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Resource utilization

Record the hours and quantities of a resource used on a task, correct the entries in the list, and delete an entry.

Who can use it
People who have the View permission on Progress. Adding and editing need Edit. Deleting needs Delete.

A resource utilization entry says how much of a resource was used on a task, and for how long. For example, an excavator worked 6 hours on the foundation task of Acme Heights on 12 March 2026. The entries show the effort that went into each task.

The screen lists the entries of the project you have selected. The list has the columns DATE, WBS, TASK, RESOURCE, QTY, START TIME, END TIME and TOTAL HOURS. Above it are the buttons Export to Excel and Add Resource Utilization. You can change an entry directly in the list. You add new entries on a separate form that works like a spreadsheet.

Before you start

  • The project needs a schedule with tasks. You choose a work breakdown structure (WBS) item and a task for each entry.
  • The resource must exist in your list of resources.
  • You need the Edit permission on Progress to add or change entries.

How to add entries

  1. Click Add Resource Utilization. The form opens in a new browser tab.
  2. In the table, fill one row for each entry: - WBS: choose the WBS item. Then choose the Task in that item. - Resource: choose the resource. - Quantity: type how much was used. It must be above 0. The Unit is filled by the screen. - Date: choose the date. You cannot choose a date in the future. - Start time: type the time the work started. - Hours: type the total hours. It must be above 0.
  3. Click Save. The list opens again.

Click Back to list to leave without saving.

You can paste rows from a spreadsheet into the table. You can also right-click a row to add or remove rows.

How to change an entry

  1. In the list, click the cell that you want to change. These cells can be changed: DATE, WBS, TASK, RESOURCE, QTY, START TIME and END TIME.
  2. Choose or type the new value and click outside the cell. The screen saves it at once and shows "Resource Utilization updated successfully".

If you change WBS, the task is cleared. Choose a task in the new WBS item to finish the change.

How to delete an entry

Click the trash button at the end of the row. The entry is removed at once. There is no confirmation.

How to save the list as a file

Click Export to Excel. The file follows the filters you set.

What the columns mean

Name What it means
DATE The day of the work.
WBS The work breakdown structure item that holds the task.
TASK The task the resource worked on.
RESOURCE The resource that was used.
QTY The quantity used, with the unit.
START TIME The date and time the work started.
END TIME The date and time the work ended.
TOTAL HOURS The hours worked.

Rules to know

  • Quantity must be above 0.
  • The end time must be after the start time.
  • The start time and the date cannot be in the future.
  • One save can hold tasks of one project only.
  • The same resource cannot be entered twice for the same task in one save.

If something goes wrong

What you see What to do
Task not Selected on Row No: Choose a task in the rows named.
Resource not Selected on Row No: Choose a resource in the rows named.
Quantity on Row No: must be Positive and Non - Zero Type a number above 0 in the rows named.
Total Hours on Row No: must be Positive and Non - Zero Type hours above 0 in the rows named.
Duplicate Resource Utilization entries found on Row No: for a single activity Keep one row for each resource and task.
Unable to delete resource utilization Read the reason shown below the message and try again.