Utilisation and bench

Daily, time-sync-from-pm-time reads approved Timesheet rows from the pm-time app and matches each to the corresponding assignment periods by Resource + Project + Week, writing actual hours and computing variance hours = actual hours − allocation hours. Closed weeks flip assignment period status: In progress → Closed. This is the only path by which actuals enter the Resource Management app — staffers do not log time here.

Weekly on Monday, utilization-rollup aggregates the prior week’s closed or frozen assignment periods and effective time actuals into one Utilization row per Resource (available hours, allocated hours, actual hours, billable hours, non billable hours, utilization pct, billable utilization pct). Right after, bench-detection scans the latest Utilization plus forward-booking coverage and writes a Bench row for every Resource whose forward-4-week average utilization pct falls below the bench threshold (default 60%). Practice Leads get a digest; the bench-clearing motion (cross-Practice loan, investment work or training time) starts from the Bench Report.

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

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.

• Bench (Practice scoped). Open the current records for this module within your assigned role and permitted scope.