This guide also applies to on-premises implementations

16Manage Resource Utilization and Analytics

This chapter contains the following:

Import Resource Actual Hours Process

The Import Resource Actual Hours process imports actual hours based on data from third-party applications that you load into the Resource Actual Hours Interface table (PJR_ACTUAL_HOURS_INTERFACE).

Once in the interface table, the actual hours are validated and processed by the Import Resource Actual Hours process and any exceptions are reported in the output report for the process.

Use the Resource Actual Hours Interface macro-enabled Excel workbook template to prepare data for loading and importing, and ensure that your data conforms to the structure and format of the target application database tables. The workbook contains the following worksheets:

  • Instructions and CSV Generation: Table-specific instructions, guidelines, formatted spreadsheets, and recommendations for preparing the data file for upload.

  • PJR_ACTUAL_HOURS_INTERFACE: Worksheet columns that represent table fields for:

    • Work and utilization dates

    • Details about the resource, project, and task

    • Actual hours worked category

    • Eligibility indicators for utilization and billing

    • Indicator for adjustment entry

    • Transaction references

    • Comments

After you prepare the data in the Resource Actual Hours Interface Excel template, click the Generate CSV File button in the template to create worksheets to load to the interface table. Optionally you can bypass the Excel template and manually create the CSV file.

Load data into the interface table and application database tables using one of these two methods:

  • Run the Load Interface File and Import Resource Actual Hours job set to transfer the data file from your specified location to the interface table and import resource actual hours data from the interface into the database tables.

  • Run the Load Interface File for Import process followed by the Import Resource Actual Hours process to separate the load and import steps.

For more information about file-based data import, see the File Based Data Import for Oracle Project Portfolio Management Cloud guide.

Run the load and import processes from the Scheduled Processes Overview page.

Parameters - Load Interface File for Import

Import Process

Select Import Resource Actual Hours.

Data File

Select the file that contains resource actual hours data to load.

Parameters - Import Resource Actual Hours Process

Actual Hours Worked Category

Select the type of activity that is represented by the actual hours worked. Examples are Project Work, Paid Time Off, Training, and Other. The default value is All Categories.

Resource

Select the project enterprise labor resource who reported the actual hours worked.

Project

Select the project for which the project enterprise labor resource reported actual hours worked.

Actual Hours Worked Through Date

Enter the date through which the project enterprise labor resource worked.

Import Resource Actual Hours Execution Report

The Import Resource Actual Hours Execution report summarizes the number of processed, accepted, and rejected items encountered when you imported resource actual hours. The report contains details for all actual hours that generated errors during the import process.

Review the error message details for the actual hours and fix the issues. Load the data that you fixed in the CSV file into the interface table again and resubmit the Import Resource Actual Hours process.

Note: After importing actual hours, the process automatically launches the Update Resource Utilization Data process to summarize actual utilization that appears on the Resource Manager Dashboard.

Resource Actual Utilization: How It's Calculated

Resource actual utilization is the percentage of hours worked or projected to work compared to available hours. The Update Resource Utilization Data process calculates actual utilization for individual resources and resource pools.

Run the Update Resource Utilization Data process often enough to account for:

  • New resources or assignments

  • Changes to resource pool membership dates

  • Changes to resource calendars

  • Updated actual hours

Settings That Affect Resource Actual Utilization

The following factors affect Resource Actual Utilization.

  • The Import Resource Actual Hours process imports actual hours based on data from third-party applications. Ensure that the most recent resource actual hours are imported into the application before you run the Update Resource Utilization Data process.

  • During import processing you indicate which actual hours are eligible to be included in utilization calculations for the resource. Eligible actual hours can include time spent on project assignments, or nonproject events such as training and paid time off.

  • The application determines the current quarter by the Utilization Data Updated date shown on the Resource Manager dashboard, which is the last date that the Update Resource Utilization Data process ran.

