The Staff Availability Report shows you how busy, or not, your people are in the near future. The primary use of the report is to help you identify users that have availability so they can be allocated to a project that you’re looking to resource, as well as highlighting users that are over-booked so you can take the neccessary steps to avoid them burning out.
In this article, we’ll look at:
- Location of the Report
- Orientation of the Report
- Availability Conditional Formatting
- Identifying Part-Time Users
- Expanding Users (Taking a Deeper Look)
Location of the Report
The Staff Availability report can be found in the following areas in CMap:
1. Head to the Reports tab.
2. Select Standard Reports.
3. Click Resourcing and then select Staff Availability.
1. Head to the People tab.
2. Click Resourcing and select Resourcing Reports.
3. Under Core Reports, you can select Staff Availability.
1. Head to the Projects tab and select either Pipeline or Live Projects.
2. Go to the Resource Schedule.
3. Click the More Stuff menu and you can select Staff Availability.
Orientation of the Report
When you first enter the report, you will be promoted to apply Filters and press Run.
If you press Run without applying Filters, it will run the report in full.
Filters enable you to refine the list of returned users e.g. if you want to ensure you’re looking to allocate employees to projects before you turn to contractors, you can use the Employee Status filter and set it to return anyone that’s an Employee.
You can toggle the timeframe you look at (e.g. in Days or Weeks) and how you view availability (e.g. in Days/Hours of availability or in Percentages).
If you have a preference, e.g. as a company we prefer to think in Weeks and Percentage, we can configure this to be your default setting every time you run the report. Please contact the Support Team if this would be useful.
Grouping of rows
The report groups users by their Office (if you have a multi-entity set-up) and then by their default Role. Within the default Role groupings, the report then orders the users alphabetically by last name.
Availability Conditional Formatting
The Staff Availability report uses conditional formatting to draw your attention to employees who are available to be resourced to projects in the required time period.
The conditional formatting works as so:
- Green: The user has >75% availability
- Amber: The user has between 20—75% availability
- Grey: The user has between 0—20% availability
- Red: The user has <0% availability (in other words, they are over allocated)
Identifying Part-Time Users
Part-time users are identified by an amber triangle in the cell containing their name.
In the image above, Jane Doe is identified as a part-time user. Note that Jane Doe works the equivalent of a 3-day week. In Jane’s instance, since all 3-days are available in every subsequent week after the starting week, Jane Doe displays in green because they personally have 100% availability.
Expanding Users (Taking a Deeper Look)
If you click a user’s name, it expands their availability strip to reveal the component parts.
In the example above, we can see that Rashmina Begum is over-allocated by 1 day in the week of 29th March and a further 1 day in the week of 5th April.
You are provided with rows for:
- Project(s) users are resourced to, including their allocations
- Internal Codes users are resourced to, including their allocations
- Time Off users have, including the number of days
You can click the Expand All link located near the top-left of the report to open every user’s full availability breakdown in one action.
The Project(s) and Internal Codes are hyperlinks. Clicking a hyperlink will navigate you to the relevant page.
Placeholders are generic users you can resource to in a project’s Resource Schedule. Typically, this would be used when you know a certain type of role is going to be required, when it’s going to be required, and for how long. The only uncertainty is who will fulfil this role.
In this scenario, we strongly recommend you resource to a placeholder, for the following reasons:
1. If you leave the Resource Schedule empty, the Future Schedule is under-reported and your ability to track how close you are to hitting the Project Budget is negated.
2. It ensures you factor in required but as yet unidentified resourcing requirements into the view of Staff Availability.
In the image above, we can see that we have a requirement for a Partner for 5 days in the starting week, and then 3 days per week for the subsequent 5 weeks. Thankfully, we can see that Piotr Kuzniak has 5 days of availability in the starting week, and Jane Doe has 3 days of availability to cover the subsequent weeks.
Whilst some shuffling around may be required, we can at least see at an overall level our capacity and demand are equal.
If we hadn’t used a placeholder, our view would have been:
With this view, it would have been likely that suboptimal decisions were made, up to and including looking to win projects that we don’t have the capacity to deliver.
3. Another key benefit of placeholders is that it’s very straightforward to transfer the allocation to a user. In a project’s Resource Schedule, you can use the Switch to Someone Else feature to make the change in just a couple of clicks.
Hopefully, you now understand how to use the Staff Availability report to help you identify users that have availability to be allocated to a project that you’re looking to resource.