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Viewing Utilization Information for Projects, Programs, and Portfolios

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Utilization reports enable you to view the progress or cost of a project, program, or portfolio in a single report.

To access utilization information as described in this section, ensure that the following conditions are met:

  • You have Manage access to the project, program, or portfolio.
  • The Utilization tab is included on any layout template that is assigned to you and that is applied to either the projects you view or to the Reporting area.
    If your system administrator created a custom layout template for you, the Utilization tab might not be available by default, as follows:
    • The Utilization tab is not available by default on any custom layout templates that are assigned to you. If the system administrator assigned you a custom layout template, the system administrator must modify the existing layout template to include the Utilization tab, as described in "Customizing Tabs" in "Creating and Managing Layout Templates.")
    • The Utilization tab is available by default if the system administrator has not assigned a custom layout template to you.

The following sections describe how to view and use utilization information:

Tracking Progress and Cost with a Utilization Report

You can track the progress or cost of a project, program, or portfolio.

Tracking Progress

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

When tracking progress of a project, program, or portfolio, progress against both tasks and issues are included in the Utilization report.

Tracking Cost

You can track cost by viewing how the budgeted and planned costs compare to the actual costs. 

When tracking cost of a project, program, or portfolio, information on the Utilization report can come from both tasks and issues:

  • Tasks: Cost information from tasks 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 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."

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

  • For a given week or month, or for the overall project, program, or portfolio. 
  • By role or individual.[only true for projects]

The currency used on the utilization report is determined by the currency set on the project. For information about how to adjust the currency for a project, see "Changing the Default Currency for a Project."

You can display information on the Utilization report for a given week or month, or for the overall life of the projects. 

To track the progress or cost of one or more projects with a Utilization report:

  1. Do any of the following, depending whether you are viewing utilization information for an individual project, multiple projects, a program, or a portfolio:
    • To view utilization information for a single project:
      1. Navigate to the project for which you want to view utilization information, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
      2. Apply a filter to the Utilization report, then click Run. (You must filter the Utilization report prior to running it. For information about how to filter the Utilization report, see "Filtering Utilization Information.")
        Utilization information is displayed for individual users and roles (users are grouped within their associated role).
        utilization_overview.png
    • To view utilization information for multiple projects:
      1. Click Reporting in the Global Navigation Bar to navigate to the Reporting area, click the Utilization tab, then click the Show drop-down menu and click Projects.
      2. Apply a filter to the Utilization report, then click Run. (You must filter the Utilization report prior to running it. For information about how to filter the Utilization report, see "Filtering Utilization Information.")
        Utilization information is displayed for individual roles and projects (roles are grouped within their associated project).

        utilization_projects.png
    • To view utilization information for a program: 
      1. Click Reporting in the Global Navigation Bar to navigate to the Reporting area, click the Utilization tab, then click the Show drop-down menu and click Programs.
      2. Apply a filter to the Utilization report, then click Run. (You must filter the Utilization report prior to running it. For information about how to filter the Utilization report, see "Filtering Utilization Information.")
        Utilization information is displayed for individual projects and programs (projects are grouped within their associated program).

        utilization_programs.png
    • To view utilization information for a portfolio: 
      1. Click Reporting in the Global Navigation Bar to navigate to the Reporting area, click the Utilization tab, then click the Show drop-down menu and click Portfolios.
      2. Apply a filter to the Utilization report, then click Run. (You must filter the Utilization report prior to running it. For information about how to filter the Utilization report, see "Filtering Utilization Information.")
        Utilization information is displayed for individual projects, programs, and portfolios (projects are grouped within their associated program, and programs are grouped within their associated portfolio).

        utilization_portfolios.png
  2. In the upper-right corner of the Utilization report, click the View drop-down menu, then click either Cost or Hours.
    The option you select determines what columns and information is available in the report. For more information about the information available in each column, see Step 5.
    utilization_cost_hours.png
  3. (Optional) Select the date range for which utilization information is displayed. You can display information for a given week or month to the left of the Overall column. Information for the overall project, program, or portfolio is always displayed in the Overall column.
    For more information, see "Adjusting the Date Range for Which Information Is Displayed."
  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. Use the information in the following table to learn about each column in the Utilization report.
    Utilization Column Title When Viewing Hours Function
    Budgeted Hours

    The total budgeted hours on the included projects. You can view the total budgeted hours for the overall life of the included projects, or you can view total budgeted hours only for 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 included projects. You can view the total planned hours for the overall life of the included projects, or you can view total planned hours only for 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 included projects. You can view the total actual hours for the overall life of the included projects, or you can view the total actual hours only for 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 on the included projects. You can view the total budgeted variance for the overall life of the included projects, or you can view the total budgeted variance only for the specified date range (you can specify an individual week or month). 

    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 on the included projects. You can view the total planned variance for the overall life of the included projects, or you can view the total planned variance only for the specified date range (you can specify an individual week or month).

    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 Column Title When Viewing Cost

    Function

    Budgeted Cost  

    The total budgeted cost on the included projects. You can view the total budgeted cost for the overall life of the included projects, or you can view the total budgeted cost only for the specified date range (you can specify an individual week or month).

    Because the Budgeted Cost in the Utilization Report is focused on cost by role, the calculation is the same as the Budgeted Labor Cost within other areas of Workfront. For information about how Budgeted Labor Cost is calculated, see "Budgeted Labor Cost."

