How to use the Project Billability per Department chart in VOGSY

VOGSY’s Project Billability per Department chart offers a strategic view into how projects impact the billability performance of different departments. Unlike employee-focused billability reports, this chart emphasizes project-based financial and time metrics, giving managers valuable insights into departmental performance and profitability.

The chart displays project-driven billability data, grouped by department. Key metrics include:

• Planned Billability: This represents the expected billable value or hours based on the planned time and rates for projects assigned to each department.  

• Actual Billability: This shows the real-time billable value or hours derived from the actual time tracked by employees on projects within each department, multiplied by the relevant sales rates.  

VOGSY allows you to view the project billability data in different formats to suit your analysis needs:

• Hours: Displays the total actual or planned billable hours for projects per department.  

• [Currency]: Presents the billable value in your company's currency, calculated from tracked hours and sales rates.  

• Sales Rate: Reveals the average sales rate achieved on projects within each department.

To refine your analysis, VOGSY typically offers filtering capabilities for this chart:

• Year Selection: Choose the specific year for which you want to view project billability data.

• Year to Date (YTD): An option to view accumulated billability data from the beginning of the selected year up to the current date.

• Department Filter: Focus the chart on one or more departments by including or excluding them from the view.

A valuable feature of this chart is the ability to drill down into the data. You can access a more detailed view by clicking on a specific department's bar or data representation in the chart. This drill-down typically reveals:

• A list of Customers associated with projects in that department.

• The total Planned Hours and Actual Hours for the department.

• For each customer, a breakdown of the Planned Hours and Actual Hours on their respective projects within that department.

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When you submit your timesheet, VOGSY automatically determines if your hours are billable or non-billable. This is crucial for creating accurate reports, generating correct invoices, and understanding project profitability.

While some activities like "Sick Leave" are always non-billable, even typically billable work can be marked as non-billable in certain situations (for example, when working on an internal project with no sales value).

The rules VOGSY uses depend entirely on the Invoice Method set for the project deliverable you are working on.

Here is how your hours are calculated for each type.

1. For "Time & Materials" Deliverables

The rule is very simple. Your hours are considered billable if:

• The activity you worked on has a sales rate greater than $0.

These hours will be directly invoiced to the customer.

2. For "Fixed Price" and "Subscription" Deliverables

For these deliverables, hours are used to track progress against the budget. Your hours are considered billable if BOTH of these conditions are met:

• The deliverable you are working on has a price/value greater than $0.

• Your submitted time falls within the number of hours allocated for that activity.

What about overages?

Any hours you submit beyond the allocated budget are automatically marked as non-billable. These non-billable hours will reduce the project's profit margin but will not be invoiced to the client.