Document number: 16815

 

Business Purpose:
For Consulting Managers and others to analyze utilization/optimization rates and the time worked broken down into main categories. It will show the breakdown between Customer Billable Hours, Internal Billable Hours, and Non-billable Hours.

For detailed information, click one of the following links as appropriate:

Report Dimensions

Report Measures

Additional Notes

For additional information, see Eureka! document 16817 — Business Rules for Optimization and ICP Flags or Eureka! document 16814 — Utilization/Optimization eReport Frequently Asked Questions.

 

 

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The chart below outlines the report Dimensions:

Dimensions	Dimension Description
Time	The Utilization Date is based off of when the time report was actually submitted, not when the hours were actually worked. The dates the hours were actually worked will not be the same as the Utilization Date in the case of late or missing time reports. A week is the lowest level of time to which you can drill down. Based on Services 4-4-5 quarterly calendar.
Department	Employee's Home Dept. The BU_DEPT_CORP tree is used for the roll up. Can be viewed at a node on the tree or a specific Dept.
Empl 90 Day	Filters Employees (New Hires and Transfers into a PGS billable role) within 90 days of employment and greater than 90 days. If the flag is not used, all Employees will be included.
Employee Status	Filters employees by Active, Deceased, LOA, and Terminated. If the filter is not used, all Statuses will be included.
Project	Filters Project IDs by Project Type: ADMIN, CBCST, CBPFT, CBPSC, CINTR, CONSL, CUPGL, TRNCN, TRNIN, TRNLC, TRNNB. If filter is not used, all Project Types will be included.
Project Manager	Manager as designated on Project Set Up. Arranged in alphabetical order. Only one Project Manager per Project is shown, which is the current manager listed.
Project Category	Filters Projects into type of engagement: Implementation, Optimization, Upgrade, Install, or Internal, etc. If filter is not used, all Project Categories will be included.
Activity Type	List of Activities to which time has been charged to on a specific project. If filter is not used, all Activity Types will be included.
Product Line	Filters Product Line (e.g. CRM, EPM, Financials, HRMS, etc.) as listed by the Employee in their Resource Management Profile. This field is maintained by the employee. If filter is not used, all Product Lines will be included.
Employee	List of Employees who charge time in alphabetical order.
Job Code	Filters Employee's job code by Billable or Non-billable. Designation of Billable is determined at the job code/ BU level and stored in Psynergy/FSCM. If filter is not used, both Billable and Non-billable job codes will be included.
Supervisor	Employee's Supervisor. Arranged in alphabetical order.

The chart below outlines the report Measures:

Measures	Description	Calculations (if applicable)
Cust Bill Hrs	Customer Billable Hours	All Time charged to Customer Billable Project Types (CONSL, CUPGL, TRNCN, TRNLC, etc.) and marked billable on the time report.
Int Bill Hrs	Internal Billable Hours	All time charged to PeopleSoft Internal projects (CBCST, CBPFT, CBPSC, CINTR, TRNIN, etc.) and marked Optimizable during Project setup.
Non Bill Hrs	Non-Billable Hours	All time charged to Non-Billable projects (ADMIN, CINTR, TRNNB, etc.), Time charged to Billable Project Types and marked Non-billable on the time report (Activity ID '999'), Time charged to Internal projects and NOT marked Optimizable during Project setup, and all Policy Time (i.e. PTO, FHO, Sick Time. etc.).
Optimized Hrs	Optimized Hours	All time from Billable Projects and marked billable on the time report, and Internal Billable Projects (Internal Project is marked Optimizable during project set up) (Customer Billable Hours + Internal Billable Hours).
Total Hrs	Total Hours	All time entered (Customer Billable Hours + Internal Billable Hours + Non-billable Hours).
Available Hrs	Available Hrs	40 hrs per week per billable job code. Equal to Billable Hours for time charged by a person with a non-billable job code. Prorated for partial weeks. See Additional Notes for exceptions.
Utilization Pct	Utilization Percent	Cust Bill Hrs divided by Available Hours.
Optimization Pct	Optimization Percent	Optimized Hrs divided by Available Hours.

Additional Notes:

• Late or Missing time reports: The time dimension is based on when the time was submitted not when the time was worked. If a time report is submitted for period ending 7/20/02 after the Sunday noon deadline, zero hours will show up on the period ending 7/20/02 and those hours will appear in the week they were submitted.
  • To view consultants that did not submit their time report prior to the deadline, filter on the project under the Admin Category that is titled Missing time report.
  • As of May 2004, the utilization cube in not properly accounting for late or missing timesheets.
• Prior Period Adjustments: PPAs for time that has already been shown in the report will restate the report for the week in which the time was originally shown.
  • As of May 2004, PPA’s are not being accounted for properly in the utilization cube.
    