  • A resource's available hours are based on the resource calendar. An example of a resource calendar is Monday through Friday, 8 hours a day. The application doesn't consider company holidays when determining a resource's available hours.

  • The number of hours that a resource is assigned to work on project assignments includes assignments that are in a status of Confirmed, Reserved, or Pending Adjustment.

  • The Update Resource Utilization Data process calculates actual utilization for all resources who are current members of a resource pool except for the Inactive Resource Pool Memberships pool.

How Resource Actual Utilization Is Calculated

The Update Resource Utilization Data process calculates actual utilization using actual hours that are designated as eligible for utilization.

For the current quarter, the calculation first uses actual hours worked through the day before the Utilization Data Updated date shown on the Resource Manager dashboard. For the remainder of the quarter, the process uses the hours that resources are projected to work on project assignments.

For previous quarters, resource actual utilization is the percentage of actual hours worked compared to the available hours.

Note: The calculation includes the resource's actual, assigned, and available hours only for the days that are within the resource's date range in the resource pool.

Resource Actual Utilization Calculation: Example

Actual utilization for the current quarter is the percentage of actual hours worked at the beginning of the quarter, plus projected project assignment hours from the date the process ran through the end of the current quarter, compared to the available hours.

Scenario

Following is an example of an actual utilization calculation for the current quarter.

Example scenario:

  • Resource name: Abraham Mason

  • Current quarter date range: January 1 - March 31, 2016

  • Today's date: February 15, 2016

  • Latest run date of the Update Resource Utilization Data process: February 15, 2016

  • Work category that is eligible for utilization: Project Work

  • Work categories that aren't eligible for utilization: Training and Paid Time Off

Abraham Mason is available to work for 8 hours a day, 5 days a week. Weekends are nonworking days.

The following table lists the actual, projected, and available hours in the current quarter for Abraham Mason. The table doesn't include weekend nonworking days.

Work Dates by Week Work Category Eligible for Utilization Project Name Worked Hours Projected Hours Available Hours

January 1 (holiday)

 

 

 

0

 

8

January 4-6

Project Work

Yes

Electrical

24

 

24

January 7-8

Training

No

 

16

 

16

January 11-15

Project Work

Yes

Electrical

24 (worked partial days)

 

40

January 18-22

Project Work

Yes

Hardware

40

 

40

January 25-28

Paid Time Off

No

 

32

 

32

January 29

Training

No

 

8

 

8

February 1-5

Project Work

Yes

Hardware

40

 

40

February 8-11

Project Work

Yes

Hardware

32

 

32

February 12

Project Work

Yes

Hardware

8

 

8

February 15-19

Project Work

Yes

Hardware

 

40

40

February 22-26

Project Work

Yes

Hardware

 

40

40

February 29-March 4

 

 

 

 

0 (no projected work)

40

March 7-11

Project Work

Yes

Install

 

40

40

March 14-18

Project Work

Yes

Install

 

40

40

March 21-25

 

 

 

 

0

40

March 28-31

Project Work

Yes

Launch

 

32

32

Results for the current quarter example:

  • Actual worked hours that are eligible for utilization: 168

  • Projected hours for project work: 192

  • Available hours: 520

  • Resource actual utilization: (168 + 192) / 520 = 69.23%

Resource Projected Utilization: How It's Calculated

The Update Resource Utilization Data process updates projected utilization for individual resources and resource pools for the current week and cumulative intervals for the next 2 weeks, 4 weeks, 8 weeks, and 13 weeks.

Run the Update Resource Utilization Data process often enough to account for:

  • New resources or assignments

  • Changes to resource pool membership dates

  • Changes to resource calendars

Factors That Affect Resource Projected Utilization

The following factors affect Resource Projected Utilization.

  • The Update Resource Utilization Data process defines a week as Sunday through Saturday. The current week includes all 7 days from Sunday through Saturday, regardless of the day that you run the process.

