Forward Loading Report

Who Can Use It?	Where Is It?
Director Administrator System Administrator	Reports > Management Reports > Utilised Hours or click the My Synergy plugin

With all staff employed 'company xyz' can only afford to continue to pay all staff salaries for another 4.12 months. This is based on the current projects entered in Synergy. A summary of the available amount to be invoiced is shown on the 'Residual Tab'.

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See the new forward loading value after changing the number of staff in your company. Do this by changing the filters for which staff are employed by removing the check for staff that may not work at the company in the future. The top panel will automatically update to show the new forward loading value.

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The monthly loading for each staff member is used to determine the total value they could invoice in a period, based on the number of hours they are expected to work.

This formula takes into account the expected annual leave for each staff member (Availability rate), and the number of hours they are expected to spend on billable tasks (Utilisation rate). The following example is used to calculate the monthly loading value for Robert Howard. Robert's rate is $200 per hour, and he is estimated to work for 2080 hours each year. Of that time he is expected to be available for 82.12% of the time (taking into account his holiday leave), and will spend 60% of his time on billable tasks. The monthly loading for Robert is calculated as:

Robert Howard	Monthly Loading Calculation
Rate	$200
Hours	2080
Annual Chargeable Rate	(200 x 2080) = $416,000
Months in the year	12
Charge out rate per month	($416,000 / 12) = $34666.67
Availability	82.12%
Total per month less availability	($34,666.67 * 82.12) = $28468.27
Utilisation	60%
Total per month less utilisation This is the monthly loading value	($28,468.27*60) = $17080.96 $17080.96 would be shown as the monthly loading for Robert Howard on the staff data tab.

How this is used within the forward loading calculation:

If only Robert Howard was working at the company, and there was a residual value of $60,000, then the forward loading value would be 3.51 months.

Forward Loading formula is 60000/17080.96 = 3.51 months.

I have three full time staff, which work 40 hours a week, with the standard Availability rate of 82.12, and a utilisation rate of 90%. There are also 2 part time staff who work 20 hours per week, with the standard Availability rate of 82.12, and a utilisation rate of 90%. The full time staff have a charge out rate of $150 per hour, and the part time staff have a charge out rate of $100 per hour. There is a current residual value of $50,000. The forward loading calculated for this company is 2.27 months. How this is calculated is shown below:

Month	Hours	Charge out rate (Monthly Loading)	Residual value	Total
September	3 Full Time Staff work 40 hours a week, with a standard availability and a utilisation of 90% ((40*3)*.8212)*.90) = 88.7 hours for full time staff   2 part time staff work 20 hours a week ((2*20)*.8212)*.90) = 29.6 hours for part time staff   Total monthly hours is 118.30.	Full time staff chargeable rate 88.7 hours * $150 = $13,305   Part time staff 29.6 hours * $100 = $2,960   Total staff chargeable per month = $16,265	Opening Residual Value $50,000   Less Total staff chargeable per month of $16,265   Equals the Residual value of $33,735	1.0
October	The staff numbers and working hours remain the same. No staff are known to be leaving the company or changing their standard work hours. Total Hours is 118.30.	Total staff chargeable is $16,265	Opening Residual value $33,735   Less Total staff chargeable per month of $16,265   Equals the Residual value of $17,470	1.0
November	Total Hours is 118.30.	Total staff chargeable is $16,265	Opening Residual Value $17,470 Less Total staff chargeable rate per month of $16,265   Equals the Residual value of $1,205	1.0
December	Total Hours is 118.30.	Total staff chargeable is $16,265	Opening Residual Value $1,205 Less Total staff chargeable rate per month of $16,265 The total staff cost cannot be absorbed in this months residual value. Work out what portion of the month that can be forecast in this forward load : (Opening Residual Value /Total Staff Cost per month) = $1,205/$16,265 = 0.07	0.07
Total			With the Sept, Oct, Nov forward load included - this brings the total forward loading to be 3.07.	3.07

1. OfficeThe office location that the project is linked to.
2. Project ManagerThe Project Manager listed on the active project.
3. Sub Project ManagerThe Sub Project Manager listed on the active project. If the sub project manager is different to the project level, then the residual values are split to be shown on separate rows.
4. Cost CentreThe Cost Centre on the Sub Project. If there is a different cost centre on the Sub Project to the Project level, then this is split to display the residual values on separate rows. If more than 1 cost centre has been used within the Sub Project, then a separate line is shown for each cost centre.
5. DisciplineThe Discipline on the Sub Project. If there is a different Discipline on the Sub Project to the Project level, then this is split to display the residual values on separate rows. If more than 1 discipline has been used within the Sub Project, then a separate line is shown for each discipline.
6. ResidualThis is the residual value and/or the (agreed fee value less the invoice value) or the residual value for the hourly rate fee type. The residual is a sum of all the projects found that have the same office, project manager, sub project manager, cost centre and discipline details entered.

1. NameThe name of each active staff member.
2. StartThe 'employment date' from the staff record.
3. Finish DateThe 'Termination date' for the staff record is shown, if the staff member will stop working at the company in the future. Inactive (terminated) staff members from past dates are not shown in the list.
4. AvailabilityThe 'availability %' from the staff > remuneration tab.
5. UtilisationThe utilisation % from the staff > remuneration tab.
6. HoursThe number of working hours entered on the staff > remuneration tab.
7. RateThe Primary Staff rate entered on the staff record.
8. Hourly RateThis is the 'charge per unit' rate entered for the primary rate shown for the staff member. Value defined in Practice > Rates.
9. Monthly LoadingCalculated taking into account the number of hours which can be worked in the month, the primary staff rate value, the availability factor, and the utilisation factor. If the staff member is to start employment or to finish (be terminated) in the current month, then a percentage of the staff hours is used for this calculation.