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Viewing Utilization Information for Projects, Programs, and Portfolios

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

Understanding the Utilization Report

The Utilization report enables you to view the progress, cost, or revenue of a project, program, or portfolio in a single report. You can also compare revenue against cost.

Tracking Hours (Progress)

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

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

The following information is available in the Utilization report when tracking Hours: 

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). 

NOTE Budgeted Hours are populated from information available in the new Resource Budgeting area of the Business Case.

Budgeted Hours appear on the Utilization report in any of the following rows:

  • Budgeted hours are summarized by job role and by individual user in the Utilization report, as follows:
    Individual User: Budgeted Hours are summarized for each user in the utilization report. These Budgeted Hours are associated with the tasks and issues that the user is assigned to on the included projects. (You can expand the row of the corresponding job role to view a list of users with that job role.)
    Job Role: Budgeted Hours are summarized by job role in the utilization report.
    Budgeted 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 is assigned to the task or issue where the Budgeted Hours are associated. 
    • The job role of the user assigned 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 that has Budgeted Hours associated, and the user assigned to the task or issue does not have a job role defined in the system.
  • Unallocated Hours: Budgeted Hours are displayed in the utilization report in the Unallocated Hours section when Budgeted Hours are associated with a task or issue and there is no user or role assigned to the task or issue.
    This section appears only when there are hours on the project that match this description.

 

For more information about budgeted hours, see the "Location the Budgeted Hours of a Project" section in the "Calculating Budgeted Labor Cost" article.

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 summarized for each user in the utilization report. These Planned Hours are associated with the tasks and issues that the user is assigned to on the included projects. (You can expand the row of the corresponding job role to view a list of users with that job role.)
    Job Role: Planned Hours are summarized by job role in the utilization report.
    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 is assigned to the task or issue where the Planned Hours are associated. 
    • The job role of the user assigned 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 that has Planned Hours associated, and the user assigned to the task or issue 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 Planned Hours are associated with a task or issue and there is no user or role assigned to 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.

Tracking Cost

You can track cost by viewing how the Budgeted Cost and Planned Cost compares to the Actual Costs. 

When tracking the cost of a project, program, or portfolio, information in the Utilization report comes from 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."

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."

The following information is available in the Utilization report when tracking Cost: 

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 "Calculating 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 "Modifying Cost Types for Individual Tasks" in "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, "Modifying Cost Types for Individual Tasks" in 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.

Tracking Revenue

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

When tracking the revenue of a project, program, or portfolio, revenue only from tasks is included in the Utilization report.

The following information is available in the Utilization report when tracking Revenue:

Column Title When Viewing Revenue  Function
Budgeted Revenue

The total Budgeted Hours multiplied by the Role Billing Rate on the included projects. You can view the total budgeted revenue for the overall life of the included projects, or you can view the total budgeted revenue only for the specified date range (you can specify an individual week or month).

Planned Revenue

Planned Revenue is the revenue associated with the Planned Hours of the tasks. (For more information about Planned Revenue, see "Tracking Revenue Amounts" in "Understanding Billing and Revenue.")

The way the Utilization report calculates and displays Planned Revenue for the included projects differs depending on the Revenue Type set on the task, as follows:

Fixed Revenue: Regardless of the task assignments, the revenue on the task is always calculated using the Fixed Amount specified on the task, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue.".

Unlike in other areas of Workfront, the Utilization report calculates Planned Revenue by dividing Fixed Revenue evenly by the number of Planned Hours on the task.
For example, a task has a revenue of $200. If there are 4 Planned Hours on the task, each hour would be $50. This is distributed on a user and role level. This distribution is unique to the Utilization report.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Role Hourly: The revenue on the task is calculated using the billing rate set for a specific role, multiplied by the number of Planned Hours, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

[You can override role billing rates at a company and project level. If the default is $10 in the org, you can override at the project or company]

User Hourly: The revenue on the task is calculated using the billing rate set for a specific user, multiplied by the number of hours logged against the task from that user, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

Role Hourly Plus Fixed: The revenue on the task is calculated using the billing rate set for a specific role, multiplied by the number of Planned Hours. In addition, a fixed amount that is specified on the task is added to the role rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Planned Revenue by dividing Fixed Revenue evenly by the number of Planned Hours on the task.

User Hourly Plus Fixed: The billing rate set for a specific user, multiplied by the number of Planned Hours on the task from that user. In addition, a fixed amount that is specified on the task is added to the user rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Planned Revenue by dividing Fixed Revenue evenly by the number of Planned Hours on the task.

