The Staff Productivity Report compares a user's chargeable time against their capacity and nonproductive time. Based on the user's Productivity Target, this report produces a productivity percentage.
A user's Productivity Target can be set by an FYI Admin user. Refer to Managing Users.
Report Data
Report Tab
The Report tab leverages the Microsoft Excel Pivot Table functionality. The report evaluates staff productivity by comparing actual hours to expected work hours while measuring chargeable, non-productive, and capacity-reducing time. Calculating the actual productivity target versus the expected target ensures that any discrepancies are highlighted.
The period is filtered to the specified dates calculated on Row 3 of the Report tab. When generating the report, the dates will automatically be filtered from earliest to latest dates based on the Data - Time tab.
To customise the period, follow the below steps:
- Unhide Rows 4, 5, 6 of the Report tab.
- Update the Manual Start Date, where required.
- Update the Manual End Date, where required.
- Right-click any cell in the Pivot Table and click Refresh.
Users will be able to customise the Pivot Table as required depending on their practice requirements. For more information, refer to Microsoft Support.
Data - Time
The Data - Time tab will display columns as per the View configured in FYI. Refer to Default View below.
If Include All Columns was selected when generating the report, all columns available to the view will be included in the tab.
The Time data does not contain calculation formulas. The following data in this tab is used to calculate the formulas in the Data - Users tab:
- Date
- Time
- Time Category
- User
Data - Users
The Data - Users tab will display columns as per the View configured in FYI. Refer to Default View below.
If Include All Columns was selected when generating the report, all columns available to the view will be included in the tab.
The last columns of the Data - Users worksheet will be the following columns, highlighted in yellow:
| Calculation | Details |
| Productivity % (Calc) |
Divides the user's chargeable hours by the total working hours, after first subtracting the capacity reducing hours, resulting in a productivity percentage amount. The formula is as follows: =IFERROR([@[Chargeable (Calc)]]/([@[Total Work Hours (Calc)]]-[@[Capacity Reducing (Calc)]]),0) |
| Productivity Target (Calc) |
Converts a user's Productivity Target Percentage to a decimal for calculation purposes. For example, where a user has an 80% target, this will display as 0.8. The formula is as follows: =IF([@[Productivity Target %]]="",0,[@[Productivity Target %]]/100) |
| Variance (Calc) |
Calculates the difference between the Productivity % (Calc) and Productivity Target (Calc) results. The formula is as follows: =IFERROR([@[Productivity % (Calc)]]-[@[Productivity Target (Calc)]],"") |
| Capacity Reducing (Calc) |
Using data from the Data - Time tab, the formula in this column calculates the total "Capacity Reducing" time for a user, where the Time Type is defined as "Capacity Reducing". The total number is based on the date range specified in the Report tab. The formula is as follows: =SUMIFS(Time[Time],Time[User],[@Name],Time[Time Category],"Capacity Reducing",Time[Date],">="&Report!$B$5,Time[Date],"<="&Report!$B$6) |
| Non Productive (Calc) |
Using data from the Data - Time tab, the formula in this column calculates the total "Non Productive" time for a user, where the Time Type is defined as "Non Productive". The total number is based on the date range specified in the Report tab. The formula is as follows: =SUMIFS(Time[Time],Time[User],[@Name],Time[Time Category],"Non Productive",Time[Date],">="&Report!$B$5,Time[Date],"<="&Report!$B$6) |
| Chargeable (Calc) |
Using data from the Data - Time tab, the formula in this column calculates the total "Chargeable" time for a user, where the Time Type is defined as "Chargeable". The total number is based on the date range specified in the Report tab. The formula is as follows: =SUMIFS(Time[Time],Time[User],[@Name],Time[Time Category],"Chargeable",Time[Date],">="&Report!$B$5,Time[Date],"<="&Report!$B$6) |
| Total Work Hours (Calc) |
Divides a user's Expected Working Hours by 5, and then calculates the total hours based on the working days within the date range specified on the Report tab. The formula is as follows: =IFERROR(NETWORKDAYS(Report!$B$5,Report!$B$6)/5*[@[Expected Working Hours]],0) |
Report Settings
The Settings worksheet is used to manage the configuration options for the report, and a Change Log to track updates made to the report.
Variables
The Variables contain data that is used in the header section of the report. Making changes to the Variables can affect the accuracy and layout of your report, and should only be modified by experienced users.
Report Name
The Report Name is displayed on the Report tab, in the top left corner.
Practice Name
Displayed on the Report tab under the Report Name. By default, the practice's name from FYI will be displayed, but can be updated if required.
Report Date
Displayed on the Report tab under the Report Name and Practice Name. The date the report was run. If the report data is refreshed on a later date, this can be updated to show the newer date.
Change Log
The Change Log displays a record of all modifications to the template. When FYI releases new versions of reports, a summary of the changes will be added. Practices can also use the Change Log to document any custom changes they make to their own reports.
Default View
The Report Template configuration in FYI allows users to select the Views to be included in the report. Each selected view in FYI will generate a corresponding "Data" tab in the Excel report. For example, the default User view selected for the Staff Productivity report will create the Data - Users worksheet.
By default, the Staff Productivity report will have the following views selected:
- Time
- Users
Users can add more views if required, by selecting the Type, and a View from a dropdown.