Project Management Reports

Gain added insight into your project and staff performance using Avaza’s Reports module. Quickly ascertain which projects are doing well and which are in trouble, or review your staff’s time utilization.

Our project management reports use data from your projects, tasks, fixed amount, expenses and timesheets, and are ready for use with just a few clicks.

Administrators, Invoice Managers and Project Managers can access Project reports. Reports can be exported to Excel or PDF, and sent to your clients or printed for your own use.

Some of the reports have clickable links to access the relevant page in the application so you can review the data in detail, for example, Click specific timesheet entries to edit details if required.

Note: When calculating Timesheet Costs, we prioritize the Timesheet Category Cost Rate over the Person Cost Rate. If you would prefer to use use the Person Cost Rate, then do not enter a cost rate for Timesheet Categories on that project.

Figure: Sample Report with Report Filters and Navigation Bar

Here are some of the reports you can run to gain deeper insight into your projects.

Project Dashboard Report

View project health with the Project Dashboard Report. This report can be filtered by Customers and Projects, Project Tags and Categories, or run for all projects (including archived projects).

This report shows the following fields. Please go here for a full guide to this report.

  • Project Title, Customer & Status
  • Tasks
  • Total Budget
  • Budget Spent
  • Total Remaining
  • Actual Hours
  • Time Amount
  • Expense Amount
  • Fixed Amount
  • Uninvoiced Amount
  • Invoiced Amount

Figure: Project Dashboard Report

Project Summary Report

The Project Summary Report provides an overview of project financials. The available parameters can be used to display time related information in different formats, apply rounding, expense markup and override the default exchange rate from base currency to customer currency.

The report includes 5 interactive panels, each panel is clickable, and displays additional information below.

  • Total Budget: This panel display the budget information in terms of amount or hours based on the selected budget method on Project Settings page. For Fixed Fee budget method the entered budget amount is compared to Project Cost. The details of project cost are listed in Timesheets & Expenses tabs.
  • Total Hours: This panel displays Billable versus Non-Billable hours. Clicking on it shows Billable and Non-Billable hours by User and Timesheet Category.
  • Total Expenses: Displays Billable versus Non-Billable expenses. The details show Billable and Non-Billable expenses by User and Timesheet Category. The Category tab also includes the Expense Category Budget.
  • Fixed Amount Tasks: The main panel displays the Fixed Amounts grouped by complete and outstanding tasks. The detail tab includes list of tasks with fixed amounts.
  • Total Amount: Displays the total of amounts Invoiced linked to the project as well as Uninvoiced amounts. When the panel is clicked it displays the list of invoices and breakdown of uninvoiced Timesheets, Expenses and Fixed Billables.

Figure: Project Summary Report

Staff Utilisation Report

This report analyzes how much time is being logged and how much of it is being spent on billable activities. This report helps you identify under-utilized team members who can be re-allocated for better utilization of the available resources.

Please note: The available hours for this report are calculated based on the Working Hours Per Week for each team member. You can add these via the Contacts > Team Member > Working Hours Per Week field.

The report shows you whether or not team members are entering time against their allocated weekly hours. We recommend that your team should log time for all activities, including day off or sick leave.

You will also be able to see the percentage of billable time that is being invoiced.

Figure: Staff Utilisation Report

Timesheet Details

The Timesheet Details report allows you to create a flexible timesheet report with primary and secondary groupings. You can create a more detailed breakdown of timesheet entries across your account, based on your business needs.

Primary and secondary groupings allow you to split the timesheet details into appropriate groups and view sub-totals for hours, cost & billable amounts under each grouping. You can use this report to view all time tracked for one or more customers, projects and use many other filters. Using the various filters and groupings you can very flexibly create a report that fulfills your requirements.

The filters on this report include Date Range, Customers, Projects, User, Status, Invoice Numbers, Projects Tags & Project Categories. You can also choose how you want the time to be formatted, whether you want to view only Billable hours, and choose to apply rounding. You can also choose to remove the currency formatting on this report.

This report also allows you to add/remove columns, including:

  • Notes
  • Project Tags
  • Project Categories
  • Timesheet Status
  • Approved By
  • Approved Date
  • Billable Status
  • Tasks
  • Section
  • Invoice Number
  • Cost Rate/Amount
  • Billable Rate/Amount
  • Start/End Time &
  • Created Date

You can include a maximum of 11 columns.

