Firstly, a few configurations need to be put in place. Speak to your Onboarding consultant if this is a module you would like to use, features, etc.
The Engineer Utilisation Report shows how effectively an engineer’s shift time is being used, based on the labour they book to jobs within a specified date range.
The report measures utilisation against the engineer’s actual shift length.
For example, if an engineer works a 12-hour shift (06:00–18:00) and you run the report from 06:00 on Day 1 to 06:00 on Day 2, the report will calculate utilisation only for those 12 working hours.
The system then checks the labour hours booked to jobs during that shift. It compares booked labour to the total shift hours to determine utilisation.
What It Shows:
Working time: hours spent on jobs.
Non-working time: hours waiting, travelling, or logged under another Activity Type.
This allows you to see how much of an engineer’s shift is spent delivering billable work versus other activities.
Getting There
Engineer shifts are set up in the Engineers module under Engineer Shifts and are set per Branch.
Head to the Settings cog and select Engineers.
Click on Engineer Shifts.
If you don't see the Engineer shift button, speak to your Onboarding Consultant.
Engineer Shifts
Engineer shifts are defined by their start and end times, and the total hours between these points make up the duration of the shift.
Click Add Engineer Shift.
Enter a Shift Name.
Click on the ellipses and select a branch or enter the Branch Number for the shift pattern.
Enter a Start Date and an End Date (this could be 20 years from now, so that the shift will continue without interruption).
Set the Start and End times for each day.
Here is an example of a typical Day Shift pattern.
Once you are happy with the changes, click Save to proceed.
If a shift isn’t assigned to a particular day, it won’t appear in the list of available shifts for the engineer when they log in.
Engineer Utilisation Module
If you want this module accessible in Business Intelligence:
Go to Users.
User group access.
Find the User Group and click Edit.
Head to the Module Access tab.
Under the Business Intelligence section, Tick Engineer Utilisation.
What happens if the engineer starts a shift early?
If an engineer logs into a shift set as 06:00 to 18:00 early at 05:40, for example, then because 06:00 to 18:00 is 12 hours, it will set the end time of the engineer’s shift as 17:40.
The end time of the shift cannot be shortened by logging out early, but it can be extended by remaining in a “working on job” activity beyond the end time.
Calculation
Utilisation can never be over 100%, which is why the shift end time extends when working on a job.
So, for example, if they are logged into a shift of 08:00-18:00 and then record working on a job from 17:30 to 18:30, the shift end will be shunted up to 18:30.
The utilisation report is percentage based, so if your shift is 12 hours and you spend 6 hours on ppm, then it’ll show as 50%. If you work overtime to 18:30, then that 50% of ppm will reduce a little bit.