Warning! This documentation is outdated. Visit help center for the latest documentation.

Workload report

The workload report provides an overview of the utilization of resources across a studio helping you make decisions on work assignment and resource planning. Go to Reports ‣ Workload to run the report.

../../_images/reports_workload.png

The report displays global summaries for utilization, number of tasks and projects within a certain time range. It can also provide workload details for specific users.

The top insights display a summary for all the users listed in the filtered spreadsheet.

The report spreadsheet consists of the following columns and can be sorted by clicking on the column headers:

User:The user.
Utilization:Utilization of the user. Read more about how this is calculated
Tasks:The number of assigned tasks during the specified time range.
Unallocated:Time not allocated during the specified time range.
Allocated:Time allocated on tasks during the specified time range.
Total availability:Total time available for the user within the specified time range.
Time tracking:Time since last timelog.
Hours tracked:Number of hours tracked on scheduled tasks within the time range.

Utilization, Allocated and Unallocated calculation

Calculating the utilization, allocated and unallocated time for a user uses several different inputs. Let’s go through an example to clarify how these values are computed today.

Here we have started by adding a single task using the Gantt chart with a start date on Monday, end date on Sunday, a bid of 40 hours and assigning a single user to it.

../../_images/reports_workload_scheduling.png

Now, let’s look at the same week in the Workload report:

../../_images/reports_workload_after_scheduling.png

See how the assigned user has a utilization of 100%:

../../_images/reports_workload_after_scheduling_assigned_user.png

This is based on the user having a total availability of 40 hours for the selected week with the total availability counted as the number of workdays (Monday - Friday) multiplied by the hours in a regular workday.

Note

The number of hours available on each workday is based on the Workday length setting..

The bid of the task is 40 hours which matches exactly the available time so the utilization is 100%. If you look closely at the Gantt in the example though you will see that the task was actually spread over Saturday as well. In the current version of the report, weekends are excluded from the calculation.

Looking at the summary bar you will see the total utilization displayed is 50%.

../../_images/reports_workload_after_scheduling_utilization_summary.png

This is because we are currently filtering on Compositors and one of the users has not been scheduled at all.

../../_images/reports_workload_after_scheduling_both_users.png

Now we expand the duration of the task to be two weeks:

../../_images/reports_workload_scheduling_two_weeks.png

Updating the workload report then shows:

../../_images/reports_workload_after_scheduling_two_weeks.png

Note how the utilization of the assigned user has decreased to 50% and the total utilization has decreased to 25%. This is because the number of days the bid is divided across has doubled so the applicable bid amount for the week we are looking at is now 20 hours rather than the previous 40.

Limitations

When calculating the utilization and allocated time we currently don’t support bank holidays or vacation. For example if one of the days during the scheduled period in the above example is a bank holiday, the user’s utilization will still be calculated as 50%.

Adding filters

Note

The workload report requires at least one active date filter to be calculated.

Note

There is a known issue when using single date filters such as today, tomorrow or general single date. When using these filters, incorrect data is returned as the report is not calculating the full range of the date properly. This issue is being worked on and will be fixed in an upcoming version.

On the right hand side of the report a filter panel can be toggled that allows you to narrow down the data in the report based on Time range, Users and Groups.

Viewing details

You can click on a user row in the report spreadsheet to see more information on about the underlying data in a details panel.

The details panel contains insights for the selected user and a spreadsheet displaying all assigned tasks during the time range. The spreadsheet contains the following columns:

Task:The link to the assigned task.
Status:Status of the task.
Due date:Due date of the task.
Bid:Bid of the task.
Hours tracked:Summary of logged time on the task.
../../_images/reports_workload_details.png

Exporting

To export the Workload report simply click the Export button and select format.

Exporting as Excel will export the the main spreadsheet with the currently selected filters.