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Tracking Project Progress with a Utilization Report

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

[! Add a reference from the section "Project Finances" that points here?]

Utilization reports enable you to view the progress or profitability of a project in a single report.

You must have Manage access to the project in order to access utilization information for a project as described in this section. If you are still unable to access this information, contact your system administrator. (System administrators can disable this functionality, as described in "Customizing Tabs" in "Creating and Managing Layout Templates.")

Understanding Utilization Information in a Project

You can view utilization information for a project for the entire duration of the project or for a specific month or week of the project. The information in the following tables is summarized by job role and by individual user.

The information in the Utilization Report differs depending on whether you are viewing cost or hour information (as described in Tracking Project Progress with a Utilization Report and Tracking Project Cost with a Utilization Report):

Hour Utilization Information

Utilization Column Title Function
Budgeted Hours

The total budgeted hours on the overall project and in the specified date range (you can specify an individual week or month).

Budgeted hours are summarized only by job role; they are not summarized by individual user.

For more information about budgeted hours, see the Budgeted Hours row in the table in "Understanding Fields in Views and Reports."

Planned Hours  

The total planned hours on the overall project and in the specified date range (you can specify an individual week or month). Planned Hours in the Utilization report take into consideration whether the Planned Hours have been re-allocated across the duration of a task or issue. When the user allocation for hours have been modified (as described in "Modifying User Allocations" in "Managing User Allocations"), the data in the Utilization Report can be affected if the dates selected in the Utilization Report contain only a portion of a task or issue (as described in "Adjusting the Date Range for Which Information Is Displayed").

Planned Hours appear on the utilization report in any of the following rows:

  • Planned Hours are summarized by job role and by individual user in the utilization report, as follows:
    Individual User: Planned Hours are displayed in the utilization report in the row of the user who logged the hours. (You can expand the row of the corresponding job role to view a list of users with that job role who have logged hours.)
    Job Role: Planned Hours logged by users are summarized in the utilization report in the row of the corresponding job role.
    Planned Hours appear in a particular job role as a result of any of the following scenarios:
    • The job role is defined as the primary job role of the user who logged the hours.
    • The job role of the user logging the hours is used whether there is no assignment on the task or issue, another user is assigned with no job role assignment, another user is assigned with a different job role, or another team is assigned.
    • The job role is assigned to the task or issue where hours are logged, and the user logging hours does not have a job role defined in the system.
  • Unallocated Hours: Planned Hours are displayed in the utilization report in the Unallocated Hours section when hours are planned for a task or issue and there is no user or role associated with the task or issue.
    This section appears only when there are hours on the project that match this description.

For more information about planned hours, see "Understanding Planned Hours."

Actual Hours The total actual hours on the overall project and in the specified date range (you can specify an individual week or month). 

Actual Hours appear on the utilization report in any of the following rows:

  • Actual Hours are summarized by job role and by individual user in the utilization report, as follows:
    Individual User: Actual Hours are displayed in the utilization report in the row of the user who logged the hours. (You can expand the row of the corresponding job role to view a list of users with that job role who have logged hours.)
    Job Role: Actual Hours logged by users are summarized in the utilization report in the row of the corresponding job role.
    Actual Hours appear in a particular job role as a result of any of the following scenarios:
    • The job role is defined as the primary job role of the user who logged the hours.
    • The job role of the user logging the hours is used whether there is no assignment on the task or issue, another user is assigned with no job role assignment, another user is assigned with a different job role, or another team is assigned.
    • The job role is assigned to the task or issue where hours are logged, and the user logging hours does not have a job role defined in the system.
  • Other Hours: Actual Hours are displayed in the utilization report in the Other Hours section, in the row of the user who logged in the hours.
    Hours appear in this section when the user who logged the hours does not have a job role defined in the system.

    This section appears only when there are hours on the project that match this description.
Budgeted Variance (for Hours)

The total budgeted hours minus the total actual hours. 

If the value is positive, it is displayed in green. This indicates that the total budgeted hours are greater than the actual hours.

If the value is negative, it is displayed in red. This indicates that the total budgeted hours are less than the actual hours.

utilization_variance_budgeted.png

Planned Variance (for Hours)

The total planned hours minus the total actual hours. 

