Precursive 2.0
Reports & Dashboards
Reporting on Capacity, Utilization Trends & Project Financials

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

    Resources Standard Available Hours are then used to calculate Planned and Actual Utilisation Rates:
     
    Screenshot 2022-11-10 at 14.38.32.jpg

    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.
    Screenshot 2022-11-10 at 17.16.42.jpg

    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:

    1. Tutorial: Reporting on Resources Utilization & Time Spent on Billable Work
    2. Tutorial: Reporting on Resources Availability

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

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