Allocating resources and managing their time efficiently is critical in gaining maximum value from your resources while keeping the projects running smoothly. Resources may be assigned to one or several projects in the case of specialized skills or senior resources. 

Understanding resource utilization across the various projects and overtime will help you find gaps and fix issues so that projects are efficient and the right resources are assigned to each project according to the requirements.

How does resource utilization help organizations?

Tracking resource utilization has a lot of benefits. Here are some of them.

- Project managers can keep track of the utilization of resources assigned to the projects. This will help in removing resources that are not productive and keep resource utilization at optimum levels. 

- Resource managers can understand the utilization of resources across various projects. This can help with managing resources more efficiently. You can assign underutilized resources to additional projects from which there are pending resource requests that will improve their utilization. You can also streamline new resource hiring and other such related aspects by understanding the current resource utilization. 

Tracking resource utilization

Keka PSA's analytics feature is the place to be when you are trying to track resource utilization on Keka PSA. To get here, select Project (1) from the left navigation pane and choose the Analytics tab (2) and ensure you're on the Insights tab (3). 

Here, on the left pane, you can see the various insights. Under the Resource Insights heading, you can see the various reports related to resource utilization. 

There are 3 reports here that will help you. A brief of these reports is below. 

Utilization percentage

The utilization percentage report gives you an indication of the utilization of each resource at a project level. This report will give you a project-level view of how the resources that have been assigned to the project are currently being utilized. You can filter this report to select a particular client and a project using the Clients and Projects drop-down.

Select the client you want to focus on and then select the project you want to track utilization for in the Projects drop-down. You will see the various resources and their utilization in the chart titled Available Hours & Utilization Percentage. You can also select the time period for which you want the data by using the drop-down at the top of the page. 

All of the utilization percentages are calculated based on the total available hours. This will be dependent on the total number of hours the resource works for and the allocation of that resource's time on the project. You can see the Actual Utilization which is the total hours logged as a percentage of the total available hours. You can also see the Billable Utilization Percentage which is the total number of billable hours logged by the resource as a percentage of the total available hours.

Hovering over the chart for a particular resource will show the breakup of data including the total available hours, the billable and non-billable hours as well as the Utilization Percentage. 

You can also view the underlying data in a tabular form below the chart. To download this data, click on the Download Icon. 

Utilization percentage by timeline - Org level

This is a billing entity or an organization-level report which gives you information about resource utilization across the various projects in the organization configured under each billing entity. This report collates the data as per the selected timeframe. 

First, choose the billing entity of your choice if you have more than one configured. You can choose the timeframe from the drop-down at the top of the chart and also select how the data needs to be presented. You can see the utilization percentage on a Month-on-Month basis, Quarterly basis, and also on year-on-year basis. 

This report is useful when you want to see the resource utilization trends across a certain time period and see how the utilization is changing with time.

Similar to the previous report, hovering over a particular chart will give you more information regarding the breakup of data. 

The tabular data can be found here on this page too. Click on the download icon if you want to download this data in Excel or PDF. 

Utilization Percentage by Timeline - Project Level

This report will show you the trend in resource utilization over time in a particular project. You have to choose a client and a project here to view the data and then also specify the time period for which you want this information. You can also select how the data should be grouped. If you want to see how the utilization is changing each month, select Month-on-Month. You can also choose quarter-on-quarter or year-on-year here. 

Hovering over the chart will give you the relevant information you need regarding the utilization for each period that you choose. You can view the information presented in the chart in a tabular format as well and use the download icon to download the data to your system for more analysis if needed. 

These reports and charts will be of great help to you in ensuring that the projects are working at maximum efficiency and track productivity of your vital resources. 

More questions? Reach out to our product experts for help!