Tracking Resource Utilization Across Projects

Overview

In this guide, you will learn:

• How to track resource utilization using Keka PSA Analytics
• Key reports available for project and org-level utilization insights
• How to use data for improving project efficiency and workforce planning
  

Who Can Do This?

• Project Managers
• Resource Planners
• PSA Admins

Pre-requisites

1. Access to the Analytics module in Keka PSA
2. Proper role permissions to view project insights

Monitor Resource Utilization

1. Go to the left navigation pane and select Project.
2. Click on the Analytics tab and ensure you're on the Insights tab.
   
   
3. Scroll to Resource Insights to view utilization reports.
   
   

Explore Key Resource Utilization Reports

1) Utilization Percentage Report

• What it shows: Project-level breakdown of how each resource is utilized.
• Steps:
  1. Select the client and project from drop-down menus.
  2. View the Available Hours & Utilization Percentage chart.
  3. Filter by the desired time period.

• Metrics Tracked:

  • Actual Utilization (% of total available hours)
  • Billable Utilization (% of billable hours)

  
  

• Data Access:
  • Hover over bars for detailed hour and utilization values.
  • Tabular data available below; click Download to export.

2) Utilization Percentage by Timeline (Organization Level)

• What it shows: Org-wide utilization trends.

• Steps:

  1. Choose the billing entity and a timeline (MoM, QoQ, YoY).
  2. Select a data format to visualize trends.

  
  

• Benefits:
  • Spot utilization trends over time.
  • Identify fluctuation patterns and optimize staffing.
• Data Access:
  • Hover on chart sections to view utilization data.

3) Utilization Percentage by Timeline (Project Level)

• What it shows: Trends for a single project.
• Steps:
  1. Choose client, project, and time period.
  2. Group data by Month, Quarter, or Year.
• Insights Gained:
  • Understand how utilization varies per project.
  • Make timely resource adjustments.

• Data Access:

  • Hover on the chart for breakdowns.

  
  

How It Connects with Other Modules

• Timesheets: Utilization derived from hours logged.
• Billing: Supports planning for billable vs. non-billable hours.
• Projects: Helps adjust allocations and plan staffing accordingly.

FAQs

• Q: How is utilization percentage calculated?
  A: It’s the ratio of logged hours to available hours (actual and billable calculated separately).
• Q: Can I download utilization data?
  A: Yes, every chart has a download icon for exporting data.
• Q: Can I analyze data by quarter or year?
  A: Yes, MoM, QoQ, and YoY views are available at both org and project levels.

Troubleshooting

• No data showing in reports?
  • Ensure timesheet entries are submitted and approved.
  • Verify that filters (project, date, billing entity) are correctly applied.

For additional insights and guidance, please explore our resource titled : Unlocking Your Business Potential with Keka PSA Analytics