Security
and Setup
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The Employee Utilization Dashboard provides an interactive view of the same information found in the Employee Utilization reports and Report Writer Data Sets. Agency leaders can review employee productivity and realization information in real-time by month, quarter or by year using this dashboard without running a single report.
With the ability to drill down to details, the Employee Utilization Dashboard allows for analysis of summary and detail-level data without running and comparing multiple reports.
Prior to utilizing these tools, make sure the system is set up and are processing data to ensure the results are accurate and meaningful.
Click here to view the Employee Utilization User Guide.
Select Finance and Accounting on the Main Menu, then select Dashboards/Queries and then Employee Utilization.
When initially accessing the Employee Utilization application, it will display the previous and current year’s Direct and Non Direct time by Office and by Department. The previous and current years button labels can be customized in Advantage | Maintenance | Accounting | General Descriptions application.
To gather the most recent information, click the Refresh Data button. This gathers the most recent activity for display within the dashboard. Data only needs to be refreshed when the data has changed. This will be the most time-consuming process that takes place within the Dashboard, it is recommended updating no more than once per day, unless necessary. Once data is refreshed, the Dashboard displays that data in multiple formats on various pages.
* Refreshing the data may be done at any time from the Selection button on either Productivity or Realization or when initially accessing the Employee Utilization dashboard.
The Employee Utilization toolbar allows for the type of information to be selected (Productivity or Realization), and which year, month(s) and employee(s) are to be displayed, defaulting to Productivity. Under the Employee Utilization toolbar, filters for Office, Department and Employee are available.
Concurrent months can be selected. Select a month, then select another month. If months are not concurrent, it will automatically select all months in between.
Office – The Office selection displays all offices available and initially defaults to All Offices. To view information for a specific office, select an Office from the list of offices in the Office selection box.
Selection of an office will then limit the available Departments and Employees displayed for further selection.
The offices available for selection may be limited based on Employee Office Security.
Department – The Department selection displays all departments available and initially defaults to All Departments. To view information for a specific department, select a Department from the list of departments in the Department selection box.
This list of departments available may be limited due to the Office selected above.
Employees are selected and displayed based on their DEFAULT department only. The default department is established in Employee Maintenance.
The department is displayed in the employee grids for each employee.
Employee details can be grouped by department.
Employee - Select all employees or an employee in the Employee selection box. To view for all employees, click the All Employees in the Employee dropdown.
To include employees that have been terminated in the employee selection list, check the Include Terminated Employees checkbox.
To view an individual employee, click on the secondary dropdown arrow and select the employee.
The list of employees available may be limited based on the Office and Department selected above.
Employees are selected and displayed based on their DEFAULT department only. The default department is established in Employee Maintenance.
The employees available for selection may be limited based, on Limit User Clients/Product Security.
On the Realization filter, there is an additional selection option on the Employee selection box to display the billed hours based on either the Date Entered or the Period Billed. This display option will be defaulted to Display Billed Hours based on the Date Entered. This option is only available when an Employee has not been selected in the Productivity filter. An employee selection (or ALL Employees) is required to view the Productivity and Realization detailed information.
Year/Month Selection - Throughout the dashboard, able to analyze data for one year at a time. Either the current year or the previous year.
Select a single month, multiple months or all.
Single Month - displays data for that month only.
Multiple Months - displays data for the selected months.
All - displays data up to the last month of activity (year to date).
All dashboard objects can be printed as displayed by clicking the Print icon on the toolbar. Some screens have the ability to breakdown the client detail by product and/or export to Excel. To show the client product breakdown, click the Products checkbox. To export the employee / client details to Excel, click on the Excel icon.
To refresh the dashboard, on the toolbar click on the Selection button and then on the Refresh Data button.
There are two types of time that can be entered:
Direct - Time spent on agency clients, new business prospects or clients. Agency Clients are setup in Advantage | Maintenance | Management - Agency Clients. New Business Clients are setup in Advantage | Maintenance | Clients - New Business option selected.
Enter this time to jobs (either agency clients, new business prospects or client jobs using functions). The following settings are established in the billing rate hierarchy or directly on the Job Component:
Billable
Service Fee (Fee)
Non Billable
Non Direct - Time NOT spent on agency clients, new business prospects or clients.
Enter this time to non-productive time categories without a job.
Staff meetings
Internal trainings
Time off
Holiday Time
Holiday time is not included in required hours calculations, and therefore should not be entered by employees.