• Project Manager Workbench Adjustments: PMWB adjustments will be shown in the report with the original Utilization Date, just as a PPA is shown.
  • As of May 2004, PPA’s are not being accounted for properly in the utilization cube.
    
• Available Hours: Every Billable Consultant is assigned 40 available hours (based on a 2,080 year) regardless of holiday schedule, PTO, or Training Hours. PTO, Holidays, and Training hours will be included in the Non-billable Category and are neither Utilized nor Optimized.
• New Hires and Transfers: New Hires and Transfers into a PGS billable role receive zero Available Hours for their first 90 days unless they start billing hours. Hours for their first 90 days of employment are neither Utilized nor Optimized. The exception is if a New Hire or Transfer starts billing hours prior to their 91st day. In this case, they will be assigned 8 Available Hours each day starting with the first day they become billable, and 40 hours for each full week going forward. These hours will then be Utilized/Optimized, as appropriate.
• Bootcamp Activities: In accordance with the New Hire/Transfer policy stated above, hours for the first 90 days will be charged as follows: PGS Orientation (week 1) - PSOFT/100023/Induction, Orientation. Bootcamp (remainder of first 90 days) - Policy Time category of Bootcamp Activities. Hours for the first 90 days will be neither Utilized nor Optimized unless the employee actually starts billing hours (see above).
• LOA: To filter out LOA (Leave of Absence), use the Employee Status filter to select Active employees. If needed, you can select other Statuses, adding together all desired Statuses. LOA will receive 0 Available Hours while they are on LOA, unless they actually bill hours. In this case, Available Hours will be equal to Billed Hours while the employee is on LOA.
• Optimized Hours: If an Internal Project is marked as Optimizable, all employees assigned to the project that charge time will be included in Optimization. These hours will not, however, be Utilized.
• Non-billable Hours: This includes all hours charged to Internal Non-billable Projects (Optimized flag is not checked during Project setup), Policy Time, all hours charged to Non-billable Projects (e.g., ADMIN) and all hours charged to Customer Billable Hours and marked non-billable on the time report (Activity ID '999'). These hours are neither Utilized nor Optimized.
• Customer Billable Hours: Zero Dollar Rates charged to a Customer Billable project and marked billable on the time report will be both Utilized and Optimized.
  Note: A zero dollar rate employee is actually providing benefit to the customer, and the time should be shown on the invoice as value to the customer. True Shadows, however, do not provide a benefit to the customer, and the hours are not included on invoices. Shadow hours usually fall within the 90-day New Hire policy. However, Shadow hours reported after the 90th day should be reported as ADMIN (PSOFT 100023/Train Non-ICP) time and are not Utilized/Optimized.
• Terminated Employees: If a billable consultant is terminated, they will receive available hours only for the days actually worked prior to the termination date. The termination date, per HR policy, is the day after the last day worked. For example, if an employee has a termination date of Wednesday, then that employee will receive 16 Available Hours (Monday and Tuesday) for that week. Then that employee will no longer receive Available Hours. If the Employee Status of Active is used, then terminated employees will no longer show up in the report.
  Note: If a terminated employee has submitted time reports in advance that extend past their termination date, a PPA will have to be done to zero out the hours on these time reports. Otherwise, the employee will receive Available Hours since time reports were actually submitted. (A NorthStar ticket will need to be created to have the employee reactivated to enable processing of the PPA.)
• Product Lead Projects: Hours charged to Product Lead Projects are neither Utilized nor Optimized. These hours are, however, ICPable.
• Projects Managed by a CSP (Contract Service Provider): These projects are included in the Utilization/Optimization eReport if they have PGS resources working on the project in order to give the PGS resource hours. However, individual CSP resources working on a project will not be shown in the utilization cube. The decision was made to show only PGS resource utilization/optimization percentages.
• Non-billable Employees: Non-billable employees who actually bill hours will receive Available Hours equal to the hours they bill. These employees can be filtered out by using the Job code filter.
• Business Development Projects: If the project is a chargeback to a license department, then the hours are Optimized. However, if the project is for a CE (Client Executive), then the hours are not Optimized. (This is enforced by the Optimized checkbox being checked for chargebacks to license departments, and the Optimized checkbox not being checked for CE projects.)
• Non-billable Hours on a Billable Project: Capped Projects have a new Activity ID - '999', which is to be used to report hours in excess of the cap. The billing action on the time report will be non-billable. As a result, these hours are neither Utilized nor Optimized.

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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003 All rights reserved.
Created: dcb 08/14/2003
Revised: dcb 05/11/2004
Reviewed: 05/12/2004