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. |
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 = Total 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. |
Total / Scheduled Total / Actual Total
There are 3 types of effort metrics (or workload calculation) in Runn:
Metric Name | Description and Formula |
Scheduled Total (h) /
Total Work Assigned (h) | The number of hours assigned to a person or placeholder, both billable and non-billable, as assignments on the Planners. Excluding:
Scheduled Total Hours = Scheduled Billable Hours + Scheduled Non-billable Hours |
Actual Total (h) | The number of hours a person has logged on the project via their timesheets, both billable and non-billable.
Actual Total Hours = Logged Billable Hours + Logged Non-billable Hours |
Total (h) | A forecast figure combining Actual and Scheduled hours, both billable and non-billable. Excluding:
Actual Total hours will be used when logged in Runn. If actual total hours aren’t available but scheduled total hours are, Runn will use the scheduled total hours.
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Difference (h) | The difference between Actual Total (h) and Scheduled (h), indicating forecasting accuracy.
This metric is not available in Project Reports.
Difference (Hours) = Actuals Total Hours - Scheduled Total Hours
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Example
Assuming below are the effort metrics of a 2-week project:
Time Period | Scheduled Total | Actual Total | Total |
Week 1 (Past week) | 20 hours | 10 hours | 10 hours (using actuals because they exist) |
Week 2 (current week) | 20 hours | no actuals are entered yet
| 20 hours (using Scheduled because there are no actuals) |
Week 1 + Week 2 | 20+ 20 = 40 hours | 10+ 0 = 10 hours | 10 + 20 hours = 30 hours |
Billable
Metric Name | Description and Formula |
Scheduled Billable (h) | The number of billable hours assigned to a person or placeholder as assignments on the Planners. Excluding:
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Actual Billable (h) | The number of billable hours a person has logged on the project via their timesheets.
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Billable (h) | A forecast figure combining Actual and Scheduled Billable hours. Excluding:
Actual Billable will be used when logged in Runn. If actual billable hours aren’t available but scheduled billable hours are, Runn will use the scheduled billable hours.
Billable Hours = Actual Billable Hours + Scheduled Billable Hours (if no logged hours available) |
Non-Billable
Metric Name | Description and Formula |
Scheduled Non-Billable (h) | The number of non-billable hours assigned to a person or placeholder as assignments on the Planners. Excluding:
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Actual Non-Billable (h) | The number of non-billable hours a person has logged on the project via their timesheets.
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Non-Billable (h) | A forecast figure combining Actual and Scheduled Non-Billable hours. Excluding:
Actual Non-Billable will be used when logged in Runn. If actual non-billable aren’t available but scheduled non-billable are, Runn will use the scheduled non-billable.
Non-Billable Hours = Actual Non-Billable Hours + Scheduled Non-Billable Hours (if no logged hours available) |
Financials
Financial metrics calculated based on Effort/ Workload.
Costs & Profits
Metric Name | Description and Formula |
Project Revenue ($) (For the entire duration of the project) / | Time and Materials Projects:
Project Revenue ($) = Project Rate * Billable Hours (excluding past placeholder hours) + Charges in Other Expenses
The itemized breakdown of Other Expenses is not available in reports.
Fixed Price Projects:
Project Revenue ($) = Project Budget ($)
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Project Revenue ($) (For a selected time period) | For Time and Materials Projects:
Project Revenue ($) = Project Rate * Billable Hours (excluding past placeholder hours) + Charges in Other Expenses in the selected time period
For Fixed Price Projects:
Project Revenue ($) = Effective Hourly Rate * Billable Hours (excluding past placeholder hours) + Charges in Other Expenses in the selected time period
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Project Costs ($) | 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 ($) = Person's Cost-to-business * Total Hours + Placeholder's Default Role Cost * Total Hours (excluding past placeholder hours) + Costs in Other Expenses in the selected time period |
Project Profit ($) / Project Gross Profit ($) | Project Revenue ($) - Project Costs ($) in the selected time period |
T&M Benchmark ($) | 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.
For Time and Materials Projects:
T&M Benchmark ($) = Project Revenue ($) in the selected time period
For Fixed Price Projects:
Project Rate * Billable Hours (excluding past placeholder hours) + Charges in Other Expenses in the selected time period
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Project Profit ($) | Project Revenue ($) - Project Costs ($) in the selected time period |
Project Margin (%) | The percentage of Project Revenue ($) 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 ($) = Hourly Cost-to-business * Contract Capacity in the selected time period
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Budget
Metric Name | Description and Formula |
Project Budget ($) | The total monetary amount you manually allocate for the project.
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Project Budget Remaining ($) | The remaining monetary amount available for the project.
For Time and Materials Projects:
Project Budget Remaining ($) = Project Budget ($) - Project Revenue ($)
For Fixed Price Projects:
Project Budget Remaining ($) = Project Budget ($) - T&M Benchmark ($)
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Phase/Role Budget ($) | The monetary budget allocated for each project role or phase in a project.
Most useful when viewing at the Phase/ Role level Grouping in Project Overview Reports.
For Project Budget Method set as Roles:
Phase/Role Budget ($) = the monetary budget allocated to each project role
For Project Budget Method set as Phases:
Phase/Role Budget ($) = the monetary budget allocated to each project phase
For Project Budget Method set as Phases & Roles:
Phase/Role Budget ($) = the monetary budget allocated to each project role and phase |
Phase/Role Budget Remaining ($) | 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/ Role level Grouping in Project Overview Reports.
For Time and Materials Projects:
Phase/Role Budget Remaining ($) = Phase/Role Budget ($) - Project Revenue ($)
For Fixed Price Projects:
Phase/Role Budget Remaining ($) = Phase/Role Budget ($) - T&M Benchmark ($)
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Phase/Role Budget (h) | The budget hours allocated for each project role or phase in a project.
Most useful when viewing at the Phase/ Role level Grouping in Project Overview Reports.
For Project Budget Method set as Roles:
Phase/Role Budget (h) = budget hours allocated to the project role
For Project Budget Method set as Phases:
Not available since you cannot allocate budget by hour with this budget method.
For Project Budget Method set as Phases & Roles:
Phase/Role Budget (h) = budget hours allocated to the project role or phase |
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
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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 offs.
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.
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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) | 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 Hours (h) of People in the selected time period |
Availability (h) | 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 Hours (h) of People and Placeholders in the selected time period
Availability (h) of a Team = Effective Capacity (h) - Total Scheduled Hours (h) of Active People and Placeholders in the selected time period
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Utilization
Metric Name | Description and Formula |
Total Utilization (%)
| The percentage of Effective Capacity used for Total Hours added to people and placeholders (excluding past placeholder hours). The Totals row displays the average utilization across all people and placeholders displayed.
Total Utilization (%) of a Person = (Total 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 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 Hours added to people and placeholders (excluding past placeholder hours). The Totals row displays the average utilization across all people and placeholders displayed.
Billable Utilization (%) of a Person = (Billable 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 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 Hours added to people and placeholders (excluding past placeholder hours). The Totals row displays the average utilization across all people and placeholders displayed.
Non-Billable Utilization (%) of a Person = (Non-Billable 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 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. |