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Resource Utilization
Monitor resource usage and availability in YAPL.
Resource Utilization
Resource utilization tracking helps you understand how effectively your resources are being used, identify availability, and optimize allocation across projects.
Understanding Utilization
Utilization measures:
- Allocation - How much of a resource is assigned
- Availability - When resources are free
- Efficiency - Actual vs. planned usage
- Capacity - Maximum usage potential
Utilization Metrics
Key Metrics
| Metric | Description | Formula |
|---|---|---|
| Utilization Rate | Percentage allocated | (Allocated / Available) × 100 |
| Availability | Unallocated capacity | Total - Allocated |
| Over-allocation | Beyond 100% | Allocated - Available |
Interpretation
| Rate | Status | Action |
|---|---|---|
| 0-50% | Under-utilized | Consider additional assignments |
| 50-80% | Healthy | Good balance |
| 80-100% | Fully utilized | Monitor closely |
| >100% | Over-allocated | Resolve conflicts |
Viewing Utilization
Resource List View
- Navigate to Resources
- View utilization indicator per resource
- Sort or filter by utilization
Utilization Dashboard
- Navigate to Resources > Utilization
- View aggregate metrics
- Filter by date range, type, or group
Individual Resource View
- Select a resource
- View detailed utilization
- See assignment timeline
Utilization by Resource Type
Equipment Utilization
Equipment utilization tracked by:
- Hours allocated vs. available hours
- Days allocated vs. calendar days
- Time-based percentage
Example:
- Available: 8 hours/day × 20 days = 160 hours
- Allocated: 120 hours
- Utilization: 75%
Material Utilization
Materials tracked by:
- Quantity allocated vs. inventory
- Usage rate over time
- Stock levels
Consumable Utilization
Consumables tracked by:
- Units consumed over period
- Consumption rate
- Replenishment needs
Time-Based Analysis
Daily View
See utilization day by day:
- Identify peak usage days
- Spot availability gaps
- Plan around high-demand periods
Weekly View
Aggregate by week:
- Overall weekly utilization
- Week-over-week trends
- Resource planning horizon
Monthly View
Long-term perspective:
- Monthly utilization patterns
- Seasonal variations
- Capacity planning
Utilization Reports
Available Reports
| Report | Shows |
|---|---|
| Resource Summary | Overall utilization by resource |
| Utilization Trend | Changes over time |
| Over-allocation | Resources beyond capacity |
| Availability | Free resources and time |
Generating Reports
- Navigate to Resources > Utilization
- Select report type
- Configure date range and filters
- Generate or export report
Export Options
- PDF for sharing
- CSV for analysis
- Direct view in dashboard
Full utilization reporting requires Professional tier subscription.
Conflict Detection
Over-allocation Warnings
System alerts when:
- Equipment double-booked
- Utilization exceeds 100%
- Scheduling conflicts exist
Viewing Conflicts
- Look for warning indicators
- Click to see conflict details
- View overlapping assignments
Resolving Conflicts
Options:
- Reschedule - Move one assignment
- Reduce - Lower allocation
- Substitute - Use different resource
- Accept - Document and proceed
Optimizing Utilization
Identifying Under-utilized Resources
- Filter resources by low utilization
- Review assignment opportunities
- Consider reassignment or reallocation
Balancing Workload
- View utilization across similar resources
- Identify imbalances
- Redistribute assignments
Capacity Planning
Use utilization data to:
- Plan future resource needs
- Justify new resource acquisition
- Schedule maintenance windows
Utilization in Gantt View
Visual Representation
In timeline view:
- Resource rows show allocation bars
- Color coding for utilization levels
- Visual conflict indicators
Quick Actions
From Gantt view:
- Drag to reassign
- Resize to adjust duration
- Click for details
Cost vs. Utilization
Cost Efficiency
Track relationship between:
- Resource utilization rate
- Cost per unit of utilization
- ROI on resources
Optimization
Balance:
- High utilization (efficiency)
- Cost effectiveness
- Quality and safety
Best Practices
Regular Monitoring
- Check utilization weekly
- Address over-allocation promptly
- Review under-utilized resources
Data Quality
- Keep assignments current
- Update actual usage
- Remove completed assignments
Planning
- Use utilization data for planning
- Reserve capacity for uncertainties
- Plan maintenance during low-utilization
Documentation
- Document allocation decisions
- Track reasons for over-allocation
- Maintain utilization history
Subscription Features
| Feature | Basic | Professional |
|---|---|---|
| Basic utilization view | Yes | Yes |
| Utilization reports | No | Yes |
| Conflict detection | No | Yes |
| Export capabilities | No | Yes |
| Historical analysis | No | Yes |
Troubleshooting
Utilization Not Updating
- Refresh the page
- Verify assignments are saved
- Check date range settings
Incorrect Utilization
- Verify resource availability settings
- Check all assignments are recorded
- Review calculation period
Missing Data
- Ensure resources have assignments
- Check filter settings
- Verify date range includes data
Related Topics
- Assigning Resources - Allocation
- Resource Groups - Organization
- Gantt Charts - Visual scheduling
- Cost Tracking - Budget management
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