Tock utilization reports display progress towards billing targets for each user, business unit, and the overall organization.
Each user has a billing target which is the percentage of worked hours that are expected to be tocked to billable projects.
We calculate utilization, or progress, towards these targets by totaling the hours worked on billable projects and dividing by the expected number of billable hours worked.
A few more detailed definitions and example calculations are included below.
The sum of two percentages:
- For hourly projects, the percentage of billable hours to target billable hours tocked to the timecard
- For weekly projects, the total billable allocation tocked to the timecard
The sum of billable hours and billable allocation hours divided by the sum of target billable hours.
This formula is used when calculating utilization across durations (e.g., the past month) and groups (e.g., all account managers).
The sum of hours tocked to hourly billable projects.
The sum of hours tocked to hourly non-billable projects, excluding hours which were not worked like Out of Office.
The sum of allocation percentages (e.g., 100%, 50%, 25%, 12.5%) tocked to weekly billable projects.
The sum of hours tocked to weekly billable projects. This is a derived value based on billable allocation and the default number of billable hours in a week. Used when calculating aggregate utilization.
DEFAULT_EXPECTATION = (HOURS_IN_WEEK - HOURS_NOT_WORKED) * .8
BILLABLE_ALLOCATION_HOURS = BILLABLE_ALLOCATION * DEFAULT_EXPECTATION
Note: Allocation percentages technically refer to an employee's availability on a project rather than a specific number of hours worked. But we convert this percentage to an equivalent number of hours to enable utilization rate calculations in aggregate.
A user's expected number of hours tocked to billable projects over a period of time. Determined by their billing expectation over that period and the total number of hours in a week less any hours which were not worked like Out of office.
TARGET_BILLABLE_HOURS = (HOURS_IN_WEEK - HOURS_NOT_WORKED) * BILLING_EXPECTATION
The percent of hours in a week which are expected to be billable for a given reporting period. Set per user, per timecard, and will vary as an individual's role, position, or organization change. See the handbook for additional details on billing expectations.
Default: 80%
The number of hours in a standard week, i.e., 40. This value is static.
An employee is considered non-billable if their target billable hours over a time period is 0. Utilization is not calculated for these individuals because we're currently unable to divide by zero.
All billable hours and allocation tocked by non-billable employees are included in aggregations for their respective business unit and organization.
Stacey is an active and billable 18F employee, here's a look at their recent tock activity! As an individual contributor, Stacey has a billing expectation of 80%.
| Project | Week 1 | Week 2 | Week 3 |
|---|---|---|---|
| Out of Office | 0.0 | 8.0 | 0.0 |
| Hourly Billable | 24.0 | 30.0 | 0.0 |
| Weekly Billable | 25% | 0% | 100% |
| Hourly Non-Billable | 8.0 | 2.0 | 8.0 |
Stacey's utilization for Week 1 is 100%.
Stacey tocked 24 billable hours to an hourly project out of 32 target hours (75%) and 25% allocation to a weekly project.
# Week 1
billable_hours = 24.0
non_billable_hours = 8.0
billable_allocation = .25
out_of_office = 0
billing_expectation = 0.80
target_billable_hours = (hours_in_week - out_of_office) * billing_expectation
# (40 - 0) * 0.80 = 32
utilization = billable_allocation + (billable_hours / target_billable_hours)
# .25 + (24 / 32) = 1Stacey's utilization for Week 2 is 117%.
Stacey tocked 30 billable hours when their target was ~25 billable hours.
Stacey's target was less than the previous week because they were Out of Office for 8 hours.
| Project | Week 1 | Week 2 | Week 3 |
|---|---|---|---|
| Out of Office | 0.0 | 8.0 | 0.0 |
| Hourly Billable | 24.0 | 30.0 | 0.0 |
| Weekly Billable | 25% | 0% | 100% |
| Hourly Non-Billable | 8.0 | 2.0 | 8.0 |
# Week 2
billable_hours = 30.0
non_billable_hours = 2.0
billable_allocation = 0
out_of_office = 8
billing_expectation = 0.80
target_billable_hours = (hours_in_week - out_of_office) * billing_expectation
# (40 - 8) * 0.80 = 25.6
utilization = billable_allocation + (billable_hours / target_billable_hours)
# 0 + (30 / 25.6) = 1.17Stacey's utilization for Week 3 is 100%.
Stacey tocked 100% to a weekly billing project and no hours to hourly billable projects.
| Project | Week 1 | Week 2 | Week 3 |
|---|---|---|---|
| Out of Office | 0.0 | 8.0 | 0.0 |
| Hourly Billable | 24.0 | 30.0 | 0.0 |
| Weekly Billable | 25% | 0% | 100% |
| Hourly Non-Billable | 8.0 | 2.0 | 8.0 |
# Week 2
billable_hours = 0
non_billable_hours = 0
billable_allocation = 1.0
out_of_office = 0
billing_expectation = 0.80
target_billable_hours = (hours_in_week - out_of_office) * billing_expectation
# (40 - 8) * 0.80 = 32
utilization = billable_allocation + (billable_hours / target_billable_hours)
# 1 + (0 / 32) = 1Target billable hours is capped for each period at a user's expectation for a 40 hour work week, regardless of the number of billable hours or allocation a user tocks.
