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Productivity FAQs |
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Q. What are the productivity reports actually showing? Productivity reports use time entries from time cards and time sheets to show how the shop's time is spent. The reports are run for a selected range of work dates or posted dates.  Q. Are both time card and time sheet entries included on productivity reports Yes. Productivity reports use time entries from time cards and time sheets to show how the shop's time is spent. The reports are run for a selected range of work dates or posted dates. Q. Who uses productivity reports? They are used by managers to analyze how agency and department time is being spent. Productivity reports show you if the right people are working on the right clients. You want your higher paid staffers to work on the most profitable clients. Q. How can productivity reports help me manage our shop? Productivity reports can help you balance the work load. If one staff member is consistently logging more hours than other staff, you'll see it in their total hours. You can use this information to move work around, so that everyone is working more efficiently. Q. Are productivity reports based on payroll? No. Payroll entries affect only expense and cash accounts on the General Ledger. Productivity reports are exclusively based on time entries from time cards and time sheets. In Clients & Profits, time is tracked for job costing and client billing reasons--not for payroll purposes. Q. Why use Productivity reports instead of time reports? Productivity reports only show total hours, not the individual time entries. This makes productivity reports much more concise. You will be able to see the big picture and analyze trends better with productivity reports. Q. What productivity reports should I run weekly? There are two--the Missing Time Report and the Weekly Time Summary. The Missing Time report lists each staff member by department showing their planned hours vs. their actual hours. It shows you who hasn't accounted for their time. The Weekly Time summary report shows total hours spent for each staff member and the jobs they worked on for a 7-day period, subtotaled by department. This report lets you review what your staff has been working on for the last week. Q. What productivity reports should I run monthly? There are several, including the Unbillable Time Analysis, Billable/Unbillable Time Summary, Dept/Group Productivity, and the Profit Center/Staff Productivity. The Unbillable Time Analysis report compares the percentage of unbillable staff time by client. It shows which clients are receiving the most free services. The Billable/Unbillable Time Summary report compares billable to unbillable hours. This report shows you the staff people that are most productive. The Dept/Group Productivity report compares each staff member's total hours vs. their billable hours. The staff members are subtotaled by department. Use this report to allocate your salary expenses to each department account in the General Ledger. The Profit Center/Staff Productivity report shows total hours by staff worked by profit center. Use it to allocate salary expenses to each profit center. Q. What reports should I run quarterly or annually? There are two: the YTD Staff Utilization by Client and the Division/Client Productivity. The YTD Staff Utilization by client report compares period vs. year-to-date staff time. This reports shows by staffer the total hours spent working for a client, and how much of that time was actually billable. The Division/Client Productivity report analyzes total hours for each division and client. This report will let you see how many hours various divisions spent working on each client, and how much of that time was actually billable. (You can use this report even if you don't use divisions.) Q. Where are the cost totals on productivity reports calculated? The cost and billable amounts are totaled from time sheets using the task's or staff member's cost and billing rates. If the cost or billable amounts seem strange, print a time report for the same range of work dates, and for all periods, to see the time details. The totals on the two reports should be the same. Q. The cost and billable totals on the reports don't look correct. How can I verify the numbers? The cost and billable amounts are totaled from time sheets using the task's or staff member's cost and billing rates. If a cost or billable amounts seem strange, print a time report for the same range of work dates, and for all periods, to see the time details. The totals on the two reports should be the same. Q. How long will the productivity reports take to run? Almost all productivity reports print within minutes. The actual performance depends on the speed of your computer, your network, and your file server. Also, the number of entries being selected for a productivity report will determine how long it runs. For example, printing the year's productivity will take much longer than printing it for a month. It's all based on the quantity of time entries being selected and analyzed.
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