Reporting

The reporting module allows you to run dedicated reports across the system to quickly generate key information without the need to build your own reports.

Generating a report¶

To generate a report, click the Reports menu item in the top bar and then select the report to generate to the left.

Time tracking report

Use the time tracking report to get a summary of logged hours with the ability to narrow down and see detailed information on each time log. Go to Reports ‣ Time tracking to run the report.

The report supports grouping and summaries of data based on User, Date, Project and Task type.

The main report consists of the following columns:

Column:The grouped column (User, Date, Project or Task type). Total:Total hours logged. Billable:Billable hours logged, this is based on the task type and if it is configured to be billable. Non billable:Non-billable hours logged, this is based on the task type and if it is configured to be billable. 

The report can be sorted by clicking on the column headers.

Adding filters

On the right hand side of the report a filter panel can be toggled that allows you to narrow down the data in the report based on Time range, Projects, Project status, Users and Groups.

Getting details

You can click on an item in the main report to get more information on something of interest. This will show the details pane where you can further explore the data.

The details spreadsheet also supports grouping of data and can show time logs summarised based on User, Date, Project, Task, Task type or individual time logs.

Exporting

To export the Time tracking report simply click the Export button and select format.

Exporting as Excel will export the raw timelogs from the main spreadsheet with the currently selected filters but without any grouping applied.

Note

If no date filter is specified This month will be used as default.

Projects report

With the Projects report it is possible to generate summary reports on projects in ftrack. Go to Reports ‣ Projects to run the report.

The main report consists of the following columns:

Project:Name of the project being summarised Status:Status of the project, can be Active or Hidden. Due date:Due date of the project. Completion:A percentage of how many tasks are in Done state. Users:Total number of users assigned to tasks on the project. Hours tracked:Total hours logged on the project. Billable:Total bid hours that are billable on the project. Billable is based on the configuration of the Task types and if they’re billable or not. 

The report can be sorted by clicking on the column headers.

Adding filters

On the right hand side of the report a filter panel can be toggled that allows you to narrow down the data in the report based on Task due date, Task type, Projects, Project status, Users and Groups.

Getting details

To get further details on a project you can click on an item in the main report. This will open the details pane with summary information about:

Completion
Percentage of how many tasks are in Done state.
Users
The number of users assigned to tasks.
Hours tracked
Total hours logged.
Tasks scheduled
The number of tasks scheduled.
Tasks unassigned
The number of tasks unassigned.
Tasks overdue
The number of tasks that are overdue.
Milestones overdue
The number of milestones that are overdue.

Project breakdown report

Note

The report is only available for administrators and project managers.

The project breakdown report displays logged time based on month and is presented divided on project and task types.

The report provides some settings to configure. When ready, hit the Run button to generate the report.

Note

Depending on the number of projects, users and types, the time it takes to generate the report may vary.

Follow these steps to generate a report:

  1. Click Reports in the top bar and select Project breakdown.
  2. Select month in the month picker in the filter area.
  3. You can add additional filters to the report in the same box. For instance, you can add a filter to only include specific users or projects. If you want a more detailed view you can break down the projects and select which projects to show task types for. Select your settings in the boxes.
  4. Click Run.

User breakdown report

Note

The report is only available for administrators and project managers.

The user breakdown report displays logged time based on month.

The report provides some settings to configure. When ready, hit the Run button to generate the report.

Note

Depending on the number of projects, users and types, the time it takes to generate the report may vary.

Follow these steps to generate a report:

  1. Click Reports in the top bar and select User breakdown.
  2. Select month in the month picker in the filter area.
  3. You can choose to filter on a specific project or only show users with not enough time logged. Select your settings in the boxes.
  4. Click Run.

Workload report

The workload report provides an overview of the utilization of resources across a studio helping you make decisions on work assignment and resource planning. Go to Reports ‣ Workload to run the report.

The report displays global summaries for utilization, number of tasks and projects within a certain time range. It can also provide workload details for specific users.

The top insights display a summary for all the users listed in the filtered spreadsheet.

The report spreadsheet consists of the following columns and can be sorted by clicking on the column headers:

User
The user.
Utilization
Utilization of the user. Read more about how this is calculated
Tasks
The number of assigned tasks during the specified time range. Unallocated:
Time not allocated during the specified time range.
Allocated
Time allocated on tasks during the specified time range.
Total availability
Total time available for the user within the specified time range.
Time tracking
Time since last timelog. 

Workload report

The workload report provides an overview of the utilization of resources across a studio helping you make decisions on work assignment and resource planning. Go to Reports ‣ Workload to run the report.

The report displays global summaries for utilization, number of tasks and projects within a certain time range. It can also provide workload details for specific users.

The top insights display a summary for all the users listed in the filtered spreadsheet.

The report spreadsheet consists of the following columns and can be sorted by clicking on the column headers:

User:The user. Utilization:Utilization of the user. Read more about how this is calculated Tasks:The number of assigned tasks during the specified time range. Unallocated:Time not allocated during the specified time range. Allocated:Time allocated on tasks during the specified time range. Total availability:Total time available for the user within the specified time range. Time tracking:Time since last timelog. Hours tracked:Number of hours tracked on scheduled tasks within the time range. 

Utilization, Allocated and Unallocated calculation

Calculating the utilization, allocated and unallocated time for a user uses several different inputs. Let’s go through an example to clarify how these values are computed today.

Here we have started by adding a single task using the Gantt chart with a start date on Monday, end date on Sunday, a bid of 40 hours and assigning a single user to it.

Now, let’s look at the same week in the Workload report:

See how the assigned user has a utilization of 100%:

This is based on the user having a total availability of 40 hours for the selected week with the total availability counted as the number of workdays (Monday - Friday) multiplied by the hours in a regular workday.

Note

The number of hours available on each workday is based on the Workday length setting..

The bid of the task is 40 hours which matches exactly the available time so the utilization is 100%. If you look closely at the Gantt in the example though you will see that the task was actually spread over Saturday as well. In the current version of the report, weekends are excluded from the calculation.

Looking at the summary bar you will see the total utilization displayed is 50%.

This is because we are currently filtering on Compositors and one of the users has not been scheduled at all.

Now we expand the duration of the task to be two weeks:

Updating the workload report then shows:

Note how the utilization of the assigned user has decreased to 50% and the total utilization has decreased to 25%. This is because the number of days the bid is divided across has doubled so the applicable bid amount for the week we are looking at is now 20 hours rather than the previous 40.

Limitations

When calculating the utilization and allocated time we currently don’t support bank holidays or vacation. For example if one of the days during the scheduled period in the above example is a bank holiday, the user’s utilization will still be calculated as 50%.

Adding filters

Note

The workload report requires at least one active date filter to be calculated.

Note

There is a known issue when using single date filters such as today, tomorrow or general single date. When using these filters, incorrect data is returned as the report is not calculating the full range of the date properly. This issue is being worked on and will be fixed in an upcoming version.

On the right hand side of the report a filter panel can be toggled that allows you to narrow down the data in the report based on Time range, Users and Groups.

Viewing details

You can click on a user row in the report spreadsheet to see more information on about the underlying data in a details panel.

The details panel contains insights for the selected user and a spreadsheet displaying all assigned tasks during the time range. The spreadsheet contains the following columns:

Task
The link to the assigned task.
Status
Status of the task.
Due date
Due date of the task.
Bid
Bid of the task.
Hours tracked
Summary of logged time on the task.

Exporting

To export the Workload report simply click the Export button and select format.

Exporting as Excel will export the the main spreadsheet with the currently selected filters.

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