Utilization Reports show billing efficiency for a person, department, or the organization within a defined time frame. The utilization rate is calculated based on the availability of the person within that time frame.
Utilization Reports allow you to look at historic utilizations based on incurred hours as well as forecasted utilization based on future scheduled assignments.
Utilization Reports have five columns:
First Column: The first grouping you’ve set for the report.
Actual Hours: Either incurred (confirmed and unconfirmed) or future scheduled hours, depending on the time frame. Depending on how your organization calculates utilization, you can filter out non-billable hours. For example, you may want to omit any “internal” projects, or only include time entries of a certain category [link] (this only works when you are doing itemized time tracking [link] for incurred entries).
Available Hours: Hours that the person is available. This is typically the standard availability as defined within Account Settings, e.g. 8 hours per day. Availability can be overruled by availability settings within a person’s profile. For example, if someone is working part time, this is taken into account when determining their availability. Employment dates, as set within a person’s profile, also impact how availability is calculated. A person is only considered available between the “first day of work” and the “last day of work” set in their profile settings.
Utilization: Utilization calculates Actual Hours divided by Available Hours, multiplied by 100%. For example, if someone has 30 actual hours and 40 available hours, their utilization rate is 75%.
Target Utilization: A fixed value that can be set in each person’s profile. This number is used to track how the utilization compares to the target for individuals or departments.