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Employee Utilization report

Use this report to review employee productivity. You can monitor the ratio of billable to nonbillable time for each employee, and compare actual billable hours to budgeted hours and the targeted billable percent. You can also see how employees are spending their nonbillable time.

An employee’s billable time that is written off is still considered as billable for the employee’s utilization calculations because this time was spent working on a billable activity even though you are unable to bill it to your client.

This report shows:

Information for a current period and year-to-date that you define.
Hours and/or amounts (cost or spent) for direct (billable) and indirect (nonbillable) time.
Percentages and targeted percentages.

You can summarize information by supervisor, department, or employee type, and drill down to individual employees.

Asterisk * appears on the report

An * next to an employee name indicates that information may be missing or incomplete. (If an asterisk appears for any employee, the explanation, * Utilization not specified, appears at the end of the report).

Hours entered to a nonbillable phase (for activities set up without a nonbillable utilization type) are included only in the Indirect column total. To report amounts in the nonbillable utilization columns:

View the Activity List inquiry to identify any labor activities without a value in the Utilization column.
Select a utilization type for each of these activities.
Refresh the Utilization report, and the totals will balance.

Ensure that all items in the employee's overhead group are set up with an overhead project, phase, and activity.
Be aware that when you enter hours directly to a paycheck, Ajera reports those hours in the Indirect column. It does not break them out into nonbillable columns because there is no activity associated with those hours.

Utilization on the dashboard

For a quick overview of employee utilization by utilization type, see Employee Utilization on the dashboard. If it does not already appear on your dashboard, select the My Dashboard button and then the Customize Company Info button. If you select to display this dashboard information based on amounts, the amounts are calculated as cost + DPE and Overhead (premium time is not included).

Audience

Principal

Department head

Project manager

General staff

Supervisor

Producing the report

From the Reports menu, click Employee > Employee Utilization.

Report options

Option	Description
Company	Multi-company only. The report contains information for all companies in your organization, unless you select a specific company in this field.
Current Period	The report contains information for the current period, unless you select a different time period in this field.
YTD Period	The report contains information for year to date, unless you select a different time period in this field.

Customize options

Option	Description
Report title	You can change the title of the report.
Sort order	Sorts the report by employee, supervisor, employee type, or department. If you use multi-company, you can also sort by company.
Limit by	Only prints information for the employee who is producing the report or for employees associated with the supervisor who is producing the report. You can also print employees by selecting No Limit. If you use multi-company, you can also limit by company.
Amount type to print	You can select to display amounts as: Cost Cost + Premium Cost Cost + DPE and Overhead Cost + Premium + DPE and Overhead If you are processing payroll in-house, you can also select to display amounts as: Payroll Cost Payroll Cost + Premium Cost Payroll Cost + DPE and Overhead Payroll Cost + Premium Cost + DPE and Overhead
Hours/Amount	Prints hours, amounts, or both
Period to report	Prints current, year-to-date, or both
Status to print	Prints active, inactive, or all employees

Print customize options on report	If selected, it prints a list of the options that you select.

Report contents

Column	Description
Billable	Time in hours and/or amount entered by the employee to a billable phase of a project. This time may be included on client invoices or still be WIP. It does not reflect time written off in Manage Client Invoices.
%	The percent of the total time entered by the employee that is billable
Indirect	Time entered by the employee that was either not entered to a project or was entered to a non-billable, marketing, or overhead phase of a project
%	The percent of the total time entered by the employee that is not billable or project-related
Total	The total time entered by the employee for the current and year-to-date reporting time periods you selected
Billable	Time in hours and/or amount entered by the employee to a billable phase of a project. This time may be included on client invoices or still be WIP. It does not reflect time written off in Manage Client Invoices.
The titles of the following columns may be different depending on your setup.
Marketing	Overhead time the employee entered using an activity with a nonbillable utilization type of Marketing
Meetings	Overhead time the employee entered using an activity with a nonbillable utilization type of Meetings
Vacation	Overhead time the employee entered using an activity with a nonbillable utilization type of Vacation
Holiday	Overhead time the employee entered using an activity with a nonbillable utilization type of Holiday
Sick	Overhead time the employee entered using an activity with a nonbillable utilization type of Sick
Continuing Education	Overhead time the employee entered using an activity with a nonbillable utilization type of Continuing Education
Admin	Overhead time the employee entered using an activity with a nonbillable utilization type of Admin
Other	Overhead time the employee entered using an activity with a nonbillable utilization type of Other

Row	Description
Current hours	The current number of hours entered by the employee for the current reporting period you selected
Current amount	The dollar value of the time entered by the employee at the employee’s cost rate for the current reporting period you selected
YTD hours	The number of hours entered by the employee for the year-to-date reporting period you selected
YTD amount	The dollar value of the time entered by the employee at the employee’s cost rate for the year-to-date reporting period you selected
Percent targeted	The desired percent of an employee’s time that can be billed to a client. The target billable percent is entered for the employee on the Setup > Employees > General tab