The utilization report shows the percentage of your team's capacity that is scheduled/has been logged as work.
Utilization is an important metric (particularly for custom software and IT solutions firms) to assess business and individual performance. Utilization measures the percentage of total available work hours allocated to people or placeholders.
IMPORTANT
Metrics Definitions
Read more about how Runn accounts for scheduled vs. actual hours, placeholders, and tentative projects in the Runn Metrics Glossary.
⚠️ Ensure no missing actuals
Missing actuals may affect the accuracy of your reports. Check the Completed Timesheets Report first to ensure there are NO missing actuals
Suitable if you are looking to report metrics for:
Produce a report focused on utilization %
Produce a daily/weekly/monthly/quarterly report
Produce a report based on a customized date range
This report might not be right if you need to:
Project Budget & total Project Financials
Customize the Report
Learn more about how to use the Report Customization Features here
Default Settings
Tentative Projects are Excluded
To view tentative projects in the report, enable the Tentative Toggle.
Placeholders are Excluded
Placeholders are excluded by default, so the utilization % based on only the workload added to people is displayed. To include placeholder hours in the calculation of utilization %, click on the Person Type filter and tick Placeholder:
Example 1:
Team utilization report for the past quarter
Choose the Utilization report as the preset
Click Group on the top right > Add Grouping > Person > Team
Click on the Date range> Select Period > Quarter > Adjust the date range
Click on Columns > Remove or add columns if needed.
Example 2:
Weekly Bench Report Forecast for the next 12 months
🎥 Check out a 3-min tutorial video here.
As a Resource Manager, I want to view who has the most availability (or the lowest utilization %) per week over the next 12 months, so I can allocate more work to them.
Go to Reports > Utilization
Filter:
Person State > Select Active (so Archived people are excluded)
Columns:
Expand Utilization > Select Total Utilization, deselect Billable Utilization and Non-billable Utilization
Expand Capacity > Select Remaining Availability
Deselect other fields you don't need for clarity
Time Period:
Select Period and Week > Set the end date to the end of the next 12 months
Filter by Column metrics:
Hover your cursor on the Remaining Availability column header for a specific week > Click on the filter icon > select less than 40 hours
Click Create Report
Sort by the Utilization or Remaining Availability columns to see who has the highest remaining availability or the lowest utilization.
Other Optional Settings
Tentative Toggle:
Turn on the toggle if you want to include hours added to tentative projects
Group:
Add grouping if you want to see utilization by groups
Group by Default Role: Add Grouping > Expand Person Contract Information > Select Default Role
Group by Team: Add Grouping > Expand Person > Select Team🎥