Setting up Utilization Analytics

To enable your users to use Utilization Analytics, you need to:

  • Assign the "PSA - Utilization Analytics" permission set to users.
  • Configure Utilization Analytics in the Feature Console.
  • Configure a utilization setup record.

Assigning Permission Sets

You must assign the PSA - Utilization Analytics permission set to users who need to access Utilization Run. For information on how to assign permission sets to users, see the Salesforce Help.

Salesforce automatically generates the integration user when Analytics is enabled in your org. Ensure that you grant the following to the integration user:

  • Relevant access permissions to link the Salesforce data with Analytics.
  • A PSA license and read access to PSA.
  • The PS Cloud Analytics Integration User Read Access permission set.

For more information, see PS Cloud Analytics Permission Sets

Enabling Utilization Analytics

This Feature Console page helps you to configure Utilization Analytics in Lightning Experience. To start using Utilization Analytics:

  1. Navigate to the Feature Console | Utilization Analytics.
  2. Perform the feature steps to configure utilization setup for use in Utilization Analytics.

For more information about the Feature Console and enabling and disabling features, see the following:

Feature Step 1

This feature step enables you to populate the Reverse ID Chain field on the Region, Practice and Group records for use in Utilization Analytics. This way you can view Region, Practice and Group in the Utilization Analytics dashboard.

Feature Step 2

This feature step enables you to add the Last, Current and Next Quarter option and the custom option to the Utilization Period field on the Utilization Setup object.

Feature Step 3

This feature step enables you to add the Utilization Run Monitor IntervalClosed The frequency in minutes that the Utilization Run Monitor executes after a utilization run has started. The Utilization Run Monitor checks for uncatchable exceptions within the process, preventing the utilization run from processing indefinitely. and Unheld Resource Request Batch SizeClosed The maximum number of unheld resource request records to process in a single batch for a utilization run. fields to the Utilization Setup page layout.

Feature Step 4

This feature step enables you to assign Utilization Lightning record pages as org defaults. You can update action overrides for the following objects by selecting them and clicking Perform:

  • Utilization Run
  • Utilization Result
  • Utilization Setup
  • Utilization Run Batch
Note: You can deselect the checkboxes next to the relevant options, if you want to keep the current values and manually update the action overrides later.

Feature Step 5

This feature step enables you to populate the Record Type field on the Utilization Runs page.

Configuring Utilization Setup

To configure the utilization settings and schedule a utilization run:

  1. Navigate to PSA Administration | Utilization and click the Manage Utilization Setup link. The Utilization Setup window opens.
  2. Choose the period you would like to calculate utilization for It could be one of the following:
    • Last, Current, and Next Year
    • Current and Next Year
    • Last, Current, and Next Quarter
    • Custom. If you have selected this option, specify a custom date range for utilization runs. Enter the start and end dates for the date range.
  3. [Optional] In the Select Notification Options area select one or more of the checkboxes as described in Utilization Setup Fields.
  4. In the Configuration Options area, select either or both options:
    • [Optional] Calculate Hours for Threshold Values
    • [Optional] Use Advanced Settings
      Note: Depending on your selection in this step, the Utilization Setup wizard opens one after another for either or both of the options.
  1. Click Next.
  2. In the Utilization Setup wizard for Calculate Hours for Threshold Values, specify the threshold values in ascending order as described in Utilization Setup Fields. These values must be based on opportunity stage percentages, that drive the calculations for weighting the unheld resource request hours.
  3. Click Next
  4. In the Utilization Setup wizard for advanced settings, select the applicable timecard statuses which you want to include in Utilization. You can also select either or both of these additional settings:
    • Only Include Changes
    • Subtract Holidays From Calendar Hours

      5. For more information, see Utilization Setup Fields.

  1. Click Next.
  2. In the Utilization Setup wizard for Use Advanced Settings, specify the batch settings as described in Utilization Setup Fields.
  3. Click Next. The Utilization Setup Schedule Run window opens.
  4. Choose the frequency at which you want to schedule the utilization run. The options are:
    • Daily: Sets the job to run daily.
    • Weekly: Pick the day (or days) of the week when you want the job to run.
    • Monthly: Specify the day of the month, either as a fixed date such as day 17 of every month, or as a relative date such as the third Tuesday of every month.
  5. Enter your preferred start time for the scheduled job.
    6. Note: The job uses the time zone of the user who schedules it.
  6. Click Done. This overwrites any existing utilization run scheduled jobs. For information on scheduling utilization runs, see Starting a Utilization Run.  

To view or delete the UtilizationAnalyticsScheduler job, from Setup, enter Jobs in the Quick Find field, and then select Scheduled Jobs.