Once all filters have been selected, the Productivity Summary – Goal versus Actual dashboard is displayed. This identifies the employee’s productive goal versus the amount of billable time that has been entered. All figures are displayed based on the selected timeframe.
There are 4 different categories to view the employee’s time – displayed in a speedometer type chart and in a standard column style chart.
On the speedometer graph, hover the mouse over the needle to display the percentage achieved per category.
Billable and Non Billable Hours and Amounts automatically exclude Agency and New Business Time.
Required Hours (Goal) vs. Total Hours
Required Hours - Total number of hours required minus any hours entered in the Calendar as Holiday. Required hours are established in Employee Maintenance in the daily hours fields (check off days and enter hours required).
Total Hours - Total number of hours entered.
Direct Hours Goal vs. Direct Hours
Direct Hours Goal - The direct hours goal based on the percentage established in Employee Maintenance for the selected timeframe.
Direct Hours - Total number of hours entered to client jobs. Direct time includes Client, Agency Client and New Business Client hours.
Agency Clients are established in Agency Client Maintenance.
New Business Clients are established in Client Maintenance.
Billable Hours Goal vs. Billable Hours
Goal - Billable hours goal established in Employee Maintenance. The billable hours goal figure is a monthly figure that is not calculated but pulled directly from the employee file. It is shown for the number of months selected.
Billable Hours - Number of billable hours entered. Billable hours includes hours that can be billed directly or are marked as Fee Time. If Agency Clients or New Business Client hours are marked billable, those hours will be included in this figure.
Direct Hours vs. Billable Hours
Direct Hours - Total number of hours entered to client jobs. Direct time is made up of Client, Agency Client and New Business Client hours.
Agency Clients are established in Agency Client Maintenance.
New Business Clients are established in Client Maintenance.
Billable Hours - Number of billable hours entered. Billable hours includes hours that can be billed directly or are marked as Fee Time. If Agency Clients or New Business Client hours are marked billable, those hours will be included in this figure.
To view Productivity in detail, click on the Detail button on the toolbar. The Productivity Detail dashboard displays employee hours in various charts. To better view the breakdown of the pie charts, click on each wedge to separate individual pieces of the pie.
Indirect Hours vs. Direct Hours
Displays the breakdown, by percentage, of direct vs. non direct hours entered.
Direct Hours by Type
Displays a breakdown, by percentage, of Client, Agency and New Business hours entered. This chart excludes Agency Clients and New Business Clients.
Non Direct Hours by Category
Displays a breakdown, by percentage, of the non direct hours that have been entered by category. Non Direct hours are hours not entered onto jobs.
Direct Hours by Client
Displays a breakdown, by percentage, of the hours entered by client. This chart excludes Agency Clients and New Business Clients.
To view each individual employee’s productivity for the employee(s) selected in the selection screen, click on the Employee button in the toolbar. The employee’s productivity will display in a grid based on the timeframe selected.
Export - To export the details to Excel, click on the Excel icon.
Group by Dept - Use the Group by Dept option to group the employees by their default department (as indicated in Advantage | Maintenance | Accounting | Employee or Employee Update applications).
Sort - Each column can be sorted in an ascending and descending order. Click on the column heading for the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the column heading Descending arrow to display the column in descending order.
Employee – employee name.
Employee Department
Required Hours – total number of hours that the employee is scheduled to work (setup in Advantage | Maintenance | Accounting | Employee - Standard Work Day Hours).
Example: Normal required hours minus Holiday time entered in Calendar.
Billable Hours Goal - employee’s billable (hours) goal (setup in Advantage | Maintenance | Accounting | Employee).
Billable Hours - amount of time that the employee has logged that is considered billable. This includes hours marked as Fee Time.
Non Billable Hours – amount of time that the employee has logged that is not considered billable (marked non billable).
Agency Hours – amount of time that the employee has logged to an Agency Client Jobs. Note: client must be set up as an ‘Agency Client’ for time to be considered Agency Hours.
New Business Hours – time entered against a client marked as New Business (Advantage | Maintenance | Client – New Business checkbox).
Total Direct Hours – the total of the direct hours categories (Client + Agency + New Business Hours).
Non Direct Hours – the total hours of non-productive time entered by the employee. Non direct hours are ones not posted to jobs.
Total Hours – the total number of hours that the employee entered, including all types.
Variance – the difference between the Required Hours and the Total Hours.
% Direct – percentage of direct hours to total hours (Total Direct Hours divided by Total Hours).
% Non Direct – percentage of non direct hours to total hours (Non Direct Hours divided by Total Hours).