    Planned Cost  

    The total planned cost on the included projects. You can view the total planned cost for the overall life of the included projects, or you can view the total planned cost only for 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 cost on the included projects. You can view the total actual cost for the overall life of the included projects, or you can view the total actual cost only for 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 on the included projects. You can view the total budgeted variance for the overall life of the included projects, or you can view the total budgeted variance only for the specified date range (you can specify an individual week or month).

    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 on the included projects. You can view the total planned variance for the overall life of the included projects, or you can view the total planned variance only for the specified date range (you can specify an individual week or month). 

    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.

 

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.

Creating or Modifying a Filter

When you create a filter, all Workfront users who have access to the Utilization report also have access to the filter you create. Similarly, when you modify an existing filter, the filter is modified for all users who have access to the Utilization report.

To create or modify a filter:

  1. To filter utilization information for a single project, navigate to the project for which you want to filter utilization information, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To filter utilization information for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
  2. Click the Filter icon to display the filter options.
    utilization_filter.png
  3. (Conditional) To modify an existing filter, click the Filter drop-down menu, then select the filter you want to modify.
  4. Specify the following information to create or modify the filter:
    Portfolios: Begin typing the name of the portfolio 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.
    Programs:
     Begin typing the name of the program 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.
    Projects:
     Begin typing the name of the project 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.
    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 you want to be represented in the Utilization Report, then click the name when it appears in the drop-down menu. Repeat this process to include additional roles.
    The Utilization Report contains information only for the roles you specify. For example, a task contains 10 Actual Hours. 6 of those hours are from a Designer role and 4 are from a Developer role. If you filter the Utilization Report by role for Designer, the 4 hours that come from the Developer role are excluded from the report.
    Add Filter Rule: Click Add Filter Rule, click in 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."
  5. To create a new filter, click Save Filter.
    Or
    To modify an existing filter, click the drop-down arrow next to the Save Filter button, then click Save New Filter.
    In the Filter Name field, specify a name for the filter, then click Save.
    The Utilization area is filtered with the information you included in the filter.

Applying a Saved Filter 

  1. To apply a filter on the Utilization Report for a single project, navigate to the project for which you want to apply the filter, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To apply a filter on the Utilization Report for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
  2. Click Saved Filters, then select the filter you want to apply from the drop-down menu.

Duplicating a Filter 

  1. To duplicate a filter on the Utilization Report for a single project, navigate to the project for which you want to apply the filter, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To duplicate a filter on the Utilization Reportf or multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
  2. Click Saved Filters, mouse over the filter you want to duplicate in the drop-down menu, then click the Duplicate icon.
    utilization_filter_duplicate.png
    The Rename Filter dialog box is displayed.
  3. In the Filter Name field, specify a name for the new filter, then click Save.

Renaming a Filter

When you rename a filter, all Workfront users who have access to the Utilization report see the new name that you choose.

To rename a filter:

  1. To rename a filter on the Utilization Report for a single project, navigate to the project for which you want to apply the filter, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To rename a filter on the Utilization Report for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
  2. Click Saved Filters, mouse over the filter you want to duplicate in the drop-down menu, then click the Rename icon.
    utilization_filter_rename.png
    The Rename Filter dialog box is displayed.
  3. In the Filter Name field, specify a name for the new filter, then click Save.

Deleting a Filter

When you delete a filter, the filter is deleted for all Workfront users who have access to the Utilization report.

To delete a filter: 

  1. To delete a filter on the Utilization Report for a single project, navigate to the project for which you want to apply the filter, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To delete a filter on the Utilization Report for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
  2. Click Saved Filters, mouse over the filter you want to duplicate in the drop-down menu, then click the Delete icon.
    utilization_filter_delete.png
  3. Click Delete when prompted whether you want to delete the filter. 

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. To adjust the date range of the Utilization report for a single project, navigate to the project for which you want to adjust the date range, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To adjust the date range of the Utilization report for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
    utilization_overview.png
  2. Click Options, located in the upper-left corner of the Utilization tab.
  3. Click the current date range.
    utilization_daterange.png
  4. 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

You can export utilization information for a project, program, or portfolio 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:

  1. To export utilization information for a single project, navigate to the project for which you want to export utilization information, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To export utilization information for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
    utilization_overview.png
  2. Click Export, located in the upper-left corner of the Utilization tab.
  3. 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.
  4. Continue with either of the following sections for information about using the exported document:

Viewing Utilization Information in a Chart

You can visualize the data from the Utilization report in a chart view. 

  1. To view a Utilization report for a single project in a chart format, navigate to the project you want to view, then click the Utilization tab (depending on your layout settings, this might be located under the More tab).
    Or
    To view a Utilization report for multiple projects in a chart format for multiple projects, for a program, or for a portfolio, click Reporting in the Global Navigation Bar to navigate to the Reporting area, then click the Utilization tab.
  2. In the upper-right corner of the Utilization report, click the Chart icon.
    utilization_chart.png
    The Utilization report is displayed in a chart view. 
  3. (Optional) Configure this to show Projects, Programs, or Portfolios by selecting the appropriate option from the Show drop-down menu.
  4. (Optional) Mouse over a specific point in time on the report to view data for that point in time.
    utilization_chart_hover.png
  5. (Optional) Adjust the filters to decide what information is displayed in the chart. For information about adjusting the filters, see "Filtering Utilization Information."
  6. (Optional) Configure the timeframe of the chart report, as described in "Adjusting the Date Range for Which Information Is Displayed."