To help you take advantage of all the advances in Mavenlink’s Resource Management and Planning capabilities, our BI Consultants have completely reimagined our Utilization and Resource Management BI reporting in Mavenlink Insights. Starting March 9th, you can access these new dashboards in Insights.
If you really like some of the current standard reports in the Utilization and Planning and Time Analysis dashboard and don’t want to lose access to them, make a copy of them before March 9th to ensure that those reports remain available to you.
In addition to the completely changed Utilization Dashboard and new Resourcing Dashboard, we've made numerous improvements and additions to our standard and custom business intelligence capabilities, including:
- Adding Workweek and Holiday schedules for greater precision in utilization and capacity reporting
- Introducing dozens of new metrics and data elements such as Planned Hours and Skills data so you have more visibility into how your organization is performing
- A new Time and Expense Admin report that enables you to quickly target unlogged, unsubmitted, and unapproved time and expenses
- ... and many, many other client-requested updates!
To understand more, and prepare your team for these changes, we recommend watching our webinar, which is available to view at your convenience.
The March 9th release of Mavenlink’s Insights includes the first phase of a complete Standard Dashboard update bringing to life new Mavenlink capabilities released over the last 9 months. The focus for this release is on Resource Management with the addition of Master Planning hours. Major changes also include the addition of Mavenlink’s new WorkWeek and Holiday Calendars along with Target Utilization (Billability %) and Manager identification for Users. Two completely new Dashboards, “Utilization” and “Resourcing” replace the previous “Utilization and Planning” Dashboard. The “Time and Expense Admin” Dashboard replaces the previous ‘Time Analysis’ dashboard with a fresh focus on Time and Expense entry analysis.
The all new Utilization Dashboard replaces the previous Utilization reporting of the Utilization and Planning Dashboard. It puts a fresh focus on managing company resources analyzing both past performance and future potential.
Utilization reporting is dramatically enhanced with the addition of the Workweek and Holiday schedules. It allows for facilitating start and stop dates for employee utilization reporting as well as enabling differing Workweeks by employee (40 hours vs. 32 for example). Utilization calculations are dramatically more precise as a result. Target Utilization (Billability %) is added for a reference point both at an aggregate and user level. The addition of User Manager allows for further filtering and reporting. Master Planning hours enhances the future outlook capabilities and allows enhanced handling of resource alignment.
The Actual and Scheduled Tab was retained and is now found on the far right. We expect this Tab to become obsolete as most companies (and due to feedback) are interested mostly in Billable Utilization, which is the primary focus for all the new Tabs and Reports. We anticipate as users become familiar with the new reports, the Actual and Scheduled will no longer be required.
The Scheduled by week Tab’s information can now be seen in a much richer format in several new places based on the business questions being asked. Scheduled Utilization is shown throughout the new Utilization reports. Specifically for those looking into the future, the Outlook by week Tab will be a welcome addition, showing scheduled and planned utilization into the future.
The Assignments by Day Tab was a near copy of a report that exists on the Project Details Dashboard, called Assignments by Week and as such has been removed. More importantly however, the daily schedule now appears in the new Resourcing Dashboard and is greatly enhanced in the Daily Schedule Tab including a ‘Heat Map’ of scheduled hours by Role and User.
The Over/Under Scheduled Tab has been replaced with the Exceptions Tab in the Resourcing Dashboard providing enhanced detail.
The Availability Tab has been replaced with the new Resourcing Dashboard.
The entirely new Resourcing Dashboard is focused on resource availability and facilitates assignments by allowing users to view Master Planning demand with availability of resources. The Availability picture is enhanced with both Scheduled and Master Planned Demand. The Resourcing Dashboard also incorporates the new Workweek and Holiday schedules and Target Utilization to provide a more precise view of Availability. Finally, a Staffing report allows for the balancing of demand and supply at a granular level and also provides visibility to Estimated Hours on Projects/Tasks that have yet to be Assigned.
Note: By default, only Admins will have access to this new Dashboard. To allow Report Viewers to access it as well as display in in the Navigation Bar, go to Settings > Insights and select the configuration desired.