Role Hourly w/Cap: Tasks are billed hourly as in Role Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Planned Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Planned Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

User Hourly w/Cap: Tasks are billed hourly as in User Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Planned Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Planned Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

Actual Revenue

Actual Revenue is the revenue associated with the Actual Hours of the tasks. (For more information about Planned Revenue, see "Tracking Revenue Amounts" in "Understanding Billing and Revenue.")

Actual Revenue is displayed in the Utilization report only after the task is marked as Complete or Done (or a status that equates with Complete).

The way that the Utilization report calculates Actual Revenue for the included projects differs depending on the Revenue Type set on the task, as follows:

Fixed Revenue: Regardless of the task assignments, the revenue on the task is always calculated using the Fixed Amount specified on the task, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue.".

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Role Hourly: The revenue on the task is calculated using the billing rate set for a specific role, multiplied by the number of Planned Hours, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

[You can override role billing rates at a company and project level. If the default is $10 in the org, you can override at the project or company]

User Hourly: The revenue on the task is calculated using the billing rate set for a specific user, multiplied by the number of hours logged against the task from that user, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

Role Hourly Plus Fixed: The billing rate set for a specific role, multiplied by the number of hours logged against the task from a user with that role. In addition, a fixed amount that is specified on the task is added to the role rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Actual Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

User Hourly Plus Fixed: The billing rate set for a specific user, multiplied by the number of hours logged against the task from that user. In addition, a fixed amount that is specified on the task is added to the user rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Actual Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Role Hourly w/Cap: Tasks are billed hourly as in Role Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Actual Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Actual Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

User Hourly w/Cap: Tasks are billed hourly as in User Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Actual Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Actual Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Budgeted Variance (for Revenue)

The total Actual Revenue minus Budgeted Revenue 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 Revenue)

The total Actual Revenue minus the total Planned Revenue 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.

Comparing Revenue against Planned and Actual Costs

You can view the Planned or Actual Cost alongside the Planned Revenue. The Margin (%) is also displayed (margin is calculated as Revenue - Cost / Revenue).

The following information is available in the Utilization report when comparing Revenue against Planned and Actual Costs: 

Column Title When Viewing Revenue vs Cost (Planned)  Function
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 "Modifying Cost Types for Individual Tasks" in "Understanding How Planned and Actual Cost Are Calculated."

Planned Revenue

Planned Revenue is the revenue associated with the Planned Hours of the tasks. (For more information about Planned Revenue, see "Tracking Revenue Amounts" in "Understanding Billing and Revenue.")

The way the Utilization report calculates and displays Planned Revenue for the included projects differs depending on the Revenue Type set on the task, as follows:

Fixed Revenue: Regardless of the task assignments, the revenue on the task is always calculated using the Fixed Amount specified on the task, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue.".

Unlike in other areas of Workfront, the Utilization report calculates Planned Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.
For example, a task has a revenue of $200. If 4 hours are logged on the task, each hour would be $50. This is distributed on a user and role level. This distribution is unique to the Utilization report.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Role Hourly: The revenue on the task is calculated using the billing rate set for a specific role, multiplied by the number of Planned Hours, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

[You can override role billing rates at a company and project level. If the default is $10 in the org, you can override at the project or company]

User Hourly: The revenue on the task is calculated using the billing rate set for a specific user, multiplied by the number of hours logged against the task from that user, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

Role Hourly Plus Fixed: The revenue on the task is calculated using the billing rate set for a specific role, multiplied by the number of Planned Hours. In addition, a fixed amount that is specified on the task is added to the role rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Planned Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.

User Hourly Plus Fixed: The billing rate set for a specific user, multiplied by the number of hours logged against the task from that user. In addition, a fixed amount that is specified on the task is added to the user rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Planned Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.

Role Hourly w/Cap: Tasks are billed hourly as in Role Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Planned Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Planned Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

User Hourly w/Cap: Tasks are billed hourly as in User Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Planned Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Planned Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

 
Margin

The Margin percentage is calculated as follows:

Planned Revenue - Planned Cost / Planned Revenue * 100.

NOTE If Planned Revenue equals 0, Margin is displayed as 0.

Column Title When Viewing Revenue vs Cost (Actual)  Function
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, "Modifying Cost Types for Individual Tasks" in see "Understanding How Planned and Actual Cost Are Calculated."

Actual Revenue

Actual Revenue is the revenue associated with the Actual Hours of the tasks. (For more information about Planned Revenue, see "Tracking Revenue Amounts" in "Understanding Billing and Revenue.")

