Report - Team Utilization

Hi Bojan Dremel! 🤗 I can see that my colleagues passed on your question to your Customer Success Manager 👍

Please let me know if you have any other questions, I'll be happy to discuss! 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

This needs to be more than passed on to an individual's success manager. This needs to function as sold. We just bought and migrated to Wrike because of a unified reporting experience to get a line of sight on team utilization. Not taking into account capacity from workload or working schedule makes this complete worthless and sends us back to manual calculations. Is this going to be addressed or did we just sink expense into a product that was not as advertised?

Welcome to the Community, Ryan Ruud! 🙌 Thank you for letting us know your feedback! It will definitely be passed on to our team. The reason we pass on this information to your Account Team as well is that they can dive into the functionality with you and provide a solution or a workaround for your specific needs. 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

Hi,

I am extremely interested to know what the solution is for this.  Individual capacity and time entered in tracking are not linked for us either, making utilization impossible to track without massive manual effort involving merging multiple sources of data.  Unworkable as is, a major obstacle to user adoption and stops any reliable visibility for the management to steer the business. Would be interested to know what other solutions have been.

Welcome to the Community, Catherine Cole 👋 

Thanks a lot for reaching out and posting your feedback here! I'm going to ask your account team to reach out about this and discuss your use case. I don't have an update from our Product team currently, but your Customer Success Manager might be able to make some suggestions in relation to this. 

Please let me know if I can help you with anything else! 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

We are having similar issues with the utilization report. Using a time frame of last month or this month assumes a 4-week month with 8-hours per day capacity. This is not taking into account the actual working days in a month or the individual's actual working schedule (including PTO) which makes not only the capacity totals incorrect but also the billable and total utilization percentages incorrect and therefore not useful at all. 

The built in Team Utilization report is basically useless for anyone who has any kind of deviation from 40h week.  No dates right now provided by Wrike on making this work (info as of Apr 13, 2022).  We built a workaround:

1) have users properly mark their days off in Work Schedule as Vacation or Other Non-Working.  This will decrease their available days of capacity.

2) make sure each user has the correct capacity set in a single dedicated Workload chart (soon to come, per Wrike:  ability to enter capacity for each day of the week directly in the Work Schedule.  until then - set up one Workload chart for all people you need to cover, and set Custom capacity there, if it's different from 8h per day. So, if you have someone working 80% with shortened days (ie 5 days a week, but shorter than 8h) enter 6.4h as custom capacity.  If you have someone working 80% by not working on a specific day (say, Mondays) - create a custom Work Schedule for them and set all Mondays to Other Non-working).  You can then:

- export that specific Workload chart that contains all the people you need, with all the correct capacities set

- export Time Spent report for the same people (covering time bookings in all Spaces concerned)

- Workload and Time Spent report must be for the same period of time (ie March 01- 31)

- Time Spent needs to be downloaded (it comes as .xls) then saved as .xlsx (otherwise the Time Spent values will be all funky)

- >Cross-reference these using Power Query in Excel:

- Workload chart export will show you the Total Capacity for the period you exported for as well as for each day within it.  You would need to manipulate it in Power Query to remove unnecessary columns and unpivot Capacity columns. 

- Time Spent (converted to .xlsx first) needs to be on Task level and not grouped on anything.  You would need to instruct Power Query to multiply the Time Spent column values by 24 to get normal looking values.

- For each of the export files  (ie for Time Spent and the Workload) you need to create a unique ID column that will be identical between the 2 files, something that you can merge both files on.  I create a column titled "Merge_ID" = [Person's name]_Date.

- I recommend  - while in Power query - also extracting Month Name and Week of the Year from the dates - that way you can use them as slicers in a later Power Pivot (see screenshot).

Creating this flow allows to drop exported files into  specific folders and re-run a once built Power Query (disclaimer:  Workload export requires manual Power Query adjustment once a month, but then you can drop as many updated versions for the past months as needed, as long as you have the export always covering the same number of the (same) days).

There is a bit more to it for those who don't use Power Query regularly.  Happy to share details if you run into issues.  Happy to hear pointers from those who've built something more advanced, too!  But at least we get the data for reporting.

Hi Jennifer Wood, Catherine Cole!

Thank you Jennifer for sharing your feedback, and thank you, Catherine, for sharing your workaround, much appreciated!!💚

Cansu Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Cansu Wrike Team member Become a Wrike expert with Wrike Discover

Hi We have a 37.5hr working week. Can I get the Team utilization report to relfect this as I can;t see how to change it from 40 hours? 

We have the daily capacity set at 7.5hrs Mon-Fri.

Thanks

Hi Greg Gibbs, thank you for your input. At the moment, the default capacity on the Team Utilization report (eight hours/day or 40 hours/week) cannot be edited, while the Custom daily capacity specified in Work Schedules is reflected on Workload Charts and in the Resources view.

I think that it would be a great feature to have customized capacity in the reports as well. Please make sure to upvote this thread - it will help us understand how many teams are interested in this enhancement. You can learn more about the way we work with feedback in this post. Do not hesitate to contact us with any further questions or comments 😌

Lisa K. Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa K. Wrike Team member Become a Wrike expert with Wrike Discover

Thanks Lisa K.

Does anyone look at similar threads and collate all the up votes? I've seen similar posts for this and other areas of improvements but individually they may not meet the required votes but together they would.

Hi Greg Gibbs, there is, unfortunately, no way for us to merge the threads but we do look at the total number of votes and pass it on to the team. 

Cansu Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Cansu Wrike Team member Become a Wrike expert with Wrike Discover

Hi there, Is there an update on this?  We are not able to track utilization properly when public holidays and vacation are not factored in.

Our workaround is to add 'placeholder wrike tasks' which people have to log time on, for holidays and public holidays, which is a waste of time when there could be a field for 'non-working days hours' we could simply subtract from total capacity, for example.

Thanks,

AM

Hi Anne-Marie Azopardi Fuller, thank you for checking in, no news for now. We'll be sure to let you know if anything changes here.

Cansu Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Cansu Wrike Team member Become a Wrike expert with Wrike Discover