Stacey's target billable hours for each week is 32. Stacey took no out of office time in either week and has a billing expectation of 80%.
Stacey's utilization for week 1 is 156%. Stacey tocked 50 billable hours of an expected 32 target billable hours for the week.
Stacey's utilization for week 2 is 125%. Stacey tocked a cumulative 125% allocation to weekly projects.
| Project | Week 1 | Week 2 |
|---|---|---|
| Out of Office | 0.0 | 0.0 |
| Hourly Billable | 50.0 | 0.0 |
| Weekly Billable | 0% | 125% |
| Hourly Non-Billable | 16.0 | 0.0 |
A hypothetical 3-person 18F chapter consists of one individual contributor, one supervisor, and one non-billable director:
| Stacey | Frances | Leslie | |
|---|---|---|---|
| Role | Individual contributor | Supervisor | Director |
| Billable expectation | 80% | 40% | 0% |
Week-to-week each individual may Tock varying amounts of hourly, weekly, and OOO time. We calculate aggregate utilization to show progress towards billable expectations for the entire cohort.
| Stacey | Frances | Leslie | |
|---|---|---|---|
| Billable hours | 0 | 0 | 0 |
| Billable allocation | 100% | 50% | 0% |
| OOO | 0 | 0 | 0 |
| Billable allocation hours | 32 | 16 | 0 |
| Target billable hours | 32 | 16 | 0 |
The chapter's aggregate utilization for week 1 is 100%. Each individual tocked an allocation equal to their billable expectation.
billable_hours = [0, 0, 0]
allocation_hours = [32, 16, 0]
target_hours = [32, 16, 0]
utilization = (sum(billable_hours) + sum(allocation_hours)) / sum(target_billable_hours)
# (0 + 48) / 48 = 1| Stacey | Frances | Leslie | |
|---|---|---|---|
| Billable hours | 0 | 0 | 0 |
| Billable allocation | 100% | 50% | 0% |
| OOO | 0 | 20 | 0 |
| Billable allocation hours | 32 | 8 | 0 |
| Target billable hours | 32 | 8 | 0 |
The chapter's aggregate utilization for week 2 is also 100%. Each individual tocked an allocation equal to their billable expectation. Frances took 20 hours of OOO and their billable allocation hours and target hours were reduced accordingly.
billable_hours = [0, 0, 0]
allocation_hours = [32, 8, 0]
target_hours = [32, 8, 0]
utilization = (sum(billable_hours) + sum(allocation_hours)) / sum(target_billable_hours)
# (0 + 40) / 40 = 1| Stacey | Frances | Leslie | |
|---|---|---|---|
| Billable hours | 0 | 4 | 0 |
| Billable allocation | 100% | 50% | 0% |
| OOO | 0 | 20 | 0 |
| Billable allocation hours | 32 | 8 | 0 |
| Target billable hours | 32 | 8 | 0 |
The chapter's aggregate utilization for week 3 is 110%. Each individual tocked an allocation equal to their billable expectation and Frances tocked an additional 4 hours of billable hourly work.
billable_hours = [0, 4, 0]
allocation_hours = [32, 8, 0]
target_hours = [32, 8, 0]
utilization = (sum(billable_hours) + sum(allocation_hours)) / sum(target_billable_hours)
# (4 + 40) / 40 = 1.1| Stacey | Frances | Leslie | |
|---|---|---|---|
| Billable hours | 0 | 0 | 0 |
| Billable allocation | 100% | 50% | 12.5% |
| OOO | 0 | 20 | 0 |
| Billable allocation hours | 32 | 8 | 4 |
| Target billable hours | 32 | 8 | 0 |
The chapter's aggregate utilization for week 4 is 110%. Stacey and Frances tocked an allocation equal to their billable expectation. Leslie tocked 12.5% to single weekly billing project. Because Leslie is non-billable, their target hours remain 0.
billable_hours = [0, 0, 0]
allocation_hours = [32, 8, 4]
target_hours = [32, 8, 0]
utilization = (sum(billable_hours) + sum(allocation_hours)) / sum(target_billable_hours)
# (0 + 44) / 40 = 1.1