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Productivity Reporting

Gavin George
posted this on June 27, 2012, 15:11

Capacity and Productivity Reporting

The productivity reporting in WorkflowMax gives staff and management an instant view as to how well individuals and the team as a whole are tracking in relation to their targeted productivity. 

The functionality allows you to:

  • set each individual staff members available and target capacity
  • create a capacity reducing job for staff to write training time, sick leave etc against
  • review the teams target v actual capacity and target v actual productivity
  • as an individual easily see how you are tracking on a per day and weekly basis in relation to billable v non billable time and to your target productivity






The first step in the process is defining the available hours of work for each staff member. This is done via the Business > Settings > Capacity (Old UI Admin-Capacity) screen. Here you will input the work hours available for each staff member for each day of the week, to give you a total amount of available hours for the entire week. 

The % column then allows you to set the target percentage of billable or productive time for each staff member. As an example an employee may have 40 hours available for work. We expect them to be 75% productive, which means that the employee is expected to work 30 hours of billable time for the week.

Capacity Reducing Job

At the foot of the screen is the  "capacity reducing" job. Any time written against this job will be recorded as capacity reducing. Capacity reducing time is something that reduces your available billable hours, for instance going on a training course or taking leave. You can setup multiple capacity reducing jobs by simply changing the job selected in the drop down box and saving it. 




With the capacity setup complete, when a staff member begins entering in time sheets, a new capacity dashboard displays accurately for each user on their Overview page:



The first graph (Time Summary) shows the expected capacity vs actual capacity for the week and the second graph (Productivity) shows the expected productivity vs the actual productivity.  Hovering over the graphs will throw up hints giving more finite detail of the billable, non-billable and capacity reducing hours worked. 

Expected Capacity vs Actual Capacity

On the bar graph (Time Summary) the y-axis is time (in hours) and the x-axis is Monday - Friday.  Each day will contain two bars next to each other:

The first bar will be grey in colour and will show the expected capacity for the day (this is defined in the Business > Settings > Capacity (Old UI Admin-Capacity) screen per staff member).

The second bar will show the time entered for the day, which can be split into 3 parts (display as a stacked graph):

  • Green - billable time
  • Red - non-billable/non capacity reducing time
  • Yellow - non-billable/capacity reducing time

Difference between "non-billable capacity reducing" and "non billable non capacity reducing" time?

In the Admin-Capacity screen you can setup a "capacity reducing" job. Any time written against this job will be recorded as capacity reducing. Capacity reducing time is something that reduces your available billable hours, for instance going on a training course or taking leave. 

Whereas non-billable and non-capacity reducing time is time that cannot be billed to the client but does not limit your available capacity, for instance you have decided to write some time off against a client.


Expected Productivity vs Actual Productivity

Expected vs actual productivity is displayed as a pie chart with two series:

  • the outer series is a thin border illustrating the expected productivity percentage (again this is defined in the Business > Settings > Capacity (Old UI Admin-Capacity) screen per staff member)
  • the inner series will fill the pie and will show the actual productivity for the week to date

Productivity Calculation

Productivity = (billable time) / (expected capacity - capacity reducing time)


Productivity Dashboard

The Productivity Dashboard (accessible via the Reports menu) is a practice wide view of how staff are progressing against targeted capacity and productivity.

The first two columns display the Target Capacity and Actual Capacity. The Actual Capacity will reduce if time is written against the capacity reducing job.

The second two columns display the Target Productivity and Actual Productivity followed by the % of target productivity achieved. Note that it is possible to be more than 100% productive eg working more billable hours than your target. This will display as a green bar extending to the right, as opposed to the red bar extending to the left for productivity percentages less than 100%.

Use the date criteria to select a specific date range to report on.






KPI Dashboard - FTE Metrics

Staff Admin Changes

  • We have removed the current "FTE" check box and,
  • Added a new "FTP %" field

KPI Dashboard Changes

  • We have updated the metric  which currently references the FTE flag to change the calculation to be a sum of the percentages instead.  E.g. two staff at 50% FTE will be treated as 1 FTE for the purposes of the metric calculations


Highlight Job is Capacity Reducing

Where a job is marked as capacity reducing this will be highlighted in a hint at the top of the job, clearly indicating that any time written against this job will be capacity reducing.




Staff Allocation View

Previously when viewing the Staff Allocation view in the Job Manager screen, any day where the allocated hours is greater than 8 is displayed as red.  This now compares the allocated days against the expected capacity for that day of the week when determining if the user is over allocated, for example if the staff member only had 4 hours of available capacity for the day and they were allocated 5 hours worth of work this would display in red.


Indicate time is capacity reducing on financial reports

Currently an "*" is displayed against non-billable time on the default financial staff, client and job time reports.  If the time is Capacity Reducing then this will display with  "**" instead. 




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Derri Herbert

We will be using this immediately - this is exactly what our business mentor has been asking for.  Brilliant.

August 6, 2012, 08:51
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Allan Watton

Hi Guys. I'm always impressed with the simplicity of how you implement functionality.

August 6, 2012, 21:24
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Hi Guys. This is great and exactly what my client is after - but why isn't this standard in the 'normal' version of WFM rather than just Practice Manager?

@ Kim - this is a value added offering that is included only in the PM or Professional version of the product

June 9, 2014, 20:13
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