Figure: Timesheet Details Report

Timesheet Dashboard by Customer

The Timesheet Dashboard by Customer Report shows you who your big customers are based on the time logged. It gives you a 360 degree view of your team’s time effort across customers and helps you identify customers with timesheets yet to be invoiced.

The pie chart at the top of this report allows you to quickly ascertain which clients have the most invoiced and uninvoiced time.

The second half of the report shows a list of Customers, with some key statistics such as count of Projects, Tasks, Categories, Users as well as Invoiced Duration, Uninvoiced Duration and Total Duration.

Figure: Timesheet Dashboard by Customer

My Timesheet Details

Need to run a report on just your timesheet entries so you can file it away? My Timesheet Details Report lets you do just that. You can also provide this to clients in a PDF format if requested.

You can filter this report by Customer, Project, Timesheet Status and Start/End Date. This report can be accessed by all Timesheet users. The Customer and Projects filter will only display Customers/Projects you have saved timesheets to.

Figure: My Timesheet Details report

Task List

The Task List Report allows you to create a flexible report with primary and secondary groupings. These groupings allow you to split the task details into appropriate groups and view sub-totals for estimated and actual hours, as well as the averages for percent complete. You can also view how much more time is needed to finish a task, or a project.

support-image-shadow support-image-line support-image-roundedFigure: Task List Remaining Hours Based on Estimates Hours minus Actual Hours

You can use this report to view all tasks for one or more customers, projects and use many other filters.

The filters on this report include Customer, Project, Archive Status, Start/End Date, Assigned To, Task Status, Task Tags, Projects Tags & Project Categories. You can also choose whether you want the report parameters included on the report or not, and choose whether the remaining hours calculation should be based on Scheduled hours minute Actual Hours, Estimated hours minus Actual hours, or task percentage complete.

Figure: Task List Remaining House Based on Percentage Complete

This report also allows you to add/remove columns, including Section, Tags, Start Date, Assigned To, Due Date, Status, Percentage Complete, Estimated Hours, Actual Hours and Hours Remaining. You can include a maximum of 11 columns.

 

Project Profitability

View financial performance for a project by running this report.

The report compares project budget to project costs and establishes project margin. It provides a helpful graph to highlight profit margin and cost incurred over the course of the project.

The project budget field uses the budget method entered on the project settings page. If the project budget is set as No Budget, then it is calculated based on billing method (billable rate x number of hours). You can override this by entering a new budget amount when running the report, or choosing to use a budget based on Invoices linked to the Project.

The timesheet cost is by default calculated using the timesheet cost rate. Switching on the “Use Timesheet Billable Rate” option will use the Timesheet Billable rate instead.

You can also opt to only include Billable Timesheets in this report’s calculation using the “Only include Billable Timesheets” checkbox. This filters out all unbillable timesheets. Filters for Timesheets and Expenses allow you to filter these based on their status.

You can view the detailed timesheets and expenses that make up the project cost from the second page of this report.


Figure: Project Profitability

Project Profit Margin Analysis

Understand how your fixed price engagement with a client compares financially to hourly rates using the Project Profit Margin Analysis Report.

Sometimes you aren’t billing customers by the hour, but you still want to understand the worth of your team’s time, compared to what the client is paying you for your fixed fee engagement.

For example, if you are charging a customer a fixed rate, you may want to still review that versus what your team would have made had they continued to charge by the hour. This helps you review if you would have made more or less money had you continued to charge this client by the hour, or whether the fixed fee engagement was more profitable than billing hourly.


Figure: Project Profit Margin Analysis

Fixed Amount Details

The Billable Fixed Amount [link to post] feature allows you to add individual billable items to your tasks that can later be pulled into invoices. The Fixed Amount Details Report displays your fixed amount engagements for one or more customers and projects.

You can compare the due date versus completed dates for the tasks the fixed amounts are on to understand whether tasks with fixed amounts were delivered on time. This report can be a supporting document for fixed amounts on customer invoices. The report can be used to Identify all completed tasks with uninvoiced fixed amounts.

The report can be filtered by Customer, Project, Task Status, Amount Status, Assigned To, Due Date Range and Completed Date Range.

Figure: Fixed Amount Details