If the value is positive, it is displayed in green. This indicates that the total planned hours are greater than the actual hours.

If the value is negative, it is displayed in red. This indicates that the total planned hours are less than the actual hours.

utilization_variance_planned.png

Cost Utilization Information

Utilization Column Title Function
Budgeted Cost

The total budgeted cost on the overall project and in the specified date range (you can specify an individual week or month).

For information about how Budgeted Cost is calculated, see "Budgeted Cost."
Planned Cost

The total planned costs on the overall project and in the specified date range (you can specify an individual week or month).

For information about how the Planned Cost for the project is calculated, see "Understanding How Planned and Actual Cost Are Calculated."

Actual Cost

The total actual costs on the overall project and in the specified date range (you can specify an individual week or month).

For information about how the Actual Cost for the project is calculated, see "Understanding How Planned and Actual Cost Are Calculated."

Budgeted Variance (for Cost)

The total budgeted cost minus the total actual cost. 

If the value is positive, it is displayed in green. This indicates that the total budgeted cost is greater than the actual cost.

If the value is negative, it is displayed in red. This indicates that the total budgeted cost is less than the actual cost.

Planned Variance (for Cost)  The total planned cost minus the total actual cost. 

If the value is positive, it is displayed in green. This indicates that the total planned cost is greater than the actual cost.

If the value is negative, it is displayed in red. This indicates that the total planned cost is less than the actual cost.

Tracking Project Progress with a Utilization Report

You can track the progress of a project by viewing how the budgeted and planned hours of the project compare to the actual hours of the project.

When tracking progress of a project, progress against both tasks and issues are included in the Utilization Report. 

You can display information on the Utilization report in the following ways:

  • For a given week or month, or for the overall project. 
  • By role or individual.

To track the progress of a project:

  1. Navigate to the project for which you want to view utilization information.
  2. Click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    utilization_overview.png
  3. In the upper-right corner of the Utilization Report, click the View drop-down menu, then click Hour.
    utilization_view_menu_cost.png
  4. (Optional) Click any column title to sort the utilization report by the information in that column.
    For more information about the table, see "Understanding Utilization Information in a Project."
  5. (Optional) Filter the information contained in the Utilization Report, as described in "Filtering Utilization Information."

Tracking Project Cost with a Utilization Report

You can track the profitability of the project by viewing how the budgeted and planned costs of the project compare to the actual costs of the project. 

When tracking profitability of a project, cost information on the Utilization Report can come from tasks and issues on the project.

Tasks: Cost information from tasks in the project is always available on the Utilization Report. Cost for tasks is calculated based on the cost type of the task. For information about the cost type of tasks, see "Modifying Cost Types of Individual Tasks" in "Tracking Costs."

Issues: Cost information from issues in the project are included in the Utilization Report only in the Budgeted Cost and Actual Cost columns. Cost information is not included in the Utilization Report for in the Planned Cost column. This is because cost information for Planned Cost is not included in the project. For information about the cost type of tasks, see "Modifying Cost Types of Individual Tasks" in "Tracking Costs."

[Cost information from issues in the project are available on the Utilization Report only for issues that contain a parent task. When an issue contains a parent task, the cost of the issue is calculated using the same cost type as the parent task. For information about the cost type of tasks, see "Modifying Cost Types of Individual Tasks" in "Tracking Costs."
If the issue has no parent task (the issue is logged in the Issues tab on the project), the cost of the issue is not included in the Utilization Report.]

You can display information on the Utilization report in the following ways:

  • For a given week or month, or for the overall project. 
  • By role or individual. [billing rate of the role? Or billing rate of all users who have that role?]

To track the profitability of a project:

  1. Navigate to the project for which you want to view utilization information.
  2. Click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    utilization_overview.png
  3. In the upper-right corner of the Utilization Report, click the View drop-down menu, then click Cost.
    utilization_view_menu_cost.png
  4. (Optional) Click any column title to sort the utilization report by the information in that column.
    For more information about the table, see "Understanding Utilization Information in a Project."
  5. (Optional) Filter the information contained in the Utilization Report, as described in "Filtering Utilization Information."

