Time-phased Resource Utilization and Financial Reports

Introduction

Use Time-phased resource utilization and financial resource 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

An example chart showing a timeline of your team’s capacity, planned work and actual work. See more chart examples.

mceclip0.png

Watch a video to get acquainted with time-phased reports.

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).

More on this page

Refreshing the Data

The data is automatically refreshed within a few hours after a change. However, if you need to see updated data before a refresh, you can manually refresh all time-phased data (for all reports) up to 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.

mceclip1.png

Creating a Time-Phased Report

Note: To create Resource Utilization and Financial Reports, the Enable Resource Utilization Reporting system setting (under Resource Management Settings) must be enabled.
After enabling the setting, it can take up to 24 hours until Resource Utilization data becomes available in reports.

mceclip0.png

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

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. Labor Time Phase Data - Data based on the resource link (between the user and the Work Item) and timesheets
    2. User Capacity Time Phased Data - Data based on the user calendar
      The attributes can be added as related data in the Report on options.
      mceclip2.png
      Start with Report on, and then include related data. Learn more about choosing related data
      Note: Select Monthly for improved performance if you only need data aggregated on a monthly basis. Select Daily if you need daily aggregated data.
  1. Add highlights to your report. Click here to learn more about creating charts.
  2. Add charts to your report. See the example below to learn more about creating time-phased charts.
  3. In the Table section, add a basic table with columns, or use a crosstab format with time periods as headers, and repeating columns with time-phased data.
    Continue with Adding a Basic Table or Adding a Crosstab Table.

Adding a Basic Table

  1. Click Columns and add the required fields to the report.
    To expose and add related data, click the related data category in the picklist.
    mceclip3.png
    Note: To avoid irregular results, do not mix regular fields with time-phased fields in the same report.
    See Choosing Related Data to explore which fields you can add to the report based on the selected attributes (Report on and related data).
  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.

Adding a Crosstab Table

Benefits of the crosstab format include: 

  • View and analyze more data in a readable format
  • More flexibility for grouping variables (mainly time periods)

mceclip6.png

  1. In the Table section, enable Crosstab mode.

    mceclip0.png
  2. You must have at least one level of granularity.
    Optional - Select a Sort option.

    mceclip1.png
  3. Set the Date Range. Use relative values such as Last Week, Next Quarter, etc., or Between to define a period.
    Note:
    The Date Range should not conflict with dates set in the report filters.
  4. Define the table format:
    • For Columns, select fields from time-phased links, such as Project Assignment and Actual Approved (h).
    • For Rows - Group by, select up to 3 levels of grouping.
    • Set Totals as needed.
    • Select the Wrap column titles checkbox.

      mceclip2.png
  5. 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.

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 > Labor Time Phase Data
    Note: Select Monthly for improved performance if you only need data aggregated on a monthly basis. Select Daily if you need daily or daily aggregated data.mceclip4.png
  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 of all users
    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 > Labor Time Phase Data > Project Assignment
      3. For the next 2 lines, repeat the above step and select Task assignment and Actual approved hours.
        mceclip5.png
        Click here to see examples of charts in time-phased reports.
  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.

    mceclip4.png
  6. Save and run the report.

The line chart

mceclip6.png

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. 

mceclip5.png

 

Choosing Related Data to Report On

The following diagrams illustrate how to match related data with use cases.

User > Capacity > Labor Time Phased Data

Select the attributes listed in the diagram below to include all users, regardless of if they have work or not, and only Work Items with assigned users appear in the report.

mceclip1.png

User > Labor Time Phased Data

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

mceclip2.png

Work item > Labor 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.

mceclip3.png

Work item > Financial Resources
Start from Work Item and then the required financial data.

mceclip0.png

Examples of Charts

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

mceclip7.png

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

mceclip8.png

View your team’s utilization by Job Title.

mceclip9.png

Compare the financial performance of your team over time.

mceclip10.png

View individual resource utilization.

mceclip11.png

 

Best Practices

Jump to:

Formulas

  • Use formula-based totals for crosstab columns in your report. This is especially useful in crosstab reports with groupings. See more in Working With the Results Table.
  • The following calculations can be used in custom formula-based fields in the report:
    • 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)

Filters

We recommend defining filters for reports. This allows you to focus only on relevant data and improves performace with faster loading times. Click here to learn more about creating filters.
There are two things you need to bear in mind when settings filters for time-phased reports:

Dates in Report Filters and Data Table

It is recommended to use the same date ranges in Filters and the data table, to avoid conflicts in the report data. 

Unassigned Resources

When filtering the report on labor-related items, unassigned resources are automatically excluded and will not appear in the report.

 

Report Templates

You can use our report templates to help you get started. You can find the templates under the Resource Utilization and Financials report folders.

The following templates are available.

Resource Utilization Reports

mceclip0.png 

Resource Utilization Dashboards

mceclip1.png

Financial Reports

mceclip1.png

 

 

Have more questions? Submit a request

Comments