If available_hours = 0, utilization is forced to 0 to avoid distortion.
What is the difference between utilization and billable percentage?
A:
Utilization % = (Utilized Hours / Available Hours) × 100
Billable % = (Billable Hours / Available Hours) × 100
TPMO % of Available = (TPMO Hours / Available Hours) × 100
Idle Hours = Available Hours − Utilized Hours
Leadership vs PM Classification
How are leadership hours handled?
A:
Leadership may bill to projects
Optional exclusion in executive views
Always preserved at raw data level
Monthly Snapshot Model
What is the purpose of monthly snapshots?
A:
Freeze calculations for reporting
Enable rebuilds if data arrives late
What fields are included in monthly snapshots?
A:
actual_hours
utilized_hours
tpmo_hours
billable_hours
available_hours
Snapshot Rebuild Rules
When can snapshots be rebuilt?
A:
Late attendance permitted
Rebuild allowed before lock
Post-lock rebuild requires admin override
Executive Summary Logic
How is the executive summary calculated?
A:
Aggregated from snapshots
Region filters applied post-calculation
Leadership optionally excluded
Executive Summary Table Deep Dive
What does the executive summary table represent?
A:
A year-level aggregation of employee capacity and time usage, split by role bucket (Project Managers vs Leadership), computed from immutable monthly_snapshot data.
Key Principle: Nothing is estimated. Nothing is recalculated. Nothing is averaged incorrectly.
What is the source data for executive summary?
A:
monthly_snapshot
WHERE scope = 'EMPLOYEE'
AND year = 2025
Grouped by employee, then role bucket, then summed across all 12 months.
Can you show an example executive summary table?
A:
Bucket
Headcount
Available
Utilized
TPMO
Util%
Project Managers
20
29,208.00
20,101.55
2,508.25
68.82%
Leadership
5
10,712.00
5,166.06
918.50
48.23%
How is the "Bucket" column determined?
A:
CASE
WHEN (
e.job_title IN LEADERSHIP_TITLES
OR e.full_name IN LEADERSHIP_NAME_EXCEPTIONS
)
THEN 'leadership'
ELSE 'project_managers'
END
Project Managers = everyone NOT classified as leadership
Leadership = title-based OR explicit name exception
How is "Headcount" calculated?
A:
Definition: Number of distinct employees who had ≥1 snapshot row in the year
COUNT(DISTINCT ms.employee_id)
⚠️ This is not FTE count, not weighted, not prorated.
How is "Available Hours" calculated?
A:
Definition: Total theoretical capacity across the year
SUM(ms.available_hours)
Where available_hours is already pre-calculated per employee per month.
How is "Utilized Hours" calculated?
A:
Definition: All delivery + governance work performed (including TPMO)
SUM(ms.utilized_hours)
Important: Utilized includes TPMO hours. Utilized does NOT include idle time. Utilized ≠ Billable (billable is a subset).
How is "TPMO Hours" calculated?
A:
Definition: Subset of utilized hours spent on TPMO-coded work
SUM(ms.tpmo_hours)
How is "Util %" calculated?
A:
Util % = (Utilized ÷ Available) × 100
Project Managers Calculation:
20,101.55 ÷ 29,208.00 × 100 = 68.82%
Leadership Calculation:
5,166.06 ÷ 10,712.00 × 100 = 48.23%
How should the Project Managers utilization (68.82%) be interpreted?
A:
Project Managers — 68.82%
Below the typical 75–80% target
Indicates idle or under-allocated delivery capacity
TPMO load is noticeable but not excessive
How should the Leadership utilization (48.23%) be interpreted?
A:
Leadership — 48.23%
Expected to be lower than PMs
Indicates: Governance, strategy, presales, non-delivery time
TPMO % is higher relative to utilized, which is worth monitoring
Why can we trust these calculations?
A:
✅
Single source of truth: monthly_snapshot
✅
No recalculation of history
✅
Same service feeds: UI table & Executive PDF
✅
No UI math
✅
No frontend rounding errors
Auditor Response: If an auditor asks "How did you get 68.82%?", you can point to the formula and underlying monthly_snapshot rows. Every number is traceable to source data.
Data Health Indicators
What data health indicators does PAUMS monitor?
A:
Missing allocations
Zero hours with active employees
Negative or overflow values
Known Limitations
What are the known calculation limitations?
A:
APAC vs EMEA not directly comparable at raw layer
No daily EMEA drilldown
Clockify approval lag affects APAC snapshots
Governance & Audit
How does PAUMS support governance and audit requirements?