Flux Actual Utilization Dashboard – TaskRay

Important

This article covers legacy Flux Capacity functionality.

If you are in the beginning stages of setting up resource management functionality in your org, or if you are already using TaskRay Resource Management features, refer to the new Resource Management documentation.
If your organization currently uses Flux Capacity for resource management, use this article if you need to get information on Flux functionality.

If you have any questions, reach out to TaskRay Support.

This article helps a Salesforce User use the Flux Actual Utilization Dashboard and understand the underlying source report calculations.

Flux Actual Utilization Dashboard Overview

The Flux Actual Utilization dashboard provides a historical-looking view into Flux Team and individual Flux Resource actual utilization over a user-defined timeframe.

Your dashboard may look different if you have arranged sections in rows instead of columns. However, the functionality and descriptions in this article still apply.

Billable vs. Non-Billable Utilization

The dashboard is organized in 3 sections:

Total Time: The sum of billable and non-billable time measured against Flux Resources’ Total Utilization Target
Billable Time: The sum of billable time measured against Flux Resources’ Billable Utilization Target
Total Time: The sum of non-billable time measured against Flux Resources’ Non-Billable Utilization Target

The top component (dark blue) in each column shows the Actual Utilization % for all Flux Resources combined.

The bottom component in each column shows the Actual Utilization % breakdown for each individual Flux Resource.

Color Coding

Color coding (ie. conditional formatting) can be customized by your Flux Admin or Salesforce System Administrator. By default, color coding is established as follows:

YELLOW: ≤ 75%
GREEN: > 75% AND ≤ 100%
RED: > 100%

Flux Actual Utilization Dashboard Filters

Dashboard filters provide a quick and easy way to focus your view of the Flux Actual Utilization metrics. Three filters are included with the Flux Actual Utilization Dashboard. Each is described below.

Filter: Flux Team

The Flux Team filter narrows the results to only include Flux Utilization for Time owned by Flux Resource Team Members.

This filter will be customized based on your specific implementation of Flux Teams. In general, a value should be present for each of your Flux Teams.

All: All Time, regardless of owner
Team: Returns ONLY Time owned by the selected Flux Team (ie. the Flux Team Member associated with the Task’s Flux Schedules).

Filter: Flux Utilization Date

The Flux Utilization Date filter narrows the results to only include Flux Utilization for the specified time period.

All: All Time with a date ≤ THIS WEEK
- This filter is generally not recommended for use, especially for organizations with large volumes of Task data.
Week Start thru Today (Week-to-Date): Time with a date THIS WEEK up to and including today
Last Week: Time with a date LAST WEEK
Last 6 Weeks: Time with a date LAST 6 WEEKS
Month Start thru Today (Month-to-Date): Time with a date THIS MONTH up to and including today
Last Month: Time with a date LAST MONTH
Quarter Start thru Today (Qtr-to-Date): Time with a date THIS QUARTER up to and including today
Last Quarter: Time with a date LAST QUARTER

Flux Actual Utilization Source Reports and Calculations

The Flux Actual Utilization dashboard’s source reports are based on the Flux Utilization object which is a real-time daily summary of:

Actual hours logged (via TaskRay Time)
Daily utilization targets (via Flux Resource settings)
Capacity deductions (via Flux Time Away)

A collection of Flux Utilization records, grouped by calendar week, make up the Flux Actual Utilization dashboard.

While the Flux dashboard source reports are grouped by calendar week, if you are building your own reports or variations of the Flux reports, you can group by any date increment - grouping does not have to be set to weekly.

Actual Utilization % is calculated as follows:

Last Week Example

If we set the Flux Utilization Date filter to “Last Week”, then drill into the “Resource Utilization” component and look at Dan Moore’s actual utilization for the time period, we see a single week worth of results:

In this example, Dan Moore’s Actual Utilization % is calculated as follows:

Month-to-Date Example

If we set the Flux Utilization Date filter to “Month Start thru Today (Month-to-Date)”, then drill into the “Resource Utilization” component and look at Dan Moore’s actual utilization for the time period, we will see multiple weeks worth of results, unless, of course, we are still in the first week of the month:

In this slightly more complex Month-to-Date example (captured on the 22nd of the month - a Tuesday), it is worth noting the following:

Dan Moore’s Flux Resource is set up to work 6 days/week with a Daily Total Utilization Target of 8 hours.

The weekly columns in the source report appear to have a fluctuating Total Utilization Target (hrs) for Dan Moore. However, each weekly grouping summarizes a Total Utilization Target (hrs) only for days within the current month up to and including today.
- Column #1 only includes 4 business days for Dan since the 1st is on a Tuesday. With Dan’s Daily Total Utilization Target of 8 hours, the total target for this week in the MTD report = 32 hours.
- Column #2 is a week wholly residing in the current month. With Dan’s Daily Total Utilization Target of 8 hours and 6 business days, the total target in the report = 48 hours.
- Column #3 is a week wholly residing in the current month. With Dan’s Daily Total Utilization Target of 8 hours and 6 business days, the total target in the report = 48 hours.
- Column #4 represents the current week and only includes 2 business days for Dan since the report was captured on a Tuesday. With Dan’s Daily Total Utilization Target of 8 hours, the total target for this week in the MTD report = 16 hours.

Dan Moore’s TOTAL Actual Utilization % in this Month-to-Date example is calculated as follows:

Dashboard Access and Data Visibility

All Flux Capacity Users (Flux Resource Users and Flux Manager Users) may access the Flux Actual Utilization dashboard and underlying source reports; a Flux Capacity license is required to view these reporting elements.

However, only active Flux Resources (which each require a Flux Resource User license) will have data to view. Non-licensed users will not show up in these reports.

Having Trouble with Access or Missing Data?

Dashboard and Report access is controlled at the folder level. If you are unable to find the “Flux Capacity Dashboards” folder, it may not be shared with you.

If you can access Flux Dashboards and Reports but feel that data is missing (ie. active Flux Resources do not show up in results), this might be due to your Salesforce security model. Data visibility can be restricted based on the sharing model implemented by your Salesforce System Administrator.

In either of the above situations, please see your Salesforce System Administrator to understand how these security settings may be impacting you.