Utilization Calculations & Reports

Learn how utilization is calculated in Precursive and see what dashboards you can use for tracking your team capacity and productivity.

Nov 11, 2022
Knowledge

Title

Utilization Calculations & Reports

URL Name

Utilization-Calculations-Reports

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About

Projects are profitable if we invest most of our time on billable or strategic work and our resources are fully utilized against their capacity. Reporting on billable and productive utilization helps in gauging if our resources are efficient and profitable. It provides project managers with exact information on the billing efficiency and productivity of their projects and it helps you plan your resources better and drive profitability.

In Precursive, Utilisation Records are automatically created every week per each resource. Each Utilisation record represents a specific week in a month for a resource and includes a variety of Utilization calculations, such as:

Planned and Actual time
Billable and Non-billable time
Productive and Non-Productive time
Number of Working Days
Available Hours within the week
Start and End Date of the Week
Planned and Actual Utilisation in percentage for Billable and Non-billable

How is Utilization calculated in Precursive?

Utilization is calculated by dividing a Resource planned or actual time by their total available hours, but how are Resources' total available hours calculated in Precursive?

Each Utilisation record includes a calculation of Resource Working Days and Available Hours within that specific time range. That is called 'Standard Available Hours' and it excludes the Resource non-working days and any Time Offs (public holidays) set up for that week.

Resources Working Days, Hours per Day and Time Off are defined from the Precursive HQ:

Assign Working Days and Hours to Resources
Set-up Time Off for your team to make sure this is excluded from Utilization calculations.

Resources Standard Available Hours are then used to calculate Planned and Actual Utilisation Rates:

As mentioned, Utilisation records are calculated automatically on a weekly basis and account for the past month and next 6 months. However, if you have edited a lot of bookings for a set period of time for example and you want to make sure that your utilization reports are up to date, you can also run the recalculation of the Utilisation records on demand. Please see Recalculating Billable Utilisation for more information.

How is Billable, Non-Billable & Productive Utilization calculated?

Whether Resources Utilization is billable, non-billable or productive, it depends on the Time Code assigned to the Project/Phase/Activity Category they are scheduled to work on (Planned Time) or have logged their time against (Actual Time). Please see About Time Codes for more information.

Utilization Reports & Dashboards

On the Precursive Plan you can quickly get a visual overview of your resources planned utilization & capacity and you can use Reports & Dashboards or build your own to get a wider overview and to track actual Utilization. That can help you drive your hiring decisions and optimize your processes to increase your team's productivity.

Luckily, Precursive comes to the rescue with a set of out-of-the-box Reports & Dashboards exactly for that!

Here are three dashboards that could help you get started. You can find them all in the folder 'Precursive Dashboards'.

Dashboard Name	Description of Reports
Precursive Capacity Dashboard	All Open Requests Available Hours by Role Planned Billable Utilisation Actual Billable Utilisation Planned Billable Utilisation by Role Actual Billable Utilisation by Role Avg Planned Utilisation by Department Avg Actual Utilisation by Department This month Total Hours vs Total Planned Hours vs Total Available Hours
Precursive Forecast Demand	Average Utilization All Planned Hours All allocated hours vs. unstaffed hours Average Planned Utilization by Role Forecast Demand per week Remaining Available Hours by Role Upcoming Projects Planned Hours Upcoming Projects Planned Hours with probability and planned margin All Resources by Roles
Precursive Utilisation Trends	Forecast and Actual utilisation per department Forecast and Actual billable utilization per department Forecast and Actual utilisation per role Forecast and Actual billable utilization per role Forecast and Actual utilization - total and billable per person

To get you started, you can also follow the tutorials below:

For more information on all our Reports & Dashboards, please see Introduction to Precursive Reports & Dashboards.

Assign Working Days and Hours to Resources
Set-up Time Off
About Time Codes
Tutorial: Reporting on Resources Utilization & Time Spent on Billable Work
Tutorial: Reporting on Resources Availability
Introduction to Precursive Reports & Dashboards

Utilization Calculations & Reports

Information

About

How is Utilization calculated in Precursive?

How is Billable, Non-Billable & Productive Utilization calculated?

Utilization Reports & Dashboards

Dashboard Name

Description of Reports

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