Actual Revenue is displayed in the Utilization report only after the task is marked as Complete or Done (or a status that equates with Complete).

The way that the Utilization report calculates Actual Revenue for the included projects differs depending on the Revenue Type set on the task, as follows:

Fixed Revenue: Regardless of the task assignments, the revenue on the task is always calculated using the Fixed Amount specified on the task, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue.".

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Role Hourly: The revenue on the task is calculated using the billing rate set for a specific role, multiplied by the number of Planned Hours, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

[You can override role billing rates at a company and project level. If the default is $10 in the org, you can override at the project or company]

User Hourly: The revenue on the task is calculated using the billing rate set for a specific user, multiplied by the number of hours logged against the task from that user, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

This behavior does not change when viewing the Utilization report.

Role Hourly Plus Fixed: The billing rate set for a specific role, multiplied by the number of hours logged against the task from a user with that role. In addition, a fixed amount that is specified on the task is added to the role rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Actual Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

User Hourly Plus Fixed: The billing rate set for a specific user, multiplied by the number of hours logged against the task from that user. In addition, a fixed amount that is specified on the task is added to the user rate. (For more information, see "Understanding Revenue Types" in "Understanding Billing and Revenue.")

Unlike in other areas of Workfront, the Utilization report calculates Actual Revenue by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

Role Hourly w/Cap: Tasks are billed hourly as in Role Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Actual Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Actual Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

User Hourly w/Cap: Tasks are billed hourly as in User Hourly, but they have a maximum Cap Amount that you can specify, as described in "Understanding Revenue Types" in "Understanding Billing and Revenue."

Unlike in other areas of Workfront, if the Actual Revenue exceeds the cap, the remainder is calculated as if it were Fixed Revenue, and Actual Revenue is calculated by dividing Fixed Revenue evenly by the number of hours logged on the task.

NOTE If you have a Fixed Revenue task and there are no hours (Planned or Actual), it does not display correctly in the Utilization Report because there is no way to distribute hours.

 
Margin

The Margin percentage is calculated as follows:

Actual Revenue - Actual Cost / Actual Revenue * 100.

NOTE If Actual Revenue equals 0, Margin is displayed as 0.

Prerequisites

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.

Tracking Progress, Cost, and Revenue with a Utilization Report

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

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 on 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. Utilization information is displayed automatically when viewing an individual project, and applying a filter is not required.
        If you want to filter the Utilization report, you can apply a filter, then click Run.
        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 specify one or more projects in the filter prior to running the Utilization report. 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 specify one or more programs in the filter prior to running the Utilization report. 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 specify one or more portfolios in the filter prior to running the Utilization report. 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 select from the following:
    • Cost
    • Hours
    • Revenue
    • Revenue vs. Cost (Planned)
    • Revenue vs Cost (Actual).
    The option you select determines which columns and information are available in the report. For more details about the information available in each column, see the table in Step 5.
    utilization_view_dropdown.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. Sorting works only when you include multiple items in your report. For example, you can sort the results of your report when you are looking at more than one project (or portfolio or program). You cannot sort the results when you are looking at only one project (or one portfolio or one program) at a time. 
    For more information about the table, see "Understanding Utilization Information in a Project."
  5. Use the information in "Understanding the Utilization Report" to learn about each column in the Utilization report.

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 portfolios in the Utilization report.
    To include all portfolios from your system in your filter, click Add all. (This option is available only if you have fewer than 10 portfolios in your system.)
    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.
    If you already designated any portfolios in the filter, the program you specify must be from the portfolios already included in the filter. If it is not, data from the program is not included in the Utilization report.
    To include all programs from your system in your filter, click Add all. (This option is available only if you have fewer than 20 programs in your system.)
    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 projects in the Utilization report.
    If you already designated any portfolios or programs in the filter, the project you specify must be from one of the portfolios or programs already included in the filter. If it is not, data from the project is not included in the Utilization report.
    To include all projects from your system in your filter, click Add all. (This option is available only if you have fewer than 250 projects in your system.)
    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.
    If you already designated any portfolios, programs, or projects in the filter, the task you specify must be from one of the portfolios, programs, or projects already included in the filter. If it is not, data from the task is not included 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.
    If you already designated any portfolios, programs, or projects in the filter, the issue you specify must be from one of the portfolios, programs, or projects already included in the filter. If it is not, data from the issue is not included 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 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 Duplicate icon.
    utilization_filter_duplicate.png
    The Duplicate 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."

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This article last updated on 2018-09-12 21:10:43 UTC