I’m wondering if there is a report available that will calculate a technician utilization report? ( Labour Hours Billed/TimeClock = Employee Utilization )
Currently, we’re doing this in-house making use of the API, and it’s working for the most part. However, it’s becoming difficult to maintain and was wondering if there is something already available or if you would be willing to add it so everybody can benefit?
The way we currently have it working is as follows:
We make use of the time clock, so we know how many hours each tech has worked.
The clock-in/out events are logged in our database.
When an invoice is created, it’s submitted to our server via a webhook and logged into our database.
Then, on our side, we take the number of labour hours on each invoice that is attributed to the tech and the number of hours they’ve worked.
We then divide the hours billed by the hours worked to get a utilization rate.
For example, if somebody invoiced 4 hours and worked 8, that would be a 50% utilization rate.
If they worked 8 hours and billed 12, that would be a 150% utilization rate.
We use this utilization rate to help us with scheduling and tech performance. We are able to print a weekly report with each tech’s paystub giving them an idea of their performance. We know if the rate is too low, we either need to help them achieve more billing or reduce their hours. If the number is constantly higher than expected, we need to rebalance work or hire somebody new.
Being a small shop, this information is vital to our success. Burning money on people who aren’t performing well is a sure way to go out of business.
One issue we have is that our MSP client’s invoices are only generated once a month. Having a hard score and a soft score would fix this. The hard score decays over the following weeks until all of the invoices are generated. Having a soft score would show that the tech is on the right track, but it’s not yet solidified
A tech’s “hard core” is all labour that is on an invoice, either paid or not.
A tech’s “soft score” would be the invoiced labour plus any pending charges that aren’t yet invoiced.
Since we do payroll once a week, knowing where the tech is over the entire month is very helpful. It allows us to make small changes quickly and often.
Our setup shows daily, weekly, monthly, and yearly performance for everybody which really comes in handy when it comes to offering raises.