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Title: Billable Utilization factoring in terminated employees

Brief description:

When reporting on actual charges in the timesheet for the purpose of seeing billable utilization, two settings on the Resource Allocation report are meaningful in order to handle employee termination. Selecting "Exclude people with no timesheets in the reporting date range" allows you to exclude inactive people without data in the reporting range while including inactive people who do have data in the reporting range. Selecting "Ignore capacity for periods with missing timesheets" allows you to correctly calculate the row/column totals by ignoring capacity for terminated people.

Note: These settings do not apply when reporting on plans.

What’s covered in this document:

Overview

The PERIODIC Resource Allocation report handles employee termination during a reporting period via controls enabled when "Include Actuals Only" is selected.

These controls are as follows:

  • "Exclude people with no timesheets in the reporting date range"
  • "Ignore capacity for periods with missing timesheets"



The report output cells will display a dash for periods which are excluded from calculations, and a white background color to indicate that utilization range for this period is not applicable. Note: White background color will also display when the person is missing a business week selection from their person profile (e.g., "WEEK-40").

"Exclude people with no timesheets in the reporting date range"

  • Function: When checked, this allows people with only a blank row to be suppressed. This is meaningful because you may be reporting in monthly increments over a period such as Jan-Dec where some employees terminated prior to this period and some terminated during this period. For those who terminated during the Jan-Dec time period, you would still want them to display for the months where they did contribute. For those who terminated prior to the Jan-Dec time period, you would not want these people to display at all. You would pair this check box with the Person Status "Inactive" check box or the "Include inactive people in filter" check box, since typically terminated employees are set to "Inactive."
  • This allows you to prevent inactive people from displaying in the report unless they have actuals in the reporting period.

"Exclude people" Example

In the example below, let's assume that Celeste terminated in 2018 and Charlie in July 2019. Both are considered currently inactive. We need to display Charlie's data but not Celeste's. By including inactives we see both displayed as in the first screenshot below.  

  • A blank row (0's) displays for Celeste who terminated in 2018.
  • A partial row displays for Charlie (no values after his termination in July 2019).

      


  • By selecting "Exclude people with no timesheets in the reporting date range" in the REPORTING OPTIONS section of the Criteria page, the blank row (0's) for Celeste is removed from the report.

"Ignore capacity for periods with missing timesheets"

  • Function: Allows capacity of people who do not have a timesheet for a period to not be included in calculations. Thus, people who are not employed in the period will not impact either the utilization of their organization for that period, or their calculated individual total utilization for the report range. For example, if you are reporting in monthly increments from Jan-Dec, and a person terminated in May, then instead of zero values for that person June-Dec dragging down the total rows and columns, the June-Dec periods would ignore that person's zero values if the timesheets are in the missing status.
  • Quick tip: This allows your row/column totals to only include data for existing timesheets so that 0% values do not drag those totals down.

"Ignore capacity" Example

In the example below, the zero values that occur for Charlie after he became inactive are factored into the total calculations.   




By selecting "Ignore capacity for periods with missing timesheets" in the REPORTING OPTIONS section of the Criteria page, this situation can be avoided.

Periods where there are missing timesheets (Aug-Dec) display as white and are not factored into the total calculations.

Implication for historical data

Note that if you are loading historical data and need to report on historical billable utilization (prior to initial live use of Unanet), then historical labor hours must be loaded in such a way that each sequential timesheet is loaded with data. For example, if you were to load historical data in monthly lump sums on the last day of each month, but are using weekly timesheets, then you would have approximately one real timesheet per month per person and three "missing" timesheets. If "Ignore capacity for periods with missing timesheets" is selected, and you are reporting in monthly increments, then the monthly utilization values will be artificially inflated. To avoid this, ensure that labor hours are loaded such that each sequential timesheet contains data (not just one weekly timesheet with the month's data, then three missing timesheets, then another timesheet with the next month's data.)

Additional Information

Help Docs - Resource Allocation Report - Resource (for those with resource roles)

Help Docs - Resource Allocation Report - People (for those with manager or viewer roles)


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