Reports Reports give you a summary of your account activities within the Resources module. You can run Detail reports, which give you detailed information about your Resources account entities. You can also run other Resources-specific reports, which allow you to analyze information about your resources, such as utilization, availability, realization, and resource profiles. Detail Reports To run a detail report: 1. Click on the "Reports" tab. 2. Select the type of report you want from the links under "Detail" or "Saved Reports." 3. Specify the report criteria you require in the "[...] report options" dialog for detail reports by clicking on the "Edit" and "Create [filter]" buttons. To change the appearance of Resources detail report layouts, click on the "Report layout > Edit" button. You can select the items you want to include in the report, and change the order in which they appear. *Note: You can set up your reports to exclude any inactive records. Go to the "Report > Options" sub-tab and enable the "Exclude inactive records" check box. This is a global option - it will affect all of the reports in the application. *Note: When you run a report, you have the option to save it so you can run the same report over again. When you are setting up a report, check the "Save this report as..." check box, and enter a name for the report. The next time you want to run the report, go to the "Saved reports" tab, and click on the "run" icon for that report. You can also edit and delete saved reports. For more information on saved reports, see Reports > Saved Reports. 4. Click on the "Run the report" button. 5. Your report will appear as a spreadsheet. Resources-specific Reports These reports calculate your resources' booked time, worked time, and billed time against their respective scheduled time or against their base schedule time. Scheduled time is calculated based on the company schedule and any exceptions to that schedule for the user in question (see My Account > Company > Schedule and Account > Users > [User ID] > Schedule), while base work schedule time is calculated based on the assumption of a full work schedule. Note: If you see an asterisk (*) as the value in one or more of the data points in a report, this indicates that for the data points in question, no scheduled hours existed for the user, and therefore a valid calculation could not be performed. For example, if a user was booked to work 4 hours on a particular Sunday, but was not scheduled to work on that Sunday, the calculation for "percent booked utilization" would be 4/0 (booked hours/scheduled hours). Percent Booked Utilization: This report will show you how much of your users' time is booked as a percentage of their scheduled time. Percent Booking Availability: This report shows how much of your users' time is not booked to projects and is therefore available for booking. The report can filter and display detail on individual resources or profile item types. Results can be displayed in percentage format to a specified degree of precision. The data can also be used to generate a PivotTable file. Historical Utilization: This report will show you how much time your users have worked (based on their timesheet entries) as a percentage of their scheduled time. For example, if a user is scheduled to work 40 hours a week, and the hours entered for a particular weekly timesheet add up to 40, then the user's historical utilization for that week would be 100%. You can also change how the historical utilization is calculated by specifying the criteria that make up the numerator and the denominator of the calculation. For example, to calculate the percentage of your user’s timesheet time that is billable, you could create a numerator filter that includes only billable time types (excluding things like vacation, etc.). In the denominator, you would use timesheet hours without filters. The historical utilization report would then display the percentage of the time your users have entered in to timesheets that is associated with billable time types. Realization: This report will tell you what percentage of your users' scheduled time has been realized as billable hours to clients (hourly or other rate timebills). For example, a users' historical utilization may be 100%, but if half the time entered was for vacation, and some was for internal company-related work, then only a portion of this user's time would be billable to a client. Percent Assigned Utilization: This report will tell you what percentage of your users' time has been assigned. Assigned Utilization Chart: This report displays a graphical representation of the time your users have that has been assigned to tasks within projects. When you run this report, you will see bar graphs each user. You will also see the complete date range of existing assignments for the users. For example, if a user has three different assignments over a certain period of time, the "Assigned" date range displayed will be from the first day of the first assignment to the last day of the last assignment. The date range will help you navigate the graph - if you click on one of the dates, the graph will shift so that the date requested is displayed. If a user is over-assigned, the over-assigned amount (whether in hours or as a percentage) will appear in red. If the amount that a resource is over-assigned exceeds the limits of the bar, a red arrow will appear over the bar. Booked Utilization Chart: This report graphically shows the time selected users have been booked to tasks within projects. It is similar to the "Assigned Utilization Chart" report, but shows booked time rather than assigned time. Resources Profile Updates: This report provides a snapshot of what resource profiles that meet a specified set of criteria have been updated for a specific time period. To run a utilization report: 1. Click on the "Reports" tab. 2. Click on the "Advanced" link. 2. Select the type of report you want from the links in the "Resources" section. 3. Specify the report criteria you require in the dialog box (the options are similar for each type of report). - You can select the period and date range for the report. There are default periods available. If you have created any custom time ranges, they will also be available in the "Period" drop-down list. - You can establish a hierarchical structure for the report with specific sub-totals, and choose whether or not to hide rows with no data. (Hierarchies are not applicable to assigned utilization report.) - You can create a color-coded scheme for the report. You can specify ranges of values that will be displayed in certain colors in your report. For example, values of less than 10 can be marked as red in your percent booked utilization report. To set up color coding for your report, click on the "Create >" or "Edit >" button next to "Color Coding." In the popup dialog box, enter the range of values you want coded and select a color for the range. There are seven colors available. Different ranges can have the same color, if desired. You can use decimal places for the ranges (for example, 10-19.99, 20-29.99, etc.). Overlapping ranges are not allowed. Click "OK" when you are done selecting the colors. - For clearer reporting, you can choose to suppress color coding on the selected subtotals. - You can also group the results by client, project, or other available options (such as booking type for booked utilization reports, or time type for historical utilization reports). For booked utilization reports, you can also group the results by user hierarchy. - You can limit the results by filtering the data by client, project, user, or other available options. To create or edit existing filters, click on the "Create >" or "Edit >" button for the particular filter you want and then either make your item selections in the popup dialog box or search for a specific item through the "Find" link at the top of the box. Remember to click "OK" when you are done making your filter selections. - If you are running a historical utilization report, there are additional filters available. You can filter the numerator (timesheet hours) by client, project, time type, service, and /or timesheet status. You then specify whether the denominator uses scheduled hours or timesheet hours. If you specify timesheet hours, you can use the same filters you used in the numerator by enabling the check boxes provided next to each filter group, or you can create different filters. *Note: When you run a report, you have the option to save it so you can run the same report over again. When you are setting up a report, check the "Save this report as..." check box, and enter a name for the report. The next time you want to run the report, go to the "Saved reports" tab, and click on the "run" icon for that report. You can also edit and delete saved reports. For more information on saved reports, see Reports > Saved Reports. 4. Click on the "Run the report" button. 5. Your report will appear as a spreadsheet.