Employee utilization report

You can use the Financial Report Writer to create an employee utilization report that analyzes employee efficiency. You can report on a combination of metrics, including billable and non-billable hours, and utilized and non-utilized hours to analyze exactly how time is spent.

In this topic, you'll learn how to:

  • Set up your company to capture utilization metrics
  • Report on these metrics in the Financial Report Writer

After you create this report, you can run it from either the Financial Report list in the General Ledger or from the Reports center.

About the report

An employee utilization report shows a break down of the actual hours worked by an employee against their budgeted hours. You can also choose to include which of those hours are billable or non-billable, and which are utilized or non-utilized.

The following is a sample report for employee utilization:

Employee utilization report showing billable and non-billable hours compared to budgeted hours for two active employees.

Prerequisites

Before you create an employee utilization report in the Financial Report Writer, you must ensure these prerequisites are met:

Prerequisite Description

Configure Projects to capture labor hours

You can set up your company so that labor hours are tracked as timesheets are posted. This information is automatically tracked using a statistical journal and statistical accounts that you select on the Configure Projects page.

To select a statistical journal:

  1. Go to Company > Admin > Subscriptions.

  2. Select Projects.

    The Configure Projects page appears.

  3.  In the Timesheet GL posting section, for Journals, select the statistical journal you want to capture labor hours.

    For detailed information on how to create a statistical journal, go to Statistical journals.

To select a statistical account:

    Go to Company > Admin > Subscriptions.

  1. Select Projects.

    The Configure Projects page appears.

  2. In the Timesheet GL Posting section, for Accounts, select statistical accounts to capture labor hours.
    1. You can select individual statistical accounts for each area you want to report on, for example, billable and non-billable, and utilized and non-utilized hours. This option offers the most flexibility for reporting.
    2. Optionally, you can select just one statistical account to track all labor types, for example, "Labor hours." This setup works if you don't plan to separately report on billable, non-billable, utilized, and non-utilized hours.

    For detailed information on how to create a statistical account, go to Statistical accounts

Set up employee labor budgets

If you haven't already, create labor budgets for each employee to be included in the report. This enables you to include the actual and total budgeted hours for each employee in the report. Optionally, you can choose to distinguish between billable and non-billable, and utilized and non-utilized labor hours by setting up budgets for each of these accounts.

  1. Go to General Ledger > All > Reports and select Add (circle) next to Budget.

  2. Give your budget a Budget ID and Description and select Save.

    You'll return to the Budgets list page.

  3. After you've created a budget, for example "Utilization targets," you can add employees and accounts on the Budget Information page. Go to General Ledger > All > Reports > Budget and select Details for the budget.
  4. To select an account and employee for which you want to add a budget to your budget, select Add. You'll need to set up a record for each employee.
    In the Add mode, the lower portion of the page is blank until you select Show Periods, at which point the page is refreshed to display the periods you can budget and corresponding fields in which you can assign budget amounts.
  5. Set the total budget hours for each month by month.

    For detailed information on how to create a budget, go to Budget details for an account.

Distinguish between utilized and non-utilized tasks

Edit tasks to indicate whether they are billable or non-billable, and utilized or non-utilized. Employees select a task when entering their timesheet information. This enables tracking and categorizing of different types of labor hours automatically in your report.

To edit a task:

  1. Go to Projects > All > Projects > Tasks. Select a task to edit.
  2. On the Task tab, select the checkbox for Billable, or leave it blank.
  3. On the Additional Info tab, select the checkbox for Utilized, or leave it blank.
    For detailed information about tasks, go to Work with project tasks.

Set up your reporting structures: dimension groups and account groups

The rows and columns of your employee utilization report will consist of dimension groups and statistical account groups.

For example, the sample report uses:

  • an employee dimension structure in the rows
  • statistical account groups in the columns

At a minimum you must create statistical account groups which contain the statistical accounts that represent the labor hours you want to show in the report.

For example, if you want to display billable hours as a column in your report, you'll need to create a statistical account group for billable hours.

Account groups are the fundamental building blocks of financial reports. Every account you have must be part of an account group if you want to use its data in a balance sheet, income statement, cash flow, or other report.

To set up an employee dimension structure:

  1. Go to Expenses > Setup > Employees > Groups .

    The Employee group information page appears.

  2. Select Add to create an employee dimension group that is also a dimension structure. To do this, check the Dimension Structure checkbox. For example, you may want to create an employee dimension group called "Active Employees" to get data for all employees currently active in your company.
  3. Select either All members or Specific members to include in the group.
    • To include all active employees, select All members and then filter for employees where the Status is "Active."
    For detailed information, go to .

To set up statistical account groups:

  1. Go to Reports > Setup > Accounts > Groups. The Account Groups page appears.
  2. Select Add to create one or more statistical account groups to act as a container for your accounts.
    1. Creating account groups for each account (Billable, Non-billable, Utilized, and Non-utilized) enables you to view and compare the details of how hours are utilized and billed on your report. These are the accounts which you selected on the Configure Projects page.
    2. Creating one account group, for example, "Labor hours," enables you to just report on all total hours.
    For more information on statistical account groups, go to Statistical accounts

Create the report

You can create many different types of reports using the information you've just set up. Here's some tips on how to create the report shown in the sample.

To create a report that features dimensions in report rows or columns:

  1. Go to General Ledger > All > Financial reporting and select Add (circle) next to Financial reports.
  2. On the Financial Report Writer page, on the Report Info tab, give your report a name.
  3. In the Report structure section of the Report Info tab:
    • Enter a Report Name, for example "Employee Utilization."
    • For Report Structure, select Dimensions.
  4. On the Rows tab, select Select dimension structures. Select the employee dimension structure you created above in Step 4, for example "Active employees."
  5. On the Columns tab, select the account groups you created above in Step 4, and the labor budget you created in Step 2.
    • Create a column for each account group you created above in Step 4. For example, to create a report like the one in the sample above, you would select the account groups "Billable hours," "Utilized hours," and "Non-utilized hours." Select Actual for the column type.
    • Create a column for the total hours worked. Select the account group for employee hours. Select Actual for the column type.
    • Create a column for budgeted hours. Select the account group for employee hours, but select Budget for the column type.

Run the report

To run the report, go to either:

  • The Financial Report Writer (General Ledger > All > Core > Financial reports)

OR

  • The Reports center (select Reports on the main menu).