeholders. The Totals row displays the average utilization across all people and placeholders displayed.
Non-Billable Utilization (%) of a Person = Non-Billable Total (Forecast) Hours / Effective Capacity × 100% in the selected time period
Non-Billable Utilization (%) of a Placeholder = N/A because placeholders don't have Effective Capacity
Non-Billable Utilization (%) of a Team = Non-Billable Total (Forecast) Hours of People and Placeholders in the Team / Effective Capacity of People in the Team) × 100% in the selected time period
The same logic applies to the Non-Billable Utilization (%) grouped by other data points, such as custom fields. |