Managing Target Billable Utilization

Overview

In this guide, you will learn:

• How to track target vs. actual billable utilization in Keka PSA
• How to set target billable utilization for resources
• How to access and interpret the Target Billable Utilization Report
  

Who Can Do This?

• PSA Admins
• Project Managers
• Finance Analysts

Pre-requisites

1. Users must have access to the PSA module.
2. Target billable utilization should be set by an admin for the report to reflect data.

Access the Target Billable Utilization Report

1. From the left navigation bar, click Projects.
2. Go to the Analytics section.
3. Click on the Reports tab.
4. Scroll to Resource Management.
5. Select Target Billable Utilization Report.
   
   

Understand Key Metrics in the Report

1. Hours Available – Total working hours available for the resource during a given period.
2. Billable Hours – Number of hours actually billed to projects.
3. Billable Utilization % – (Billable Hours ÷ Available Hours) × 100.
4. Target Billable Utilization % – The predefined goal set by the admin.
   
   
   
    

Setting Target Billable Utilization

1. Navigate to Projects > Resources > Cost & Capacity.
2. Click the three-dot icon under Actions.
3. Select Set Target Billable Utilization.
   
   
4. In the pop-up, enter the target percentage and the applicable date range.
5. Click Save to apply the configuration.
   
   

View Utilization (For Resources)

1. Navigate to Me > Timesheets.
2. Review your actual billable utilization %.

How It Connects with Other Modules

• Timesheets: Pulls billable hours logged from submitted timesheets.
• Projects: Aligns utilization targets with project assignments and hours.
• Resources: Uses availability settings from Cost & Capacity.

FAQs

• Q: Can a resource view their target billable utilization?
  A: No. Only actual utilization is visible to the resource.
• Q: Can different targets be set for different months?
  A: Yes. Admins can configure targets for multiple time periods.
• Q: What happens if no target is set?
  A: The report will show actual utilization but won’t display a target comparison.

Troubleshooting

• No data in the report?
  • Check if the resource has logged billable hours.
  • Ensure target utilization has been set.
• Wrong utilization percentage?
  • Validate the availability hours and timesheet entries.