Reports

What this is

Reports has its own tab on the bar (and a button on the ribbon under Plan). Pick a date range - the next twelve weeks unless you choose - and a chart and three tables are worked out from the plan as it stands.

Utilisation, week by week is the chart at the top: one column a week, dates along the bottom, percent up the side. It is the days booked across every project as a share of the days people have available, so 100% is everybody fully used and 50% is everybody half used. A dashed line marks 100%; a red column means more is booked than there are people, an amber one under 60%.

People: for each person, the days available (weekdays less bank holidays, holiday and other off days), the days booked, the share used and the share spare. Under 60% is marked amber; over 100%, or any day booked for more than a full day, red. The lettered columns split the booked days by colour - project work against bids and internal time, say - so chargeable and non-chargeable time read apart.

Sites: each site, who is booked on it and for how many days, and the days booked week by week. Give a site a people needed a day figure (Edit, on the plan) and each week shows booked against needed - short in red, over in blue.

Week by week: the whole company. Needed and booked across every site, how short, how many people-days are available, and what is spare. A red Spare means more is booked than there are people to do it.

A booked day is a day painted with a working colour. A half day counts as half, and a day split across sites counts once in total. Days off come out of what is available.

Every table has a Download that opens in Excel, and Print prints the three together.

By role groups everyone by the role on their record - whatever it says, so *Auditor* and *Site Manager*, or *Structural Engineer* and *Architect*, each get a row with their people, available and booked days, used, and spare days. Nothing to set up: change someone's role on Resources and they move. Roles come in the order of the Roles list on Resources - use its arrows to put, say, auditors first. A role typed on someone but not on the list comes after those, and people with no role last.

The one-page report puts it on one A4 sheet: four headline figures (utilisation, the busiest week, the spare days, and how short the sites are of what they need), the chart, the most used and most spare people, and the sites. Open One-page report to see it; Download PDF and Download picture give you the same page as a file - the picture is for pasting into an email or a slide. By role in the preview switches to the other sheet - utilisation for each role, with the people in it - and the downloads follow.

What it looks like

Start to finish

1. Press Reports on the bar.
2. Choose the dates, or one of the quick ranges.
3. Read People for who is under-used or over-booked.
4. Read Sites and Week by week for where the plan is short, and fill it from the plan with Who's free.

How to

• See the next quarter: press Reports, then Next 3 months.
• See how busy the company is over a year: set From and To a year apart. The chart shows every week, with a date every fourth.
• Find spare capacity: Week by week, the Spare column, or each person's Spare in People. Then Who's free on the plan shows who, and books just the part of a day they have.
• See chargeable against non-chargeable: People, the lettered columns - one for each colour anyone has been painted with.
• Spot a shortfall before it happens: give each site its people needed a day; the Sites table turns a week red when fewer days are booked than it needs.
• Take a table into a spreadsheet: press its Download.
• Send someone the picture: set the dates, press Download picture, and paste it into the email.
• Put a role first in the reports: on Resources, under Roles, press its up arrow until it is at the top.
• See how each discipline or grade is used: the By role table, or open One-page report and choose By role for the same on one sheet.