New Feature Alert 
These features are part of the August 2024 Release, available in Sandboxes on August 6. Existing customers' production instances will be automatically upgraded to the version of TaskRay containing these features on August 20; this is when the release will be available on the AppExchange as well.
- Standard
- Premium
Note: Specific functionality varies by edition. Forecasting and forward-looking data is only available on Premium. Historical data is available on Standard and Premium.
Resource analytics and reporting are an essential component of resource management. By monitoring performance metrics, you get insight into the most critical areas of the work management process, allowing you to make impactful updates to continuously optimize the process as it evolves.
TaskRay provides built-in resource analytics insights that you can leverage as part of your process. In this article, we review what those insights are and how you can incorporate them within your organization.
A Note On Editions and Resource Analytics
Depending on your edition, you will have access to different resource analytics functionality.
- Standard Edition: Customers on this edition have access to historical resource data, which allows reviewing past performance. For Standard Edition, the dashboard shows historical data that occurred up to the current date.
- Premium Edition: Customers on this edition have access to historical resource data, as well as forecast and forward-looking data. For Premium Edition, the dashboard provides insight into past performance, as well as projections for upcoming work.
Resource Analytics
Resource Analytics Permissions
One of the following additive permission sets is required to access and use Resource Analytics:
- TaskRay - Admin Access
- TaskRay - Resource Manager Access
Access Resource Analytics
To access Resource Analytics, navigate to TaskRay Resource Analytics within the App Launcher.
Resource Analytics Terminology
As we go over the data within Resource Analytics, we will reference various Resource Management terms.
Resource Analytics Filtering
Before looking at each of the charts found within TaskRay Resource Analytics, it is important to review the filtering mechanism that determines the data pulled into the view. First and foremost, the view requires some filter selection to be set at all times to display data. At a minimum, it is necessary to set the date range. Beyond that, you have options to refine the data further based on your reporting needs, such as to view information specific to a particular Role, Attribute, or Resource.
To access the filtering options, click on the Show Filters option in the top left corner of the view.
Filtering Options
Date Range
The Date Range section is used to specify the range for the Resource Analytics data.
The Date Range filter provides dynamic options, such as last/next week, month, quarter, or year. Additionally, you can leverage the Custom date range option and set dates for any needed timeframe.
- Standard Edition customers will only see options for historical data, such as last week/month/quarter/year. Additionally, the Custom Date Range is limited to showing data prior to the current date.
- Premium Edition customers will see options for both historical data and forward-looking forecast data.
Resources
The filtering options found in this section are used to refine data based on Resource criteria. Here, you can select to pull in data that is specific to a particular Role, Resource, or Attribute.
Data Segmentation
In this section, you will find controls for further segmentation of the dataset, such as by Time Type (Billable and Non-Billable) or Utilization Type (Estimated and Actual).
- Premium Edition customers will also see a toggle to Include Forecast Projects.
Using Filters
To use filters, simply set applicable criteria and then click on Apply. This will refine the visible data in each chart within the view accordingly. Additionally, you can use combinations of filters to refine data according to your reporting needs.
To reset filters, click on Clear Filters in the header of the Filters sidebar.
Resource Analytics Exporting
It is possible to export certain charts as images (PNG). If a chart has an option to be exported, you will see the following icon in the top right corner of the chart box:
Resource Analytics Charts
In this section, we review each of the charts that you will find within TaskRay Resource Analytics, including how you can apply those insights in your workflow.
Remember, the data that you will see in the charts will reflect applied filters.
While the filtering mechanism presents various options for segmenting data in the charts, it is worth noting a few concepts applicable to analyzing data:
- Actual Utilization: Applies to time tracking data and provides insight into how long it took for Resources to complete work. Useful for looking at past data.
- Estimated Utilization: Provides insight into planned work and how long it is estimated to complete that work. Can be used in conjunction with Actual Utilization to compare how accurately the work was planned and how long it actually took to complete it.
- Forecasting: (Premium Edition only) Provides insight and allows analyzing potential future work beyond the current workload of Resources.
Utilization
About
This chart displays a high-level breakdown of overall utilization. Can be segmented by Estimated Utilization and Actual Utilization.
Application
The following example assumes that the chart is filtered to show Estimated and Actual data.
Use this chart to get a quick summary of utilization, such as to compare estimates against actuals. For example, if Actual Utilization is greater than Estimated Utilization, then that is an indicator that the completed work took more effort or time than originally planned for the set timeframe.
Utilization by Month
About
This chart visualizes utilization month-over-month.
Application
The following example assumes that the chart is filtered to show Estimated and Actual data.
Use this chart to review changes in Estimated or Actual Utilization month over month. For example, if you see that the Estimated Utilization line is consistently trending to be above the Actual Utilization line, then that could be an indicator that the estimates might be generally set too low.
Utilization by Role
About
This chart visualizes utilization by Role.
Application
Use this chart to review Role-specific details for utilization.
- Example 1: If you see that a particular Role is showing that the Estimated or Actual bar is above 100%, then that is an indicator that the Resources with that Role are estimated to be above their set capacity or have completed more work than their set capacity.
- Example 2 (the following example assumes that the chart is filtered to show Estimated and Actual data): If you see that a particular Role has a significantly taller bar for Actual Utilization than the bar for Estimated Utilization, then that is an indicator that the Resources with that Role have completed work that took more time than originally estimated.
Utilization by Role by Month
About
This chart visualizes utilization for each Role month over month on a grid. If the filter is set to pull in both Estimated and Actual Utilization Types, the chart will allow switching between types.
Application
Use this chart to review utilization trends for various Roles month over month. The chart is color-coded, making it easy to identify hot and cold spots for utilization across different Roles. Additionally, since the chart organizes data by month, it can also be used to review seasonal and monthly trends for utilization.
Utilization by Attribute
About
This chart visualizes utilization by Attribute.
Application
The following example assumes that the chart is filtered to show Estimated and Actual data.
Use this chart to review Attribute-specific details for utilization. For example, use the chart to compare how various Attributes are estimated to be utilized compared to how they are actually utilized on projects. Using these insights, you can also determine which Attributes are in high demand on projects in your organization.
Utilization by Resource
About
This chart visualizes utilization by Resource.
Application
The following example assumes that the chart is filtered to show Estimated and Actual data.
Use this chart to review Resource-specific details for Estimated vs. Actual Utilization. For example, use this chart to review and compare utilization (workload) for different team members in your organization. This chart can be used to determine if certain team members are assigned too much work and help identify other team members who can take on the extra work instead.