Time and Expense Admin Dashboard
The renamed Time and Expense Admin Dashboard is focused on time and expense entry analysis with visibility into the state of the entries: Unsubmitted, Unapproved, Rejected etc. There is a breakout of time and expenses for projects that do not require approval. This allows the focus to be on those Unapproved transactions that require approval. Additionally, due to the new Workweek capabilities, you can easily identify potential missing time entries. This is based on the assumption that employees log all time to projects.
The Time by Week bar graph and hours by person/week information can now be found on All Actual Hours Breakdown Tab of the Utilization Dashboard. It has been enhanced to show further breakdown of Non-Billable Productive, Non-Productive and PTO time. You also get specific Billable Utilization time via the first two new tabs.
The By Resources and Role Tab has also moved to the same location. Furthermore the Billable Utilization by Role has the same information, shown in Utilization %, drillable to the hours by person and project, including a week over week view.
The Role Analysis Tab was redundant and has been removed. The ‘Hours out of Default Role’ Report has been moved to the Utilization Dashboard under the Hours Variance Tab and is highlighted in a Donut chart which is drillable to the details.
The T&E Submitted with Notes Tab has been split up into two Tabs called Time Entry Log w/ Notes and Expense Log w/Notes, making it easier to view each reporting type. The reporting in each has been enhanced with additional filters and fields.
The Time and Expense Audit Tab contained mostly redundant information that has been incorporated into the Expenses Summary and Time Audit Detail sections of the new Tabs.
How can I prepare?
All of this will be available for you to use starting March 9th. While we’re confident you will gain more value from the new report offerings, if you really like the current Standard Dashboards and Reports, don’t worry, you can make a copy of them to ensure that the current report remains available to you.
Cloning a Dashboard
To clone a Standard Dashboard, go to Settings > Insights. Select the Clone icon for the Dashboard you want to make a copy of.
The new copied Dashboard will appear down in the Custom section. You will need to enable it and select who can see it.
Cloning a Report
For any Standard Reports that you want to keep, you can make a copy. First, open the report by selecting the dropdown arrow on the imbedded DashBoard Report and selecting ‘View Report’.
On the report, select ‘Save as’ from the Options menu.
Impact on Scheduled Emails
For any scheduled emails you have for an existing standard report that is being replaced, the email will change after the release and look similar to the following:
You can unsubscribe to this no longer needed email by clicking the ‘click here’ link.
If you have feedback or need support, we’d love to hear from you. Contact our team at firstname.lastname@example.org.
Optional: Categorizing Non-Billable Time to Report on PTO, Productive and Non-Productive Time
We have devised a method to allow you to break out non-billable time into Productive, Non-Productive and PTO buckets in reports. It is accomplished using special text in projects and groups. Metrics using this special text are already available if you decide to use this method. Custom reports can be built using these metrics. The following is the primary standard report that utilizes this method.
Required Setup for Projects/Groups to identify time this way:
To categorize time into these buckets, the following special strings need to be used as either the first characters or last characters of the project name or anywhere in the project description:
- Non-billable PTO hours, use the string: [PTO]
- Non-billable non-productive hours, use either of the strings: [ADMIN] or [INTERNAL]
- Non-billable productive hours, no string needed
- Billable hours, no string needed
Lastly these strings can be used anywhere in a group name. This allows you to use the group to categorize all related projects into the given bucket. Care must be taken as it is entirely possible to place a [Admin] project in a [PTO] group. Double counting of hours can occur in this case. The purpose of having the categorization at the Project level and the Group level is to give you flexibility. We recommend using just one approach that best fits the way you use Mavenlink (e.g. at the beginning of a project name OR in a group name OR in the project description). This is the safest way. You can always see what projects are in each group through the Project List in Core Mavenlink.
Note: These characters are not case sensitive, however they require the blocked brackets.
As a result, definition of hours in these specialized reports work with the following rules being applied in the order as written:
- Billable: Any and all hours on Billable projects are viewed as such.
- Non-Billable/Non-Productive: Any hours that are Non-Billable and are on Projects/Groups coded as [Admin] or [Internal] as defined above.
- PTO: Any hours that are coded at [PTO] as defined above.
- Non-Billable/Productive: Derived from the total of ALL Non-Billable hours minus those categorized as Non-Productive or PTO. As a result all Non-Billable hours are categorized in one of these buckets.
- Over/Under used Capacity: All hours are subtracted from the Total Capacity (defined as Workweek Hours) to determine if less hours were logged that the organization's Capacity (under) or more (over)