Creating Total Utilization Comparison Lenses

To create your comparison lenses, perform the following steps.

  1. In Analytics Studio, navigate to the app containing your Utilization and Utilization Results datasets.
  2. Click the Utilization Results dataset to create a comparison lens.
  3. Click Table Mode and the click Compare Table.
  4. Click the Utilization dataset to create a comparison lens.
  5. Click Table Mode and the click Compare Table.

Your lenses are displayed side-by-side, enabling you to compare their values after completing the configuration steps below.

Note:

Definitions of total utilization values can vary between organizations. You can adapt the total utilization definition used in the steps below according to your own utilization definitions and reporting requirements.

Configuring the Utilization Results Lens

In the lens created from the Utilization Results dataset, add the following fields, groups, columns, filters and formulas:

  1. From the Data tab, click under Columns to add a new column.
  2. Search for and select Billable Timecard Hours.
  3. Repeat step 1 for Billable Assignment Hours, Credited Timecard Hours, Credited Assignment Hours, and Calendar Hours.
  1. From to the Filters tab, click to add a new filter.

  2. Search for and select Resource Name. Select your Operator name as "Equals" and select resources in your PSA data environment that have the checkbox "Exclude from Time Calculations'" selected in your PSA data environment.

    Note:

    These records are excluded from the Utilization dataset, but not from the Utilization Results dataset. This step is required to make a meaningful comparison between the two datasets.

You must also apply filters to the columns you have added to your Utilization Results lens.

Matching Time Periods

To ensure a viable comparison between your lenses, you must align their Time Period Start and End dates exactly, or as closely as possible.

For example, your Utilization Time Period Week End Date might end on September 25, 2021, and your Time Period Week Start Date might start on January 3, 2021.

In Utilization Results, your Time Period Week End Date might end on October 2, 2021, and your Time Period Week Start Date might start on December 27, 2021. In this case you would select date values that exactly match those in Utilization, such as an end date of September 25, 2021, and a start date ofJanuary 3, 2021. If an exact match was not available, you would select the closest available option.

  1. Navigate to the Billable Timecard Hours column and click Dropdown Menu.
  2. Click Add a Filter and search for Date.
  3. Select Custom and then specify your date range. This date range must:
    1. Begin on the matched first start date specified by your Time Period Week Start Date grouping in your Utilization and Utilization Results lenses.
    2. Run to the date before the Scheduled Utilization Start Date for your selected Utilization Calculation. For example, if your start date was April 6, 2021, the date you specify as your end date would be April 5, 2021.
  4. Repeat steps 1-3 for Billable Assignment Hours.
  5. Navigate to the Credited Timecard Hours column and click Dropdown Menu.
  6. Click Add a Filter and search for Date.
  7. Select Custom and then specify your date range. This date range must end on the matched last end date specified by your Time Period Week End Date grouping in your Utilization and Utilization Results lenses, and the start date must match your Scheduled Utilization Start Date.
  8. Repeat steps 5-7 for Credited Assignment Hours.

You must add a formula column to calculate total utilization. To do this, perform the following steps:

  1. From the Data tab, click under Columns to add a new column.
  2. Click Add Formula. In this example, total utilization is calculated as Billable Hours + Credited Hours / Calendar Hours.
  3. Enter a Column Alias.
  4. Enter a Column Header.
  5. Enter the following formula: (A+B+C+D)/E.
  6. Select Format | Percent.
  1. From the Data tab, click under Group By.
  2. Search for and select Time Period Week End Date and Year-Month-Day. Note the last end date displayed. This date is required as the end date for the filter applied to your Billable Assignment Hours column in your Utilization Results lens.
    Note: You can delete this grouping from your final comparison lens, if you do not want to compare time period with time period in your comparison lenses.
  3. Under Group By, click .
  4. Search for and select Time Period Week Start Date and Year-Month-Day. Note the start date displayed, for example January 3, 2021. This date is required as the start date for the filter applied to your Billable Timecard Hours column in your Utilization Results lens.
    Note: You can delete this grouping from your final comparison lens, if you do not want to compare time period with time period in your comparison lenses.

To save your lens:

  1. Click Save.
  2. Enter a name for your lens.
  3. [Optional] Enter a description for your lens.
  4. Specify the app you want to save your lens to. By default, this is your private app.
  5. Click Save.

Configuring the Utilization Lens

In the lens created from the Utilization dataset, add the following fields, columns, groups, filters and formulas:

  1. From to the Filters tab, click to add a new filter.

  2. Search for Utilization Calculation Name and select your preferred utilization calculation from the list of available options.

    Note:

    The start date for your selected utilization calculation is required to enable a comparison between the two utilization datasets in PS Cloud Analytics.

  3. Click and search for Has Resource.
  4. Select your operator as "Equals" and your value as "Yes". This is to add Utilization Detail records associated with a Resource to your lens.
  5. Click and search for Time Period Type.

  6. Select your operator as "Equals" and your value as "Week".

    Note:

    You must only select one Time Period Type at a time, to avoid double counting.

  1. From the Data tab, click under Columns to add a new column.
  2. Search for and select Scheduled Billable Hours.
  3. Under Columns, click .
  4. Search for and select Scheduled Credited Hours.
  5. Under Columns, click .
  6. Search for and select Calendar Hours.
  1. From the Data tab, click under Group By.
  2. Search for and select Time Period Week End Date and Year-Month-Day. Note the last end date displayed. This date is required as the end date for the filter applied to your Billable Assignment Hours column in your Utilization Results lens.
    Note: You can delete this grouping from your final comparison lens, if you do not want to compare time period with time period in your comparison lenses.
  3. Under Group By, click .
  4. Search for and select Time Period Week Start Date and Year-Month-Day. Note the start date displayed, for example January 3, 2021. This date is required as the start date for the filter applied to your Billable Timecard Hours column in your Utilization Results lens.
    Note: You can delete this grouping from your final comparison lens, if you do not want to compare time period with time period in your comparison lenses.

You must add a formula column to calculate total utilization. To do this, perform the following steps:

  1. From the Data tab, click under Columns to add a new column.
  2. Click Add Formula.
  3. Enter a Column Alias.
  4. Enter a Column Header.
  5. Enter the following formula: (A+B)/C.
  6. Select Format | Percent.

To save your lens:

  1. Click Save.
  2. Enter a name for your lens.
  3. [Optional] Enter a description for your lens.
  4. Specify the app you want to save your lens to. By default, this is your private app.
  5. Click Save.

To investigate any remaining discrepancies in the data displayed in your comparison lenses, see Troubleshooting Matching Utilization Calculations.