Utilisation reports
- Who
- Owners, Admins and Analysts see everyone; managers see their people
- Where
- Team/Org › Reports › Utilisation
- Views
- By Users, By Projects, By Availability, Weekly
- Data from
- Team Builder, Jira and Tempo, Business Central or a custom source
The utilisation reports show planned time over a timeline, past, present and future. By Users shows each person and the projects they are on. By Projects shows each project and the people on it. By Availability and Weekly help you find who has room and spot over-booking.
How it works
Utilisation is the share of a person's working week that is planned on projects. The reports put it on a timeline, so you can look back, see today and plan ahead.
| View | Menu | Shows | Use it to |
|---|---|---|---|
| By Users | Utilisation › By Users | One row per person, with the projects they are on over time | Plan people and spot who is over-booked |
| By Projects | Utilisation › By Projects | One row per project, with the people on it and their hours | Check how a project is staffed |
| By Availability | Utilisation › By Availability | People sorted by their planned utilisation for the next three months | Find who has room soon |
| Weekly | Utilisation › Weekly | Each person's utilisation week by week | See peaks and gaps week by week |
The numbers come from planned project time and absence. See Plan with utilisation and availability for where they come from and how to set up the working week.
Before you start
- Your role. Owners, Admins and Analysts see everyone. Managers see the people who report to them.
- Project time. Plan it in Team Builder, or connect Jira and Tempo or another source.
- Dates on projects. Projects without a start or end date cannot be placed on the timeline properly.
Steps
Look at people
- Open By Users. Go to Team/Org › Reports and click By Users under Utilisation.
- Pick the period. Choose a start date at the top. The timeline shows the weeks around it, so you can move back to see the past or forward to see what is planned.
- Choose whose report to see. Under Reporting to, managers start with their own people. Owners, Admins and Analysts can pick any manager, or everyone.
- Read the rows. Each person shows the projects they are on, with their share of time. Red periods are unavailability. Hover a period to see the project or the absence and the percentage.
- Sort. Use Sort by to order people by Name, Prev 3 months, Next 3 months or 6 Month Average. Hover the small indicator next to a person to see their Average utilisation for each period.
- Switch to week numbers. Click the Utilisation tab, or Weekly in the menu, to see each person's utilisation as a percentage per week. Click Projects to go back to the timeline.
Look at projects
- Open By Projects. Click By Projects under Utilisation. Each project shows the people on it and their hours over the timeline. Type in Search for projects to find one.
- Check the status labels. Time on a draft team shows as Scheduled (Draft). Projects without dates show No project start or end defined, No project start defined or No project end defined.
Narrow it down
- Choose which projects count. Use Project status to include published, drafted, removed or archived teams. Published and drafted are selected at first. In By Users, use Select project to look at one or more projects only.
- Filter people. Click Filter to choose departments, locations, tags or job titles. Owners, Admins and Analysts can also filter by manager and role.
- Search. Type a name in Search for users.
Find who has room
- Open By Availability. It sorts people by their planned utilisation for the next three months. People with low numbers have time for new work.
Tips
- Plan three months out. Next 3 months shows who rolls off soon and who will be free when the next project starts.
- Untick drafted to see commitments. Then add it back to see the plan you are testing.
- Watch for over 100%. Over-booked people are a delivery risk. Move work early.
- Compare with skills. When you find people with time, check their skills in Discover before you staff them.
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| You have no reports to display | No planned time matches your filters, project status or period | Clear the filters, tick more project statuses, or move the start date |
| A person shows 0% but is busy | Their project time is not in MuchSkills, or their email differs in the synced tool | Plan the time in Team Builder, or align email addresses in the synced tool |
| Utilisation looks too high for part-time staff | They use the team's standard week | Change their hours and days in utilisation & availability |
| No project start or end defined | The team has no dates | Add Start Date and Until in the team's Settings in Team Builder |
| Absence is missing | It has not been synced or added | Check your HR sync, or add it in My Circle or Manage Members |
| You see only some people | As a manager, you see the people who report to you | Owners, Admins and Analysts see everyone |
Frequently asked questions
Where does the data in the utilisation reports come from?
From project time planned in Team Builder, or synced from Jira and Tempo, Dynamics 365 Business Central or your own planning tool. Absence comes from your HR system, or from managers and Admins. Each person's working week sets what 100% means.
What is the difference between By Users and By Projects?
By Users has one row per person, with the projects they are on. By Projects has one row per project, with the people on it and their hours. Use By Users to plan people and By Projects to check a project's staffing.
How do I find people who will have time soon?
Open By Availability. It sorts people by their planned utilisation for the next three months, so you can see who has room. You can also sort By Users on Next 3 months.
Do draft projects count?
Yes, by default. Project status starts with published and drafted projects. Time on draft teams shows as Scheduled (Draft), so you can test a staffing plan before you launch it. Untick drafted to see committed work only.
What do the red periods mean?
Unavailability: vacation, parental leave, training or other time away, from your HR system or added by a manager or Admin. Absence from HR systems arrives as dates and percentages, with no reasons.
Can a manager see the whole organisation?
No. A manager sees the people who report to them. Owners, Admins and Analysts see everyone, and can use Reporting to to look at one manager's team.
What does 6 Month Average mean?
The average utilisation over the previous three months and the next three months together. Hover the small utilisation indicator next to a person to see the previous three months, the next three months and the six-month average.