Using the Resource Utilization Report

Resource utilization report displays actual utilization and related KPIs of your resource pool by resource and month. The report is based on user’s assigned work, actual time reported via time sheets, and user’s availability.

Contents

Overview

Terminology

Data Used in the Report

Setting Target Utilization for Users

Configuring Resource Utilization Categories

Overview

The current version of the report is excel-based and includes all users in the organization.  The utilization-related data in displayed by month and Hours (H) for 2016.

You can categorize work using resource utilization categories to get detailed information about overall utilization.

The report answers the following business question:

  • Are my resources optimally utilized?

Common Use Cases

  • Review target versus actual utilization by time period.
  • Ensure ROI of your deployed resources by comparing billable versus non-billable work.

For example, Professional Services organizations can analyze utilization of their resources to understand how much effort was put into billable work vs. non-billable, and what type of work comprised the non-billable hours.

Watch a quick how-to video:

Resource Utilization How-to from Clarizen Vimeo on Vimeo.

Terminology

Target utilization is the percentage of hours that a user is expected to work on billable tasks/projects compared to their available hours (capacity). A resource manager specifies target utilization for individual users in user’s profile.

Billable utilization (against capacity) is the percentage of billable hours reported by a user for assigned work divided by user’s capacity. User’s capacity is based on user’s calendar availability.

Billable utilization (against business hours): is the percentage of billable hours reported by a user for assigned work divided by working hours defined in the organizational calendar.

Resource utilization category is a custom field (picklist) for work items used for categorizing different types of work. Each defined category appears as a separate column in the Resource Utilization report.

Data Used in the Report

The Resource Utilization report is based on the following data:

Data Object Required? Configured by Configuration task
Target utilization User Yes Anyone who has access to user's pofile (Refer to the 5.6 Personal Calendar update limitations setting) Set target utilization for each user
Capacity User Yes Anyone
Note: Use validation rules to add limitations on who can perfom this task.
Set capacity/calendar availability for each user in user's calendar
Assigned work Work item Yes Project manager If not previously assigned, assign work to users at project, milestone, or task level.
Time reported via Timesheets Work item Yes User Report time via Timesheets for a work item

Note: By default, To-do tasks are considered as billable work, as a result, time reported against a To-do task is displayed in the Billable actual column.
Resource utilization categories Work item No Administrator (defines available values)
User (selects for a work item)

Configure resource utilization categories 

Note: If a user reports time for a work item with no category selected, in the Utilization report, the time is displayed in the Actual NA column.

Note: If categories already exist in your organization (for example, as a name of a project, a custom field, etc.), you must migrate the existing categories to the new field in order for them  appear in the report.

Setting Target Utilization for Users

Target utilization can be set in user’s profile by any user who has access to user's details (Access is managed by the 5.6 Personal Calendar update limitations setting).

To set target utilization for a user:

  1. Click user’s name to open the User’s profile details page.
  2. Search for the Target Utilization hidden field.
  3. Set the percentage value for user’s target utilization.

Configuring Resource Utilization Categories

Resource utilization category is a custom field (picklist) for work items that is used for categorizing different types of work. Each defined category appears as a separate column in the Resource Utilization report.

There is a set of predefined values for the resource utilization categories. You can modify existing or create new categories.

To create or edit resource utilization categories:

  1. As an Administrator, navigate to Settings > Configure.
  2. Search for the Resource Utilization Category field.
  3. Click the Edit link.
  4. Add or delete categories as desired.
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