FFA Monthly Tracking
What is the FFA Monthly Tracking Report and How is it Used?
The report is a view of how many hours are being delivered for an agreement vs. expectations for a range of months (minimum of a single month). The report is the same as the FFA Client Tracking report but instead of tracking one client over time, it tracks all clients over a range of months with clients being the x-axis of the chart. The chart can be sorted by FFA Hours, Target Hours or Delta Hours. The chart's y-axis represents hours.
What is the Expectation?
By using the target effective rate for your business, as established in the onboarding process (set in Lookup/Options/FFA Tracking/Default ER), we can identify the target hours. Target hours are equal to the FFA Labor revenue for a given month divided by the target Effective Rate. E.g. $3,000 in FFA labor revenue and target Effective rate of $150 would create a target of 20 hours. More hours create an effective rate below our target. Fewer hours would result in a rate above the target.
Filters
The following filters can be used to further define the report:
1. Date Range - For the time period, there is a Quick Select pull down where you can select prior calendar years, current calendar year, current month, previous month, last quarter, or trailing 12 months. If you would like to customize the dates, you can click on the starting and/or ending date boxes and select the appropriate dates. The report can be filtered on a single month.
2. Sort - The graph is sorted by FFA Hours, Target Hours, or Delta Hours in the Sort filter. The default is FFA Hours.
3. Locations - The Location filter allows you to only select certain locations set up in your PSA. The default will select all locations.
4. Quintile - You can select certain quintiles of clients. The quintiles separate the companies into five sectors with 20% of the companies in each sector. Quintile 1 is the lowest ranking clients and quintile 5 is highest ranking. By selecting distinct quintiles, you can focus on clients in a certain range for this graph.
5. Use Aggregates - If you have set up aggregates in the Lookup/Aggregate Clients table, selecting this filter will show the aggregate clients, not the individual components. This is a valuable way to look at a client that is part of a relationship because you can look at the entire relationship, not just one component.
6. Exclude Internal Clients - Even though a client has been set up as Internal (Lookup/Internal Clients), the company will still show in the report if there is revenue generated. Using this filter removes the Internal client even if there is revenue.
You can also download the report to an Excel/CSV spreadsheet, a PDF file, a report download basket to be printed at a future time, or store the selected filters in a report profile (area highlighted in yellow below). Load Report Profile allows you to save the filters for a few different scenarios and recall them without setting up the report filters each time.
To learn more about how to use report profiles go to User Settings > How to set up Recurring Report Deliveries.
Make sure to click the Filter button to have the filter changes take effect. To reset all filters back to the defaults, click the Reset button.
Chart
In the example below, the chart is sorted by Delta Hours. The bars that show negative hours are clients who over utilize the time on their agreements and the ones that are underutilizing hours are positive hours. The hours cover the time span in the Date Range. For the current month, the target hours are prorated by the percentage of time that has been recorded for the month. The MSP has a large number of clients, so only the lowest quintile of clients is contained in the report. (Quintile 1) All information for individual clients can be reveled when you point to the bar for an individual client (see the Client information below highlighted in yellow.
To view either a second bar or all three bars, click on the legend below the chart.
Do you want to find out about the work being done for a specific client? Click on the bar(s) for the client and you will go directly to the Agreement Specifics report for a direct link into the client's activity for the time period selected in the FFA Monthly Tracking filter.
FFA Summary (MTD)
The bottom left report gives you a Summary of FFA hours,Target hours, and Delta hours for the time range. If the current month is included, the target hours are prorated until the current date.
ER Settings
A default effective rate (ER) and a default minimum FFA are preset in the Lookup>Options under FFA Tracking/Default ER and Minimum FFA. The values can be overridden for this report. Remember to click the Apply button to have either of these settings take effect.
A specific effective rate can be applied on the client level under Custom ERs. For each client to be changed, select the client and the ER. To change another client, click the "+". You can customize as many of the clients as needed. To delete an entry, click the "-" to the right of the specific line. Remember to click the Apply button when completed.
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