    • If you run the Update Resource Utilization Data process after Sunday, the first day of the current week is the preceding Sunday.

    • If you run the process on Sunday, the current week begins that day.

  • A resource's available hours are based on the resource calendar. An example of a resource calendar is Monday through Friday, 8 hours a day. The application doesn't consider company holidays when determining a resource's available hours.

  • The number of hours that a resource is assigned to work on project assignments includes assignments that are in a status of Confirmed, Reserved, or Pending Adjustment.

  • The Update Resource Utilization Data process calculates projected utilization for all resources who are current members of a resource pool except for the Inactive Resource Pool Memberships pool.

How Resource Projected Utilization Is Calculated

Projected utilization is calculated for individual resources in a resource pool and rolled up to a projected utilization for the pool.

To calculate a resource's projected utilization for the current week and the next 12 weekly intervals, the Update Resource Utilization Data process divides the number of hours that a resource is assigned to work on project assignments each week by the number of available hours for the resource that week.

The process also calculates cumulative projected utilization for the 13 week period. For example, the process calculates projected utilization for a 4 week interval by dividing the sum of hours that a resource is assigned to work on project assignments by the number of available hours for the resource for the current week and the next 3 weeks.

On the Resource Manager Dashboard you can view projected utilization for resources or resource pools for the current week and cumulative intervals for the next 2 weeks, 4 weeks, 8 weeks, and 13 weeks.

Note: The process includes the resource's assigned and available hours only for the days that are within the resource's date range on the resource pool.

Resource Projected Utilization Calculation: Example

Resource projected utilization is the percentage of hours that project enterprise labor resources are confirmed or reserved to work on project assignments compared to their available hours.

Scenario

The following tables show the projected utilization components for three resources, and the resource pool to which they belong, over two weekly intervals.

Resource and Resource Pool Week 1 - Hours on Project Assignments Week 1 - Available Hours on Resource Calendar Week 1 - Projected Utilization Calculation

Resource A

40

40

100%

Resource B

20

40

50%

Resource C

10

20

50%

Resource Pool

70

100

70%

Resource and Resource Pool Week 2 - Hours on Project Assignments Week 2 - Available Hours on Resource Calendar Week 2 - Projected Utilization Calculation

Resource A

40

40

100%

Resource B

48

40

120%

Resource C

20

20

100%

Resource Pool

108

100

108%

Resource Target Utilization Percentage: How It's Determined

Target utilization is the percentage of hours that project enterprise labor resources are expected to work on project assignments compared to their available hours. The project administrator specifies the default target utilization for the enterprise, and then specifies target utilization overrides for individual jobs.

Factors That Affect Resource Target Utilization

The following factors affect the Resource Target Utilization Percentage.

  • Enterprise Target Utilization Percentage: Target utilization percentage that applies to all managed project enterprise labor resources unless specific override percentages exist for a resource's job.

  • Target Utilization Percentage Overrides: Target utilization percentages that override the enterprise target utilization percentage for resources with specific jobs.

    Note: The override percentage applies to resources with a job title in Oracle Fusion HCM, namely resources who are employees or contingent workers.
  • The Update Resource Utilization Data process calculates target utilization for all resources who are current members of a resource pool except for the Inactive Resource Pool Memberships pool.

How the Resource Target Utilization Percentage Is Determined

The application uses the enterprise target utilization percentage for a resource if no override percentage exists for the resource's job. The default target utilization is 100%. The project application administrator can enter a new value in the Enterprise Target Utilization Percentage field on the Manage Target Utilization Percentages page.

The administrator can also enter a target utilization percentage override on the Manage Target Utilization Percentages page for a job. The application uses the percentage override for all resources with that job title as their active primary HCM assignment.

Target utilization percentages can be whole numbers from 0 - 100. You can enter one override percentage for each job.

Example

Assume that the target utilization for the enterprise is 80%. To set up the target utilization, change the default enterprise target utilization percentage from 100% to 80% on the Manage Target Utilization Percentages page.

