Managing Projects

Your Utilization Dashboard

  

Gauge staffer performance and productivity with your Utilization Dashboard. This customizable Dashboard shows staffer utilization based on allocated hours, inputted hours, and billable hours for specific projects. See these details based on department and/or various cost centers. It’s an easy-to-access tool that helps you keep on the pulse of your staffers.

This article will show you how to access, customize, and use your Utilization Dashboard.

Access and Customize Your Utilization Dashboard

Click Reports….Utilization Dashboard to access your Dashboard.

Get the most from your Dashboard by customizing it. Apply any number of filters and the Dashboard will populate accordingly with detailed information. We’ll explain the filters you can add next.

Add Filters to Your Utilization Dashboard

Your filters are located on the gray sidebar. This section will explain your filter options, starting at the top with Date Range.

Date Range

Get utilization details for a specific time period, such as the past quarter or year. Click on the text box under Date Range to enter your desired date range. Two calendars will populate, and you’ll select a month and year. Then, click Apply to apply your changes.

NOTE: This filter can select full months. In the image above, we selected a two month time period, April and May. Although the date range says April 1 to May 1, BigTime is pulling data for all of April and all of May.

Project and Staff Cost Centers

The cost center sections, for project and staff, allow you to add filters for staff role, service offering, or N/A. Staffer department is another filter option for staff cost centers.

Cost centers are extra, customizable fields that firms use as they like. Some firms use them to refer to the department responsible for a cost. If an engineer purchases a new computer, the cost will be allocated to the engineering department. Make cost centers useful to your firm by changing the name of a cost center (My Company...My Company...Lexicon).

To add one or more field to each filter, click on the white triangle under the desired header and check the box(es) next to the field(s) you want to add.

Notice the three boxes at the bottom of the sidebar. Here’s what you need to know:

  • Show Non-Billable Projects means you want to see projects used to track non-billable hours, like vacation time.
  • Select Projects and Select Staffers allow you to select the specific projects and staffers, respectively, including inactive ones. Check the box next to one or both options and a picklist will populate, so you can make your selection(s).

Next we’ll see how the filters we added affect the data that populates on the Dashboard itself.

Use Your Utilization Dashboard

There are many ways to use your Dashboard. We’ll go through an example of how we’d use it, in order to highlight its main functions and features.

Notice we’ve set the date range filter (on the gray sidebar) from April 1 to May 1, so our Dashboard will populate with details during that time period.

We’re viewing the Dashboard by the Staff Role view. (See the top-right button, By Staff Role. We’ll explain how to change the view later in the article.) Staffers who’ve logged time during the selected date range are hyperlinked, as you can see in the image above.

NOTE: “Staff role” is a cost center in your account that we’ve re-labled.

When we click on Ben’s hyperlinked name, we can see all of the projects he’s logged hours to (they’re listed below his name), along with many more details that we’ll explain next.

You get a lot of information just on one staffer. But what does it all mean? Here’s what you need to know, moving from left to right:

  • Capacity: Ben’s work capacity is 352 hours. So there were 352 hours available for him to work during our selected date range. This number is based on the capacity you set for the staffer on their Staffer Dashboard.
  • Allocated/Budgeted: We allocated 312 hours to Ben over six projects. BigTime automatically calculates his total utilization rate, which is 89%. Notice that BigTime calculates the utilization for each project, too. Get a detailed view of allocated hours by clicking on a hyperlinked number under the Hours column. A new window will open to the resource allocation editor if you need to make changes.
  • Input Hours: The number of hours Ben has logged during the selected date range is reflected in the 209 number. See a breakdown of Ben’s inputted hours and utilization rate for each project under the Hours and UTIL columns, respectively.
  • Billable Hours: The number of billable hours Ben has logged is reflected in the number 209. See a breakdown of Ben’s billable hours and his billable utilization rate for each project under the Hours and UTIL columns, respectively.

The bottom of the Utilization Dashboard reveals the grand totals for each of the columns explained above.

Change Dashboard Views

Let’s move to the top of your Dashboard and explore some more customizable features.

Modify how your Dashboard looks and organize the data with one of these filters:

  • None: You don’t want to organize your Dashboard in a specific way. Instead, your staffers will be listed in alphabetical order.
  • Department: The department, such as engineering, a staffer is assigned to. This is the most common view used.
  • Staff Role: The role (function) of your staffer, like designer.
  • Service Offering: A broad categorization of your staffers, like engineering or sales.
  • N/A: Some firms use the N/A field for their different company locations, like Boston and New York. That way, the firm can see how their staff is utilized in Boston compared to New York.

Note that Staff Role, Service Offering, and N/A are cost centers and can be changed based on your firm’s needs. These values will reflect the labels you create for your cost centers.

Graphs on the Utilization Dashboard

Visualize your data with the donut and bar graphs at the top of the Dashboard. You can customize your data here, too.

Click the red triangle under the donut graph to change your view: allocated utilization, input utilization, or billable utilization. Easily toggle among the three options.

Our date range is for this Dashboard is April 1 to May 1. We checked the box under “4/1/2018” to get details from the start of our date range. As a result, the donut graph updated as did the numbers on the Dashboard itself. Hover over the bar graph for more detail on allocated, inputted, and billable hours.

To reset your chart, click Reset Chart at the top of your window and everything will be restored.

*The Utilization Dashboard is available to Premier users. Are you interested in an upgrade? Learn more about Premier or email us at: sales@bigtime.net.


Where to Go From Here:

Creating Custom Reports

Resource Allocation Reports

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