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People Utilization Report
People Utilization Report

Utilization metrics for your people for confirmed projects.

Rowan Savage avatar
Written by Rowan Savage
Updated over a week ago

The utilization report shows what percentage of your people's capacity is scheduled/has been logged on work.

Utilization is an important metric (particularly for professional services firms) to assess business and individual performance. Utilization measures how many hours are allocated out of the total available work hours.

Utilization % = Hours Allocated / Effective Capacity

  • Hours allocated - The total of all relevant assignments within a period. Actual hours worked override planned hours in reports.

  • Effective capacity - The total available work hours. This is the total contracted capacity less any time-off.

Metrics Examples

Assuming there are 2 people, Jo and Ash in one Team.

Example 1: Billable Utilization % With Time off

  • Jo is contracted to work 40 hours per week (8 hrs per day, 5 days per week).

  • This week, Jo has 2 days off - one is a public holiday and one is scheduled leave.

  • For the remaining 3 days of the week, Jo is booked 4 hrs per day on a billable project.

Contract capacity

Time off

Effective capacity

Billable allocation

Billable utilization %

Total utilization %

Jo

40 hrs

8*2 = 16 hrs

40-16 = 24 hrs

4 hrs*3 = 12 hrs

12 / 24 = 50%

12 / 50 = 50%

Since there is no non-billable allocation for Jo this week, the Non-billable utilization % is 0:

Effective capacity

Non-billable allocation

Non-billable utilization %

Jo

40-16 = 24 hrs

0 hrs

0 / 24 = 0%

Here is what you see in the People Utilization Report:

Example 2: Non-billable Utilization % without time off

  • Ash is contracted to work 20 hours per week (4 hrs per day, 5 days per week).

  • Ash does not have any time-off this week.

  • Ash is booked 2 hrs per day on a non-billable project (10 hours in total for the week).

Contract capacity

Time off

Effective capacity

Non-billable allocation

Non-billable utilization %

Total utilization %

Ash

20 hrs

0 hrs

20 - 0 = 20 hrs

2*5 = 10 hrs

10 / 20 = 50%

10 / 20 = 50%

Since there is no billable allocation for Ash this week, the billable utilization % is 0:

Effective capacity

Billable allocation

Billable utilization %

Ash

20 - 0 = 20 hrs

0 hrs

0 / 20 = 0%

Here is what you see in the People Utilization Report:

Billable Utilization % for the team

The Totals in the billable Utilization % reflect the metric for the team:

Effective capacity

Billable allocation

Billable utilization %

Jo

40-16 = 24 hrs

4 hrs*3 = 12 hrs

12 / 24 = 50%

Ash

20 - 0 = 20 hrs

0 hrs

0 / 20 = 0%

Total

44 hrs

12 hrs

12 / 44 = 27%

Here is what you see in the People Utilization Report:

Non-billable Utilization % for the team

The Totals in the non-billable Utilization % reflect the metric for the team:

Effective capacity

Non-billable allocation

Non-billable utilization %

Jo

40-16 = 24 hrs

0 hrs

0 / 24 = 0%

Ash

20 - 0 = 20 hrs

2*5 = 10 hrs

10 / 20 = 50%

Total

44 hrs

10 hrs

10 / 44 = 23%

Here is what you see in the People Utilization Report:

Total Utilization % for the team

Effective capacity

Billable allocation

Non-billable allocation

Total utilization %

Jo

40-16 = 24 hrs

4 hrs*3 = 12 hrs

0 hrs

12 / 50 = 50%

Ash

20 - 0 = 20 hrs

0 hrs

2*5 = 10 hrs

10 / 20 = 50%

Total

44 hrs

12 hrs

10 hrs

22 / 44 = 50%

Here is what you see in the People Utilization Report:

NOTES

  • Allocations from tentative projects are included in this report when ‘tentative’ is toggled on

  • Scheduled time off from the planner (past and future) is included in the utilization calculation

  • The ‘totals’ row on this report gives the utilization rate for the entire business (i.e. total hours / total effective capacity)

  • (--) means the utilization is not able to be calculated for the period as the person has zero effective capacity

  • An error will show if time off in the planner is in conflict with an assignment on the planner

  • An error will show if time off in the planner is in conflict with time logged in timesheets

View more information about our reports in the Reports Overview, Fields Glossary, and Metrics Glossary.


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