Time-phased Resource Utilization Reports

Introduction

Note: This feature is in Controlled Availability, and will be released for general availability soon. To gain access, contact your Customer Success Manager.

Use Time-phased resource utilization reports to better understand past resource utilization and financials, analyze trends, and forecast future resource utilization and budgets.

The reports display data by time period, for your teams and team members.

Use the reports to:

  • View target vs actual utilization for teams and individual members (planned vs actual work)
  • Forecast work, cost and revenue
  • Slice and dice the data to see what resources are working on

The reports utilize data from the following Clarizen items:

  • Project and task assignments from the resource link (the user-Work Item link)
  • Capacity as defined in user calendars
  • Actual work as recorded in timesheets
  • Financial metrics for labor based on hours * rates

Notes:

  • The data is presented in a daily time resolution, which you can group by weeks, months or quarters.
  • The reports can include data from the beginning of the previous fiscal year until the end of the following fiscal year. For example, if present is July 2018, a report can include data from January 2017 to December 2019 (provided the fiscal year begins in January).
  • Staffing requests are currently not included in the reports.

More on this page

Examples of charts used in Time-phased reports

View current (to date), past and planned utilization for your team using gauges.

View a timeline of your team’s capacity, planned work and actual work.

See where your teams are spending their time, based on Work Item categories.

View your team’s utilization by Job Title.

Compare the financial performance of your team over time.

View individual resource utilization.

Get a breakdown of your teams’ performance with financial and work data (by user groups).

Refreshing the Data

The data is refreshed every night. You can manually refresh all time-phased data (for all reports) once every hour. The refresh process can take some time. You will receive an email notifying you when the refresh is complete.

To refresh manually, click Refresh Time Phase Data in the Reports list.

Creating a Time-Phased Report

Build time-phased reports from scratch or use out-of-the-box report templates created by Clarizen (coming soon).

The following procedure explains the required additional steps for creating a time-phased report.

To learn more about how to create reports, click here.

To create the report:

  1. Create a new report in Clarizen.
  2. Time-phased reports are based on Time-Phase attributes:
    1. Time Phase Data - Data based on the resource link (between the user and the Work Item) and timesheets
    2. User Capacity Time Phase -  Data based on the user calendar
      The attributes can be added as related data in the Report on options.

      In most cases you will want to start with User (Report on), and then include Capacity Time Phase Data followed by Time Phase Data as related data. In this case all users will be included, regardless of if they have work or not, and only Work Items with assigned users appear in the report.
  1. In the Manage section, click Columns and add the required fields to the report.
    To expose and add related data, click the related data category in the pick list.

    The following diagram shows which fields you can add to the report based on the selected attributes (Report on and related data).

    Note: The above example fits most use cases. To see other use case combinations (for related data), click here.
  2. The rest of the procedure is the same as for other reports, and includes adding charts, using formulas, etc. See Creating an Example Time-Phased Report.

Note: When grouping the data table by name, the last grouped date period is Undefined. Here you can see the capacity of the user, for days where the user does not have work.

Creating an Example Time-Phased Report

The following procedure describes how to create a report with a line chart that shows us how our team is performing, by comparing their capacity, project and task assignments, and actual work.

  1. Create a new report.
  2. In the Report on options, enter the following options: User > Capacity Time Phase Data > Time Phase Data

  3. This combination should be used whenever you want to see all users, their capacity, their planned work, and their actuals.
  4. Click Add Chart, and define the chart as follows:
    1. Chart Type: Line
    2. X-Axis: Select Capacity Time Phase Data Fields > Date
      Group by Month
    3. Y-Axis: Select Sum to display the total number of hours
    4. Select Multi-dimensional grouping.
    5. Define the lines for the Y axis in the chart.
      1. Select Capacity Time-Phased Data Fields and then the related data. For the first line, select Capacity Time-Phased Data Fields > Capacity
      2. For the second line, select Capacity Time-Phased Data Fields > Time Phase Data > Project Assignment
      3. For the next 2 lines, repeat the above step and select Task assignment and Actual approved hours.

    6. Save and run the report.
  5. Customize the related data table. As for all reports, you can choose which columns to include, define grouping, select the format of the column summary, etc.
    Group the data first by User, and then by Date. To add Date, select User > Capacity Time Phase Data > Date.

  6. Save and run the report.

The line chart

The Data table

Tip: Add some conditional formatting, so that the Project sum displays in red when it’s above capacity, and green when less.

 

Additional Use Cases for Using Related Data

User > Time Phase Data

Select these attributes when the report is more work focused, without the need for capacity.

Work item > Time-Phased Data
Start from Work Item when you want to see forecast or planned vs. actual at the project level.
All Work Items are included.

Only users with assigned work appear in the report.

 

Best Practices

  • Formulas - The following calculations can be set up in Configurations and then used in reports:
    • Planned Project Utilization: If(IsNull($CapacityOfUserDaily.LoadFor.LinkObject.ProjectAssignment),0,($CapacityOfUserDaily.LoadFor.LinkObject.ProjectAssignment/$CapacityOfUserDaily.Capacity)*100)
    • Actual Utilization: If(IsNull($CapacityOfUserDaily.LoadFor.LinkObject.ActualApproved),0,($CapacityOfUserDaily.LoadFor.LinkObject.ActualApproved/$CapacityOfUserDaily.Capacity)*100)
  • Filter users by Resource Manager - Use the Resource Manager filter in reports to filter users by their Resource Manager. In the example below, only users where I am the Resource Manager will appear in the report.

 

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