Utilization Analytics Dashboard

Tutorial: Utilization Analytics Dashboard Overview

The Utilization Analytics dashboard displays data from the Utilization Results dataset. By default, this dashboard displays data for all time periods. This dashboard is designed to be embedded in the PSA Resource Manager Workspace. For more information, see Embedding PSA Analytics Dashboards in a Lightning Page.

The dashboard is available in the following apps:

PSA Analytics: Utilization Analytics dashboard
PSA Analytics Embedded Dashboards: Utilization Analytics (Embedded) dashboard

This dashboard enables you to:

Compare the scheduled or actual hours logged with the calendar hours.

Comparing Utilization Details with Utilization Results

Depending on the setup of your PSA data environment and your reporting preferences, you can use either Utilization Details or Utilization Results to create the utilization data viewed in PSA Analytics.

Lenses and reports created using either of these methods might display variations in data. This is due to the different configuration and calculation options available for Utilization Details and Utilization Results.

To learn how to validate the data displayed using Utilization Results against data derived from Utilization Details, see Matching Utilization Calculations.

Prerequisites

This dashboard only displays data for actual hours logged up to close of play of the previous week. Hours after this cutoff are categorized as scheduled hours, regardless of how frequently you run your Utilization Results calculation or PSA Analytics dataflow.

For example, if you ran your Utilization Results calculation and Dataflow on a Wednesday, regardless of whether timecards had been submitted between the end of Saturday last week and today, your actual hours would be calculated on the timecards whose dates ended before last Saturday. Late timecards for business last week would be included but timecards for business conducted during the partial week would not be included.

KPIs

The following table contains details of the main utilization calculations contained in this dashboard. These calculations can be configured and renamed according to your reporting requirements. For more information see Setting up the Utilization Analytics Dashboard.

KPI	Description
Productive Utilization	Total utilization. This is calculated using the following formula: (Billable Timecard Hours + Billable Assigned Hours + Credited Timecard Hours + Credited Assigned Hours) / (Total Work Hours - Excluded Timecard Hours - Excluded Assigned Hours)
Actual Utilization	(Billable Actual Timecard Hours + Credited Actual Timecard Hours) / (Actual Calendar Hours - Excluded Actual Timecard Hours)
Scheduled Utilization	(Scheduled Billable Hours + Scheduled Credited Hours) / (Scheduled Calendar Hours - Scheduled Excluded Hours)

KPI

Description

Productive Utilization

Total utilization. This is calculated using the following formula:

(Billable Timecard Hours + Billable Assigned Hours + Credited Timecard Hours + Credited Assigned Hours) /

(Total Work Hours - Excluded Timecard Hours - Excluded Assigned Hours)

Actual Utilization

(Billable Actual Timecard Hours + Credited Actual Timecard Hours) /

(Actual Calendar Hours - Excluded Actual Timecard Hours)

Scheduled Utilization

(Scheduled Billable Hours + Scheduled Credited Hours) /

(Scheduled Calendar Hours - Scheduled Excluded Hours)

Managing Filters

Select whether to display your data as Actual or Scheduled. Your selections determine the data available to filter below.

Your filter selection determines the data displayed on the dashboard. To set or change your filters, use the following drop-down options:

Date: select the time period you want to view data for. You can select between fiscal year, fiscal quarter, calendar year, calendar quarter, calendar month, and day. You can also select all time or custom to input the time period of your choosing. The data displayed in the dashboard changes according to whether you select a past, current or future time period. For example, Previous Quarter displays Actual Utilization, Current Quarter displays Actual, Scheduled, and Productive Utilization, and Next Quarter displays Scheduled Utilization.
Note: If you select your Date Range as Current Year, the dashboard only displays a date range for which data is available. For example, if you selected Current Year, but only had data for January 1, 2021 - September 30, 2021, the dashboard would only display data for this range. This would be indicated in the Utilization chart x axis and in the chart subheading.
Included Hours: select the type of hours you want to view data for.
Resource: select the resource by name whose related scheduled utilization you want to view the data for. You can also select All to view data from all scheduled utilization.
Role: view your scheduled utilization data by grouping it according to the roles the assigned resources have. You can also select All to view data from all scheduled utilization.
RPG Level: select the RPG hierarchy level you want to filter your data by. Selections here determine the region options displayed under "Region", "Practice", and "Group".
Region: select the region, according to your PSA region associated with the resource, practice, and group settings, you want to view data for.
Practice: select the practice, according to your PSA region associated with the resource, practice, and group settings, you want to view data for.
Group: select the group, according to your PSA region associated with the resource, practice, and group settings, you want to view data for.

Note:

RPG hierarchies in the RPG filters are only displayed to the levels for which data is available.

Utilization Analytics Dashboard Charts

The Utilization Analytics dashboard contains the following pages, charts, tables, local filters and components:


Chart	Type	Description
Utilization Chart	Bar comparison chart / Line chart	Enables you to compare the percentage value of projected, actual or scheduled utilization by region, practice, group, resource, or resource role. You can filter the data in this chart with the following drop-down selectors: Hours. Available options are Billable, Total Productive, and Productive. View by. Available options are Week Ending (Default), Month, Region, Practice, Group, and Role. Note: You can change the View by Week Ending selector to display data by Week Starting. To do this, follow the steps described in View by Week Starting. When viewing utilization by Week or Month, these time period types are derived from the Time Period object in your PSA data environment, rather than calendar weeks or months. Note: If you select View by Week or Month, the chart type changes from bar to line.
Utilization Indicators	Indicator cards	Displays Projected, Actual, and Scheduled Utilization as percentage values. Note: If you select a previous Date Range such as Previous Quarter, then Projected Utilization changes to Historical Utilization.
Capacity Indicators	Indicator cards	Displays Remaining Capacity, Assigned, Held Requests, and Unheld Requests as percentage values. If your remaining capacity falls to 0% or lower, Remaining Capacity changes to Over Capacity and the indicator changes from green to red. If your selected date range is in the past, such as Previous Quarter, the capacity indicator color changes to gray. Note: Selections made to your filters in the Capacity chart are reflected in the Capacity indicator. For example, if you select Assigned Hours, then Remaining Capacity is calculated using only Assigned Hours.
Capacity Chart	Bar comparison chart	Enables you to view capacity for your selected date range by Assigned, Held Requests and Unheld Requests. You can filter the data in this chart with the following drop-down selectors: Week Ending (Default) Region Practice Group Role Note: You can change the View by Week Ending selector to display data by Week Starting. To do this, follow the steps described in View by Week Starting. Available RPG levels in this selector are controlled by the global RPG filters in the dashboard. For example, selecting group level 01 in the global picker enables you to view by group level 01 in the Capacity chart. You can filter the data for capacity hours in this chart with the following drop-down selectors: Assigned Assigned + Held Assigned + Held + Unheld

View by Week Starting

Tutorial: View by Week Starting in the Utilization Analytics Dashboard

You can change the View by Week Ending selector to display data by Week Starting. To do this, you must perform the following steps:

In the Utilization Analytics dashboard, click Edit.
Double-click the View by Week Ending selector and click Continue.
In the New Custom Query modal, select Week Ending in the Text display column, and change the text to your preferred label, for example, Week Starting.
In the Text dimension column, change TimePeriodWeekEndDate to TimePeriodWeekStartDate.
Click Done.
Click Preview | Save.
[Optional] Enter a new name, description, or version history.
[Optional] Select a new app to save your amended dashboard to.
To show the amended label, choose another option from the View by selector and then reselect your amended label.

For more information about dashboard functionality, see Using the Dashboards Charts.