Utilisation and bench

Time reconciliation

Daily, time-sync-from-pm-time reads approved Timesheet rows from the pm-time app and matches each to the corresponding AssignmentPeriods by Resource + Project + Week, writing ActualHours and computing VarianceHours = ActualHours − AllocationHours. Closed weeks flip AssignmentPeriods.Status: InProgress → Closed. This is the only path by which actuals enter the Resource Management app — staffers do not log time here.

Utilization rollup and bench detection

Weekly on Monday, utilization-rollup aggregates the prior week’s closed or frozen AssignmentPeriods and effective TimeActuals into one Utilization row per Resource (AvailableHours, AllocatedHours, ActualHours, BillableHours, NonBillableHours, UtilizationPct, BillableUtilizationPct). Right after, bench-detection scans the latest Utilization plus forward-booking coverage and writes a Bench row for every Resource whose forward-4-week AverageUtilizationPct falls below the BenchThreshold (default 60%). Practice Leads get a digest; the bench-clearing motion (cross-Practice loan, investment work or training time) starts from the Bench Report.

Assignment close-out

Daily, assignment-end-cleanup flips every Assignments row with EndDate < today AND Status: Active to Status: Completed (or Substituted for an approved effective replacement), freezes the trailing AssignmentPeriods to Status: Frozen, and recomputes the Resource’s forward WeeklyCapacity to release the freed AllocatedHours. The Resource is now visible to skill-match-suggester for the next request.

Interpret an unexpected utilisation change

A lower weekly ratio can come from fewer planned hours, more available capacity or a corrected source timesheet. Keep those inputs visible instead of presenting a single percentage without its period or calculation basis. Imported actuals retain the source time-entry identity and accepted revision.

If a timesheet correction arrives twice, the second delivery cannot add the corrected hours again. Reverse the earlier effective observation and recompute the period from its valid source records. When several assignments share a person, project and week, the source must identify the precise assignment period; an ambiguous match waits for reconciliation.

A resource with no available hours has an undefined ratio, not zero performance. Report the zero-capacity condition separately. A bench flag describes forward demand relative to approved availability and can be resolved by a future project, training or accepted investment work. It is not an employment decision or an instruction to change someone’s HR record.