Tracking productivity and profitability

Cloud gives you the tools to track your organization's productivity and profitability over time.

Tracking productivity

You can measure productivity by displaying a list of incomplete tasks for a given engagement, and by tracking variance between your organization's standard hours and actual hours worked.

Tracking variance

This section describes functionality only available with CaseWareCloud Time, part of the CaseWare Cloud suite.

Learn more about Time.

A Time Productivity report compares your organization's standard hours and the actual number of hours worked by your staff, showing total variance for the given time period broken down by day. This report is useful for evaluating how well your staff are meeting the targets for hours worked. For example, if you would like to know how many days since beginning the engagement targets have been met, you can generate a Time Productivity report to find out.

To generate a Time Productivity report in the Detailed format:

  1. To generate a report for yourself, ensure you have the View own entries permission. To generate a report for all staff, ensure you have the View all staff entries permission or equivalent privileges.

  2. From the Cloud menu, select Analysis.

  3. From the Type drop-down menu, choose Time Productivity.

  4. From the Format drop-down menu, choose Detailed.

  5. From the Group by drop-down menu, choose Staff or Week.

  6. From the Select section, select All to generate a report for all staff members, or select Staff to generate a report for an individual.

  7. Select Variance:

    • All - Displays all available entries.

    • Under - Displays only negative variances.

    • Over - Displays only positive variances.

    • Over/Under - Displays only entries with variance, while omitting entries without variance.

  8. Select Date and Sort options as appropriate.

  9. Select Generate. A Time Productivity report in Detailed format is displayed.

    A Time Productivity report in the Detailed format.

Displaying assigned tasks

Cloud enables you to assign tasks to staff members and track whether they have been completed. An easy to way to track productivity is to a view a list of tasks assigned to your staff, and then filter that list to display only incomplete tasks. This will give you a good idea of how much work has been completed, and how much remains to be done.

To view tasks assigned to staff:

  1. Ensure that you have the Entities Admin role or equivalent privileges.

  2. From the Cloud menu, select Activities.

  3. Select the Activities menu, then select Tasks.

    The Activities menu with Tasks highlighted.

     

  4. Select the filter icon (), and then choose Status | Open to view open tasks only.

Tracking profitability

This section describes functionality only available with CaseWareCloud Time, part of the CaseWare Cloud suite.

Learn more about Time.

Cloud can track your organization's profitability by generating Invoice, Time, Billing and WIP reports.

Generating an Invoice report

A simple way to measure your organization's profitability is to generate a list of invoices for a given period of time. For example, if you wanted to know how much your organization invoiced in the last month, you could generate a report to find out.

To generate an Invoice report for all clients:

  1. Ensure that you have the View WIP and Billing permission.

  2. From the Cloud menu, select Analysis.

  3. From the Type drop-down menu, select Invoice.

  4. From the Format drop-down menu, select Detailed or Summary.

  5. From the Group by drop-down menu, select Clients.

  6. Select Date and Sort options as appropriate.

  7. Select Generate.

    Select the Generate button to create an Invoice report

Generating a summary time report

You can generate summary reports in the Analysis app to give you high-level information about your costs and the time spent by your staff on engagement work.

For example, suppose that you wanted to generate a summary of all the time spent on each of your engagements during the last quarter, and the costs for that work.

To do this, create a summary report. On the Analysis app, you should set your Format to Summary, your Group by to Entity, and set the date range using the first and last days of your previous quarter.

To generate a summary Time report:

  1. Ensure that you have the View all staff entries permission.

  2. From the Cloud menu, select Analysis.

  3. From the Type drop-down menu, choose Time.

  4. From the Format drop-down menu, choose Summary.

  5. Set the other parameters for your report.

  6. Select Generate.

    Select the Generate button to run your report.

Analyze profitability with the Billing report

The Billing report enables you to compare the amount billed to clients with the number of staff hours worked by calculating two rates: the billing rate and the effective rate.

  • Billing rate - The staff rate assigned to the person in Settings. This rate ignores any write up/down amounts.

  • Effective rate - The actual rate after all write up/down amounts are factored in to the staff rate.

This report can be filtered by staff or by client.

Note: Expense entries and personal allocation are not included in the calculation of any rates.

In practice, the two rates should closely match one another. This indicates that the amount you expected to bill (the billing rate) matches the amount actually billed (the effective rate). An effective rate that consistently differs may indicate a problem. For example, a consistently low effective rate indicates that invoices are often being written down. This could mean clients are not being quoted the correct amount, or that staff are being prevented from working efficiently and spending more time than expected.

To generate a Billing report:

  1. Ensure you have the WIP and Billing permission.

  2. From the Cloud menu, select Analysis.

  3. From the Type menu, select Billing.

  4. From the Format drop-down menu, select Detailed or Summary.

  5. Select Generate.

    The Analysis sidebar with the Billing report type selected.

Measuring profitability with WIP reports

WIP reports are another method to track the profitability of your organization. For example, you can generate a report that displays billable time and expenses for several engagements, enabling you to compare those engagements easily.

To compare engagements:

  1. Ensure that you have the View WIP and Billing permission.

  2. From the Cloud menu, select Analysis.

  3. From the Type drop-down menu, select WIP - As of Engagement. If you want to filter further and specify a date range, select WIP- Date Range - Engagement.

  4. From the Group by drop-down menu, select Engagement.

  5. Select Generate.