Resource Utilization by Organization

Use the Resource Utilization by Organization report to review employee utilization data entered on the Project Planning form and the Resource Management form.

You can also use this report to do the following:

• Identify employees who are under- or over-scheduled, or under- or over-utilized.
• Analyze resource assignments by organization, with or without full-time equivalent values included.
• Identify resource assignments for specific types of plans.
• Review all "soft-booked" hours for a period of time. "Soft-booked" hours are hours entered in plans but not yet approved. In contrast, "hard-booked" hours are hours for assignments that have been approved. Plans can include both types of hours.

This report only includes the planned hours and amounts for employees or a generic resources. If you have plans that do not have any employees or generic resources assigned, the report does not include them.

If you are using iAccess and there are iAccess plans shown that have unpublished changes, Vision displays a Caution indicator as an alert that you are not viewing the most current data.

Organization Rows, Resource Rows, and Plan Rows

The Resource Utilization by Organization report uses three types of rows:

• Organization rows, which identify the organization to which each employee belongs.
• Resource rows, which identify the employee or generic resource.
• Plan rows, which identify the plan and the levels of the work breakdown structure that have planned hours. The level of detail the report displays depends on your selections on the Sorting/Grouping tab.

Capacity and Demand

Capacity is the number of hours that the employees can work in a period, based on the number of hours per day each employee is assigned in the Employee Info Center. Capacity can be displayed as hours or as full-time equivalents.

Demand is the number of planned hours for a period. It also can be displayed as hours or as full-time equivalents.

To determine whether you are over capacity or under capacity, Vision compares capacity to demand:

• If the demand is greater than the capacity, you are over capacity. You may need to hire more people or adjust the employees’ schedules.
• If the capacity is greater than the demand, you are under capacity. Your firm or organization does not have enough demand to fully occupy your employees. The report displays under-capacity values in parentheses.

Full-Time Equivalent (FTE) Values

Full-time equivalents (FTEs) are a common way to measure employee productivity and project staffing needs. For the Resource Utilization by Organization report, you specify the number of hours that equal one full-time equivalent on the Inclusions tab of the Options dialog box. Vision calculates full-time equivalents using that entry and the hours per day specified in the Employee Info Center for individual employees.

On this report, you can display the following either as full-time equivalents or as hours:

• Capacity
• Demand
• Over capacity or under capacity

If you include graphs on the report, you can graph either full-time equivalents or hours.

Record Selection

When you click in the Selection column on the Project Planning Reporting form for any Project Planning report except the Resource Utilization by Organization report, Vision displays the Plan Lookup dialog box. To specify the content of the report, you select plans.

For the Resource Utilization by Organization report, however, Vision displays the Employee Lookup dialog box. To specify the content of this report, you select employees rather than plans.

Configuration Settings that Affect this Report

Your settings for the options on the Resource Management Settings form directly affect the Resource Utilization by Organization report. On that form you specify the following:

• Utilization Determination — How Vision calculates over-utilized and under-utilized values.
• Availability Determination — How Vision calculates over-scheduled and under-scheduled values.
• Soft and Hard Booking — Whether or not Vision uses soft-booked and hard-booked hours as employee planned hours or generic resource planned hours. All assignments automatically default to soft booked unless you have access rights to hard booked hours. Hard booked status means that you have access rights to hard booked assignments, and adding, copying, or moving hours results in those hours being assigned a hard booked status.

The settings under Decimal Digits on the General tab of the Plan Settings form (Configuration > Planning > Plan Settings) control the number of decimal digits for hours, quantities, and amounts on this report. Those settings override your default settings in Regional and Language Options in Windows Control Panel.

Asterisks (*)

If the values displayed in the plan rows for employees or generic resources do not add up to the total shown in the corresponding totals line, Vision marks the total with an asterisk (*).

Printing

Because this report uses colors to highlight values that fall outside acceptable ranges ("over-scheduled" values in red, for example), use a color printer when you print the report, if one is available.

Multicompany

When it prorates values and calculates standard hours, Vision takes into consideration the non-work days specified on the Holiday Configuration form for the company that was active when the plan was created.

Options Dialog Box

Use the Options dialog box to specify reporting options for a report. Depending on the report, the dialog box contains one or more of the following tabs: General, Sorting/Grouping, Columns, Budget, Metrics, User Defined Sections, Activity, Drill Down, Layout, and Graph.