Deep Dive into Resource Utilization: Unveiling New Reports

Overview

In this guide, you will learn:

• How to access and view the Resource Utilization Summary at both the project and organization level
• How to analyse billable and non-billable hours for better decision-making
• How this ties in with cost and margin reports for profitability analysis

Who Can Do This?

• PSA Admins
• Project Managers
• Users with access to the Resource Management module.

Pre-requisites

1. Resource Management module must be active for your tenant.
2. Resources must have logged billable/non-billable hours using Timesheets.

Accessing Resource Utilization Reports

1. Navigate to the Project tab.
2. Click on Analytics, then go to Reports.
3. Locate the Resource Management section to find all relevant reports.

Resource Utilization Summary at Org Level

1. In Analytics > Reports, select Resource Utilization Summary at Org Level.
2. Review the consolidated view across all projects and departments.
   
   

Resource Cost and Margin at Org Level

1. In the same Reports section, select Resource Cost and Margin at Org Level.
2. Use it to understand cost structures and profitability per resource across the organization.
   
   

Accessing Resource Utilization Summary from Project

1. From the Project tab, select a specific Project.
2. Click on Reports to view the Resource Utilization Summary at the project level.
3. Choose a date range to filter the report.
4. Review metrics on billable vs. non-billable hours per resource.
   
   

How It Connects with Other Modules

• Timesheets: Fetches billable and non-billable hours for utilization reporting.
• Projects: Associates time logs with specific projects for project-level resource analytics.
• Billing: Correlates billable hours with invoicing and estimated billing for profitability insights.

FAQs

• Q: Why don’t I see any data in the Utilization reports?
  A: Ensure timesheet hours are approved and resource allocations are active for the selected date range.
• Q: Can I export these reports?
  A: Yes, most reports under Analytics > Reports support Excel or PDF export options.
• Q: How is utilization calculated?
  A: Utilization = (Billable or Non-Billable Hours / Available Hours) × 100.
• Q: What’s the difference between project and org level reports?
  A: Project-level reports are scoped to a single project, while org-level reports consolidate data across all active projects.

Troubleshooting

• Missing data in reports?
  · Ensure project allocations and time entries exist for the selected time range.
  · Verify the resource has an active rate card and billing role.
• Incorrect utilization %?
  · Double-check week-offs or leaves aren’t counted as available hours.
  · Confirm accurate role tagging and approval of timesheets.