Tracking and managing resource utilization

Understanding how resources are being utilized on each project is an important parameter to determine the efficiency of the projects from a resource management perspective. It is important to ensure that an optimum level is maintained when it comes to the number of resources being assigned to a project. Utilizing the resources more efficiently will be the focus if you find that the resource utilization is low on any project. If the resources are being utilized well and there are still tasks left to be done, it maybe a sign that you need more resources assigned to that project. 

Making strategic decisions like this comes from understanding how the resources are being utilized. Let us see how you can view resource utilization on Keka PSA. 

You can view resource utilization from the Utilization section of the Resource feature and from the Analytics section of Keka PSA in the form of resource utilization reports. 

Let us first look at the Utilization section. Go to Project (1) from the left tab and then select Resources (2). Go to  the Utilization tab (3) here.

Here you can see the statistics on allocation v/s utilization for the resources from the various departments. You can filter this information to view data more specifically. You can filter by Date Range, Department, Project and Utilization. 

The graph on the screen will show you the total allocated hours v/s the utilziation for the data you have selected. Hovering over any item in the graph will give you the total number of hours allocated and the utilized hours.

The second section on the screen gives you the same information but at a resource level. Using the filters, you can narrow down the list as you like. Say you want to find resources who have between 10 and 40% utilization across the organization over the last 6 months. In this case, select 6 months as the Date Range and then select 10-20, 20-30 and 30-40% in the Utilization filter. 

You can select the resources and then click on Allocate Project if you want to assign a project to them.

In case you want to allocate projects individually, you can do so by clicking on the three dots icon in the Actions column and then select Allocate.

Tracking resource allocation in depth.

There's more in-depth information available to you if you are looking to track resource utilization in more detail using the analytics section of Keka PSA. 

You can read more about the new resource utilization reports here. 

Do you have more questions? Get in touch with our product experts today!