Utilisation and budget

Above the P&L stand the three key figures a professional services firm steers by. Below follow the tables per employee, project and client.

Measure employee utilisation

Total Utilization is the share of billable hours in the target hours. The target hours come from the employees' work requirements: weekly hours divided by five, times working days in the period, minus the public holidays of the stored federal state and the pro-rated vacation entitlement. Sick leave is not deducted and therefore lowers utilisation. Above 80 percent counts as Stable, below that the tile shows Attention.

The info icon opens the Utilization Details with the utilisation per employee and the complete calculation.

Role filter

Total utilisation and average hourly rate can be filtered by employee type, separately for each figure. The filter icon next to the info icon opens the Role Filter.

• User Only (Default): only your organisation's default employee type counts, all other types are excluded
• Custom Selection: you pick the employee types yourself. The line below shows how many employees are included

The filter also applies to the figure's details dialog. A filter icon highlighted in green shows that a custom selection is active.

Create employee types

You maintain the types in the master data: Administration > Employees, the pencil in the Actions column, then the Employee Type field in the Employee master data tab. At the start there is only the type User. It is marked Default and assigned to every new employee. With Create new title you add further types, for example administration or sales. The pencil renames a type, only a type without employees can be deleted.

The typical case: employees without a project assignment, usually administrative staff, get a type of their own. With the default filter they drop out of utilisation and hourly rate without you touching the filter. If an employee has no type, controlling points it out.

The Utilization tab of the employee performance lists target hours, sick hours, productive hours, internal hours and the utilisation per person.

Avg. hourly rate and sick rate

The Avg. Hourly Rate is the realised rate: revenue divided by the billable hours of the included employees. The role filter can be set separately here, the info icon shows the breakdown per employee.

The Sick Rate is the share of sick hours in the target hours of all employees. Below 5 percent counts as Normal, from 5 percent as Elevated.

Evaluate budgets for professional services firms

The Project Performance has two tabs. Profit shows per project the team, the revenue, the costs and the margin in euros and percent. Budget sets consumption against the budget.

• Total Budget: the sum of the project's budgets. Without a budget it reads N/A
• Used: all billable hours of the project times hourly rate, over the whole duration
• Remaining: total budget minus used
• Rem. Days: the person-days the remaining budget still carries at the rate realised so far, that is remaining divided by hourly rate times eight
• Budget Usage: the consumed share in percent

The table sorts by remaining days, the tightest project on top. The icon in the row opens the project.

The Client Performance sums up the projects per client: projects, hours, revenue, costs and margin in the Revenue tab, the budget status in the Budget tab. With the Total | Individual switch you see one row per client or one row per project.