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Utilization Reports in BigTime Foresight

If you utilize 100% of your employees’ capacity, there’s a high probability your employees will burn out. However, you don't want to give them too little work, because that would be a waste of your budget. To be successful and profitable,  you should strive to optimally assign tasks. 

Measuring your firm’s utilization rate is key to finding this balance. That's why BigTime Foresight offers the option to create a utilization report.

This article will explain the ins and outs of utilization reports in Foresight.

Preparing a Utilization Report

To open a Utilization Report from BigTime, click on the RESOURCING navigation tab and then click UTILIZATION REPORT. This will open the Utilization Report window in Foresight.

If you’re already in Foresight, navigate to your main navigation sidebar and click on REPORTS. In the dropdown menu that appears, click UTILIZATION

Next, select the date range for which you want to download data.

Then, specify what types of assignments you would like to include in the data by clicking the CLOCK icon. You can select from ACTIVE, RESERVED, or DRAFTS. You can also pick all of them if you need to.

You can see the chart divided into weeks and months. Switch between these views by clicking the VIEW field, to the right of the CLOCK icon.

You can filter data according to people or project attributes. To do so, click into the search bar at the top of your screen, and select your choices from the picklist that appears.

Finally, once you’ve configured all your report settings, click PREPARE REPORT.

 

Personalizing a Utilization Report

To create a personalized utilization report, just click the CREATE DETAILED REPORT button and pick the data you are interested in. Once you generate this report, you'll be able to use your last preferences as a template. 

Please note that reports generated this way are available only for the accounts in which they were created. 

 

How To Read a Utilization Report

You’ll see a bar graph at the top of the screen illustrating your employees’ capacity compared to their tracked hours. It will show capacity as a dark green border and performance in light green filling the border. 

When you hover over each of the bars on the graph, you will find information on how the data for that bar was calculated. 

Scrolling down you will see a table with more detailed data. Note that you will find a button allowing you to save it to a file in the upper right corner. 

The tiles on the top of the report page will show you the data used to calculate your employees’ utilization. Below, we’ll define these data types.

 

Definitions

Assignment: Work planned for a specific individual in a project, set by the proper manager.

Billable: The amount of time spent on work that you can charge a client for.

Contract capacity: The maximum number of hours an employee can spend working in a given period. It does not include time off, absences, and public holidays.

Contract Utilization: Work tracked by an employee that can be billed to a client, divided by the employee's contract capacity.

Non-Billable: Usually refers to the amount of time spent working that you cannot charge the client for.

Scheduled: Refers to items that are planned, such as utilization, overheads, margin, work, budget, etc. Their value may differ from the "not settled" or "settled" values.

Time off: Absences requested by an employee, which can have different statuses.

Tracked: Usually refers to the recorded or logged time of a person's work, encompassing billable and non-billable projects, expressed in minutes, hours, and full-time equivalent (FTE).

Utilization: The percentage of employee capacity that is allocated to projects. Tracked work by an employee that can be billed to a client, divided by the employee's capacity.

If there are other terms you don’t understand that aren’t defined above, take a look at the Foresight Glossary for more details.

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