Utilization is a powerful tool to help you optimize staffing projects and efficiently manage employees to achieve peak performance on every job.

Utilization Screen Overview

Workforce Utilization has several features that allow you to quickly find employees, view shift assignments, and see where your employees are over or underutilized. To get the most out of Utilization, you will want to make use of:

"Utilization Only" and "Utilization with Assignments" Displays
Adding Filters
Changing Date Ranges
Creating and Saving Views

Utilization Only Vs. Utilization with Assignments

One powerful feature in the Utilization section is the ability to change your display.

Utilization Only View

The "Utilization Only" view is a broader view that emphasizes employees' total allocation. The view shows the Employees on the left with a view of their utilization on the right.

Green means that they have availability; their utilization is less than 100%.

Gray means that the employee is unavailable and at 100% utilization.

Red means that the employee is unavailable and over-utilized; their utilization exceeds 100%. This indicates the need for reassignment during that time period.

The breaks in between the bars signify a change in utilization and/or a change in shift assignment.

For example, let's look at the employee highlighted below, Julie Kshlerin:

You will notice that over the 5 year timeline, there are 5 segments shown in Julie's utilization chart. In chronological order, the first time segment is at 0% utilization, the next two are at 50% utilization (the break signifies a change in the project she's assigned to), the next is at 150% utilization, and the last is at 100% utilization.

The first three segments are green, signifying that Julie is not completely utilized. Additional shifts can be assigned to her in this time so long as they do not put her over 100% utilization. If you assign a shift during those times that results in her utilization exceeding 100%, that segment will turn red. You will want to edit the shift assignments for anyone that is over-allocated.

If you click on any section, you can see which projects they are assigned to and select the project if you need to change a shift assignment.

Utilization with Assignments View

The "Utilization with Assignments" view is a more focused employee view that shows an employees utilization with the specific projects to which they are assigned.

This is particularly useful when you are examining a specific employee's utilization as opposed to the broader allocation of your entire workforce.

In this view, you will see the utilization bars like you do in the "Utilization only" view. However, the specific shift assignments will be shown below with the utilization on each shift:

This is especially useful when deciding which shift to move and reassign in cases of over-allocation, among other uses.

Adding Filters

Filters allow you to customize your views. For example, if you have 100 employees and you only want to see your project managers, you can add a filter to view all Project Manager shifts:

When applied, you'll narrow down your employees/shifts to see that role only:

You can also filter by Employee Name, Shift Start Date, Shift End Date, Location, Project, Project Assignee, etc. Here are some other use cases:

See who is working on all projects assigned to you
See who is working on all projects associated with a specific company
See who is working during specific date ranges
See what shifts are filled on projects that have been Won or that are in Pursuit etc.

Changing Date Ranges

Changing the date range on your Utilization display is easy. Simply click the time range above the employees and select the desired time increment:

Creating and Saving Views

Depending on the size of your company and the number of projects in your pipeline, you may want to save specific views for quick and easy access.

For example, maybe you consistently review the allocation of your project managers on a 1 year timeline. Rather than adding your filters every time you want to look at the this view, you can just create it once and save it for future viewing:

Simply add your filters and update the timeline and display. Then click the Utilization drop down and select "Duplicate View." Give the view a name, and select the viewing permissions - Personal or Shared. Click "Create," and you will see the saved view show up under the Utilization drop down:

Create as many views as you would like!

Exporting the Utilization View

Quickly export a PDF of your Utilization view by navigating to Workforce > Utilization:

Next, select the drop-down menu and click on Export: