Workload Report

Workload report in Koho

Location:
Reporting → Workloadoad (found on the left side of the page)

The workload report helps to monitor planned and actual work input and to observe the distribution of workload at the individual, team and organizational level. It reveals potential overloads and helps to anticipate the effects of absences and holidays.

Especially during multiple projects, the report supports an even distribution of resources. The project manager can see who has excess or available capacity and can schedule work more efficiently – which improves manageability and reduces delays.

Content of the instructions:

1. Forecast

2. Actualized

You can open the subheadings from the list that opens on the right.

The load report in Koho is divided into two views: Forecast and Actual. The report can be viewed in several places:

• Management → Reports → Workload

• Project Management → Projects → Workload

• Shifts → Reporting → Workload (employee's perspective)

1. Forecast

By employee

The forecast view shows how much project or work workload has been allocated to people in relation to the working time targets.

In the upper-right corner of the report, you can select:

• The date of the start date of the period

• Period type (day, week, or month)

• Number of periods (e.g. 12 weeks)

Colour co-ordination (workload rate in relation to working time targets)

Restrictions (by employee)

Table

• The percentage of cells describes the load in relation to the target hours.

• Hover over a cell to display additional information, such as public holidays.

• Clicking on the cell opens a more detailed view that shows, among other things, load hours.

• Use the + button to add a new workload for the worker for the selected project

Load Increase

1. Press the + button in the worker column.

2. Select the project to allocate the load to.

3. Define alternate settings.

4. Save.

Scenario

Tiina Tester's target hours for 5 days: 37:30h. The specified load of 50% corresponds to 18:45h. A participant row is created for the project with this hour estimate.

Additional

• A more detailed list of allocations opens from the employee's row

• You can edit or delete loads from the top of the row

By project

The project-specific report can be opened from the By project tab on the Workload page.

The report shows, among other things:

• Total project invoicing

• Working hours and costs

• Monthly workloads

• Contract allocation line (if the project is assigned to the contract)

Excel exports

• Excel (€) = budgeted invoicing

• Excel(h) = budgeted hours

Boundaries (by project)

By customer

The forecast in the workload report is tracked from Reports → Workload → Forecast: By customer.

• The top row of the report shows the budgeted billing and hours.

• The table shows customers by row, with the period load and billing in each cell.

2. Actualized

By employee

Can be opened from Reports → Workload → Actual: By employee

The report can be used to compare the entries of the working day clock or shifts:

• Load forecasting

• the employee's working time goals

• actual working hours

In addition, the report shows the billing rate based on actual postings.

Cropping

New crops:

• Hours: From the drop-down menu, you can choose whether the report is viewed from the perspective of work day entries or hour entries (work shifts).

• vs. forecast: From the menu, you can select a reference point against which the workday entries or hour entries are compared (e.g. forecasted workload or the employee's target hours). You can also select "Count%" as a reference point, which shows the invoicing rate per employee.

Table

• Top row: Period names and total hours

• On worker lines: Load percentages that are refinable with a mouse pointer

• Clicking on the row opens a subtable:

  • Visible: Customer, project, direct loads, work orders, and plan stages

By project

Can be opened under Reports → Workload → Actual: By project

The report shows, among other things:

• Duration of the project

• Total invoicing

• Actual and budgeted hours

• Actual and budgeted hourly invoicing

• Project costs

• Monthly workload and hourly billing

• Contract line (if the project is assigned to a contract)

Filtering

Filtering can be done in the same way as in previous views.

Table

The project line shows, among other things:

• Project validity period

• Total invoicing and invoicing cap

• Actual and budgeted hours and the hour ceiling

• Forecasted hourly billing and its cap

• Monthly billing forecast and budgeted hours

The table, at the intersection of the project and the time period, shows the total load for the time period. Clicking on the project row opens a subtable that shows the employee-specific workload composition.

In the sub-table:

• Visible employee attendances that can be edited from the attendee link

• Shows employee-specific workload by time period

• If the project is associated with a contract, the bottom of the report will show the contract line and periodic contract billing