% of Billable Hours Goal – percentage of billable hours entered to goal (Billable Hours divided by Billable Hours Goal).
% of Required Hours - percentage of total hours to required hours (Total Hours divided by Required Hours).
The Realization dashboard measures the bill-ability (realization) of the time entered. There are two ways to access Realization information:
When first accessing Employee Utilization, after selecting the Office, Department and Employee options on the Productivity filters, click the Realization button to display the Realization Summary dashboard. This will display the employee’s billed hours based on the date entered.
When first accessing Employee Utilization, immediately click on the Realization button (before selecting an employee in filter options on the Productivity view). Select the Office(s) and Department(s) as normal.
The Employee selection box has an additional selection option on how to display the employee’s time. Select the method to display the billed hours:
Display Billed Hours based on Date Entered
Display Billed Hours based on Period Billed
This display option will be defaulted to Display Billed Hours based on the Date Entered.
Billable and Non Billable Hours and Amounts automatically exclude Agency and New Business Time.
There are 4 different categories of time displayed in a speedometer type chart and in a standard column style chart. All figures are displayed based on the selected timeframe.
On the speedometer graph, hover the mouse over the needle to display the percentage achieved per category.
Direct Hours Goal vs. Billed Hours
Direct Hours Goal - represents the direct hours goal based on the percentage established in Employee Maintenance for the selected timeframe.
Billed Hours - represents the number of hours billed for the selected timeframe.
Direct Hours vs. Billed Hours
Direct Hours - represents the number of hours entered to client jobs. Direct time is made up of Client, Agency Client and New Business Client hours (any hours posted to jobs).
Billed Hours - represents the number of hours billed for the selected timeframe.
Billable Hours Goal vs. Billed Hours
Billable Hours Goal - represent the billable hours goal established in Employee Maintenance for the selected timeframe. The billable hours goal figure is a monthly figure that is not calculated but pulled directly from the employee file.
Billed Hours - represents the number of hours billed for the selected timeframe.
Billable Hours vs. Billed Hours
Billable Hours - represents the number of billable hours entered for the timeframe selected. Billable hours include hours that can be billed directly or are marked as Fee Time. If Agency Clients or New Business Client hours are marked billable, those hours will be included in this figure.
Billed Hours- represents the number of hours billed for the selected timeframe.
To view Realization in detail, click on the Detail button on the toolbar. The Realization Detail dashboard is displayed.
The Client Totals (Amounts) section details the various dollar amounts associated with the client hours. The total for all clients is displayed. To isolate totals for a single client, click on the client in the grid.
Billable Amount – The amount based on billable hours for the selected timeframe. Billable amount is based on hours that can be billed directly or are marked as Fee Time. If Agency Clients or New Business Client hours are marked billable, those hours will be included in this figure.
Billed Amount – The amount based on billed hours for the selected timeframe. Billed amount is based on hours that are billed or are marked as Fee Time. If Agency Clients or New Business Client hours are billed, those hours will be included in this figure.
Write Up/Down Amount – The amount of markup or markdown entered in adjustments and transfers.
WIP Amount – The amount of unbilled billable hours based on the bill rate through the point in time that the data was refreshed. Because this is not a cumulative figure (only two years prior), it is not designed to provide a total WIP balance. It displays the total amount of 'refreshed' unbilled billable hours that is still unbilled, regardless of the month or year period selected.
Displays a breakdown, by percentage, of how much has been billed by client, based on the timeframe selected.
Use the mouse to hover over the graph or pie chart to display amount/percent. Click on a client's piece of the pie chart to displays client’s realization detail. This is the same information displayed when clicking on the Client button on the toolbar.
To breakdown the client detail by product, click the Products checkbox. To export the client details to Excel, click on the Excel icon.
The Realization by Client section outlines percentage and average hourly rate, per client with an option to display by client/division/product.
Export - To export the details to Excel, click on the Excel icon.
Sort - Each column can be sorted in an ascending and descending order. Click on the column heading for the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the column heading Descending arrow to display the column in descending order.
Columns include:
Client or Client/Division/Product Names.
Percent Write Up/Down – Percentage of write-up/down to Billable Amount (Write up/down divided by Billable Amount).
Average Hourly Rate Billed –Billed Amount divided by Billed Hours.
Average Hourly Rate Achieved –Billed Amount divided by Total Hours.
To breakdown the client detail by product, click the Products checkbox. To export the client details to Excel, click on the Excel icon.
Clicking on a single client row in this grid isolates the Client Total information for the selected client.
