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Resource Reports

Resource Reports provide six analytical views of resource allocation, utilization, and coverage across the organization's transformation portfolio.

Overview​

Effective resource management requires visibility into how people are allocated, where demand is trending, and whether the organization has the right skills in the right mix. ProBeya resource reports aggregate data from timesheets, capacity plans, resource demands, and role definitions to produce actionable analytics. All reports accept a date range and are scoped to the current organization.

Getting Started​

  1. Navigate to PPM > Resource Reports to see the available report types.
  2. Select a report and set the date range for analysis.
  3. Review the results and drill down into specific roles or individuals.
  4. Export or share reports with stakeholders as needed.

How It Works​

Utilization by Role​

Aggregates logged hours against allocated hours for each organizational role. Shows:

  • Total allocated hours per role in the date range
  • Total logged (actual) hours per role
  • Utilization rate as a percentage

Roles with utilization above 100% indicate overallocation; roles well below target suggest underutilization or potential redeployment opportunities.

Utilization by Person​

The same analysis at the individual level. For each person:

  • Allocated hours based on resource assignments
  • Logged hours from timesheet entries
  • Personal utilization rate

This helps managers identify individuals who may be overloaded or have available bandwidth.

Demand Forecast​

Projects future resource demand by role on a monthly basis within the selected date range. Uses resource demand records from active projects to show:

  • Monthly demand hours per role
  • Trend direction (increasing, stable, or decreasing)

This forecast feeds into capacity planning decisions and helps anticipate future hiring needs.

Capacity Gap Report​

Compares planned capacity (from approved capacity plans) against aggregated demand per role. For each role:

  • Available capacity hours
  • Demanded hours
  • Gap (positive = surplus, negative = shortfall)

Roles showing persistent negative gaps are candidates for hiring or contractor engagement.

Skill Coverage​

Assesses which skills are available in the organization against the skills required by active projects. This report does not require a date range input and shows:

  • Skills present in the workforce
  • Gaps where required skills have no internal coverage
  • Coverage ratios for critical skill areas

Contractor Mix​

Analyzes the balance between internal staff and external contractors:

  • Hours and headcount from internal resources
  • Hours and headcount from external contractors
  • Percentage split between internal and external

A high contractor ratio may indicate dependency risk, while a low ratio may suggest insufficient flexibility for demand peaks.

Configuration​

  • Date range — all reports except Skill Coverage require a start and end date
  • Role definitions — reports aggregate by the organization's defined roles
  • Resource demands — sourced from project-level resource demand records

Permissions​

ActionRequired Role
View all resource reportsManager or Admin
Access utilization by personManager or Admin
Export report dataManager or Admin

Resource reports contain sensitive allocation and utilization data. Access is restricted to management roles to protect individual workload privacy.

Tips & Best Practices​

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Run the Capacity Gap Report monthly alongside your capacity plan review. Catching a growing shortfall early gives you more lead time to initiate hiring or negotiate contractor extensions before projects are impacted.

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Use the Contractor Mix report before annual budget planning. Understanding the current internal/external split helps set realistic labor budget targets and informs strategic decisions about building internal capability versus maintaining contractor flexibility.