Filtering Utilization Information

You can filter the content displayed in a Utilization Report on a project. You can filter on tasks, issues, roles, and custom data. When you apply a filter to the Utilization Report, the Utilization Report contains information based on the criteria that you select.

You can create a filter, or apply a filter that you previously created. [! For now, this is just applying a filter. Next beta you will be able to save and share.]

Creating a Filter

  1. Navigate to the project for which you want to filter the utilization information.
  2. Click the Filter icon to display the filter options.
    utilization_filter.png
  3. Select from the following options to create the filter:
    Tasks: Begin typing the name of the task that contains the information you want to include in the Utilization Report, then click the name when it appears in the drop-down menu. 
    Repeat this process to include information from multiple tasks in the Utilization Report.
    Issues: Begin typing the name of the issue that contains the information you want to include in the Utilization Report, then click the name when it appears in the drop-down menu. 
    Repeat this process to include information from multiple issues in the Utilization Report.
    Cost information for issues is not always included in the Utilization Report. For more information about when cost information for issues is included in the Utilization Report, see "Tracking Project Cost with a Utilization Report."
    Roles: Begin typing the name of the role assigned to the tasks and issues that contains the information you want to include in the Utilization Report, then click the name when it appears in the drop-down menu. 
    Repeat this process to include information from tasks and issues that are assigned to multiple roles in the Utilization Report.
    Add Filter Rule: Click Add Filter Rule, click inside the first field, then begin typing the field name that you want to filter on. If the field is available, it populates for each object where it can be associated. Click the name of the field to add it to the filter.
    For more information about the fields you see in the columns, see "Understanding Fields in Views and Reports." 
    Choose the filter and condition modifiers for the filter. The available modifiers are described in "Filter and Condition Modifiers."
  4. Click Save Filter to create the filter.
    The Utilization area is filtered with the information you included in the filter.

Applying a Saved Filter 

  1. Navigate to the project for which you want to filter the utilization information.
  2. Click Saved Filters.

Adjusting the Date Range for Which Information Is Displayed

You can adjust the date range for which utilization information is displayed. You can select a past or future date. Changes you make are visible only to you.

  1. Navigate to the project for which you want to adjust the date range of utilization information.
  2. Click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    utilization_overview.png
  3. Click Options, located in the upper-left corner of the Utilization tab.
  4. Click the current date range.
    utilization_daterange.png
  5. Select from the following options:
    Week: Select this option to select a given week (from Sunday through Saturday).
    Month: Select this option to select a given month.
    The date range you select is displayed in the utilization report, to the left of the Overall column.
    Workfront remembers whether you want to view a week or month view. The next time you access the utilization report, the current week or current month is shown, depending on the option you select.

Exporting Utilization Information for a Project

You can export utilization information for a project from Workfront. Information can be exported only in XLSX, TSV, and PDF formats.

When viewed in Microsoft Excel, negative numbers are displayed in parenthesis.

To export utilization information for a project:

  1. Navigate to the project for which you want to export utilization information.
  2. Click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    utilization_overview.png
  3. Click Export, located in the upper-left corner of the Utilization tab.
  4. Select from the following options:
    • PDF: Exports the report in PDF format. This is the recommended format if you are planning to print the report.
      Select either Letter - Portrait, Letter - Landscape, or Other Sizes (provides options for exporting in Legal (8.5" x 14"), Ledger (11" x 17"), and A4).
      Depending on the operating system you use, you might have the option of opening or saving the file. Either open the file with the associated application or save it to your hard drive.
    • Excel: Exports the report in XLSX format. This is the recommended format if you are planning to further analyze the data in Excel.
      Depending on the operating system you use, you might have the option of opening or saving the file. Either open the file with the associated application or save it to your hard drive.
    • Tab Delimited: Exports the report in TSV format. This is the recommended format if you are planning to import the data into third-party software for further analysis.
      Depending on the operating system you use, you might have the option of opening or saving the file. Either open the file with the associated application or save it to your hard drive.
  5. Continue with either of the following sections for information about using the exported document: