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.
Note: Any metrics you see in your Runn reports have been calculated using actual hours where available (timesheets). Where there are no actual hours, but scheduled hours, Runn will use the scheduled hours. You can find more information here.
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 / 24 = 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
View more information about our reports in the Reports Overview, Columns Glossary, and Metrics Definitions.