The Fee button within the Realization dashboard provides a snapshot of fees billed in the selected time frame, and a measurement of fee time that has bee posted. The system determines what to categorize as 'fee' based on the settings in the Service Fee Reconciliation program. In Advantage | Accounting | Service Fee Reconciliation, enter criteria on the Fee Criteria page to determine what types of billing are considered service fee in your database.
The settings are saved and used in the dashboard later. Time marked as 'fee' is automatically tracked against this figure automatically.
To breakdown the client detail by product, click the Products checkbox.
Export - To export the details to Excel, click on the Excel icon.
Sort - Each column can be sorted in an ascending and descending order. Click on the column heading for the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the column heading Descending arrow to display the column in descending order.
Client or Client/Division/Product names.
Fee – Fee amount billed based on settings (described above).
Time – Fee time amount posted, based on Fee Time setting.
Variance – Fee amount minus fee time amount posted, representing the remaining fee amount.
To view client detail, click on the Client button on the toolbar. To select a single client, click on the desired section of the Percent Billed by Client pie chart. All figures are displayed based on the selected timeframe.
To breakdown the client detail by product, click the Products checkbox.
Export - To export the details to Excel, click on the Excel icon.
Sort - Each column can be sorted in an ascending and descending order. Click on the column heading for the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the column heading Descending arrow to display the column in descending order.
Client or Client/Division/Product name.
Billable Hours - Number of hours that are considered billable. This includes hours marked as Fee Time.
Billable Amount – Amount based on billable hours.
Non Billable Hours – Number of hours that are considered non-billable (marked non billable).
Non Billable Amount – Amount based on the Non Billable Hours.
Agency Hours - Number of hours entered onto Agency Client Jobs. Agency Clients are setup in Advantage | Maintenance | Management - Agency Clients.
Agency Amount
New Business Hours - Number of hours entered onto New Business Client Jobs. New Business Clients are setup in Advantage | Maintenance | Clients - New Business option selected.
New Business Amount
Total Hours – Total number of hours entered. Billable plus non billable hours.
Total Amount – Amount based on total hours entered.
Billed Hours – Billed hours.
Billed Amount – The amount based on billed hours.
WIP Hours – Unbilled billable hours.
WIP Amount – Amount of unbilled billable hours based on the bill rate.
Write Up/Down Amount – The amount of markup or markdown entered in adjustments and transfers.
Percent Write Up/Down – Percentage of write-up/down to Billable Amount (Write up/down divided by Billable Amount.
Percent Billed – Billed Hours divided by Total Hours.
Average Hourly Rate Billed – Billed Amount divided by Billed Hours.
Average Hourly Rate Achieved – Billed Amount divided by Total Hours.
The Employee Detail section details the various dollar amounts associated with the selected employee. The option to group by department is also available. To view the Employee detail - click on the Employee button.
Export - To export the details to Excel, click on the Excel icon.
Group by Dept - Use the Group by Dept option to group the employees by their default department (as indicated in Advantage | Maintenance | Accounting | Employee or Employee Update applications).
Sort - Each column can be sorted in an ascending and descending order. Click on the column heading for the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the column heading Descending arrow to display the column in descending order.
Employee name.
Employee Department
Billable Hours Goal - Billable hours goal (setup in Advantage | Maintenance | Accounting | Employee).
Billable Hours - Number of hours that are considered billable. This includes hours marked as Fee Time.
Billable Amount – Amount based on billable hours.
Non Billable Hours – Number of hours that are considered non-billable (marked non billable).
Non Billable Amount – Amount based on the Non Billable Hours.
Total Hours – Total number of hours entered. Billable plus non billable hours.
Total Amount – Amount based on total hours entered.
Billed Hours – Billed hours.
Billed Amount – The amount based on billed hours.
WIP Hours – Unbilled billable hours.
WIP Amount – Amount of unbilled billable hours based on the bill rate.
Write Up/Down Amount – The amount of markup or markdown entered in adjustments and transfers.
Percent Write Up/Down – Percentage of write-up/down to Billable Amount (Write up/down divided by Billable Amount.
Percent Billed – Billed Amount divided by Billable Amount.
Percent Billed of Direct Hours Goal - Billed Hours divided by Direct Hours Goal.
Percent Billed of Billable Hours Goal - Billed Hours divided by Billable Hours Goal.
Average Hourly Rate Billed –Billed Amount divided by Billed Hours.
Average Hourly Rate Achieved –Billed Amount divided by Total Hours.
Security
and Setup