Also assume that Senior Architects spend half their time on internal activities. To set up the target utilization for Senior Architects, enter 50% as the target utilization override for the job of Senior Architect.

The application uses 50% as the target utilization for all resources with the job of Senior Architect, and 80% utilization for all other resources.

Resource Target Hours: How They're Calculated

Resource target hours are the available hours multiplied by the target utilization percentage for the resource. Target hours for a resource pool include the target hours of all current resources in the pool. The Update Resource Utilization Data process updates target hours for individual resources and resource pools for the current week and cumulative intervals for the next 2 weeks, 4 weeks, 8 weeks, and 13 weeks.

Run the Update Resource Utilization Data process often enough to account for:

  • New resources or assignments

  • Changes to resource pool membership dates

  • Changes to resource calendars

Factors That Affect Resource Target Hours

The following factors affect Resource Target Hours.

  • A resource's available hours are based on the resource calendar. An example of a resource calendar is Monday through Friday, 8 hours a day. The application doesn't consider company holidays when determining a resource's available hours.

  • The Update Resource Utilization Data process defines a week as Sunday through Saturday. The current week includes all 7 days from Sunday through Saturday, regardless of the day that you run the process.

    • If you run the Update Resource Utilization Data process after Sunday, the first day of the current week is the preceding Sunday.

    • If you run the process on Sunday, the current week begins that day.

How Resource Target Hours Are Calculated

To calculate a resource's target hours for the current week and the next 12 weekly intervals, the Update Resource Utilization Data process multiplies the target utilization percentage for the resource by the number of available hours on the resource calendar for the week.

To calculate the target hours for a resource pool, the process adds together the weighted average of target hours of all resources in the resource pool.

Note: The process includes the resource's available hours only for the days that are within the resource's date range on the resource pool.

Example

The following example shows the calculation of target hours for three resources, and the resource pool to which they belong, for a 1 week period.

Resource and Resource Pool Resource Target Utilization Available Hours on Resource Calendar Resource Target Hours Calculation Target Utilization Percentage for Pool

Resource A

75%

40

30

 

Resource B

80%

40

32

 

Resource C

80%

30

24

 

Resource Pool

 

40 + 40 + 30 = 110

30 + 32 + 24 = 84

84 / 110 = 76%

FAQs for Manage Resource Utilization and Analytics

Can I change the colors that appear on the Resource Manager Dashboard?

Yes. Use the Actions menu in the Projected Utilization, Unassigned Resources, and Actual Utilization regions to open a window to edit the display colors. Select colors to alert you to resource and resource pool metrics that are greater or less than expectations. The selected colors are specific to each application user. You can return to the default colors at any time.

How can I update utilization data for resources and resource pools on the Resource Manager Dashboard?

Use the Scheduled Processes page to run or schedule the Update Resource Utilization Data process to summarize the target, projected, and actual utilization for resources and resource pools.

What's the order of resource pools and resources in the Projected Utilization and Actual Utilization regions?

The selected resource pool appears at the top of the list in the region, followed by child resource pools that belong to the selected pool. Child resource pools are listed in order of the most unfavorable variance first to the most favorable variance last. In the Projected Utilization region, an unfavorable variance occurs when projected utilization is less than target utilization in the formula projected utilization - target utilization. In the Actual Utilization region, an unfavorable variance occurs when actual utilization is less than target utilization in the formula actual utilization - target utilization. Resource pools with the same variance are listed in alphabetic order by resource pool name.

Following the resource pools is the list of resources that are members of the selected pool. The resources are also sorted with the most unfavorable variance between the projected and target utilization (or actual and target utilization) at the top of the resource list. Resources with the same variance are listed in alphabetic order by resource name.

What's a work week in Oracle Fusion Project Resource Management?

Work weeks are based on a Sunday to Saturday schedule.