Billability - The How

Billability - The How

How do I configure and calculate Billability?

Billability allows organizations to think beyond a typical Billable Percentage and include activities they wish to incentivize or encourage, exclude activities they want to see minimal amounts of, and remove activities all together (such as non-working time like Paid Time Off). 

Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Billability and Hour Privileges

Settings > Provider Build > Maintain Privileges > Activity Records: 
Above the Home and Activity Record Calendar, enable Staff Billability percentage calculations.



When the Staff Billability percentage privilege is enabled, you may wish to disable the total hours on the home screen: 
Above the Home and Activity Record Calendar, enable billable/nonbillable activity record sums and pie chart

Accessing Billability

1. Enable the above privilege. 
2. Access the Home screen. 
3. Observe Staff Billability above the calendar. 

Total Logged Hours: The sum of converted hours on the home screen calendar. Does not include Appointments.
Staff Billability Percentage: The percentage calculated from billability hours and total billability hours.

Billability is calculated using this formula: 
x (billability hours) / y (total billability hours) = z (billability percentage)    - OR -     x/y = z    - OR -   
billability hours divided by total billability hours equals billability percentage  



Configuring Billability

1. Settings > Provider Build > Utilities: Non Billable
2. Observe the Staff Billability column. 
3. Within the Non Billable utility, you can manage all NonBillable Types.
Learn more about NonBillable Activities by searching "Non-Billable Activity Records" in the SETWork Knowledge Base
4. Select a NonBillable Type. 
5. Observe the Staff Billability section. 




Staff Billability

There are three options for each NonBillable Type when configuring Staff Billability. Hover over the dropdown options to see more information.

Billability is calculated using this formula: 
x (billability hours) / y (total billability hours) = z (billability percentage)    - OR -     x/y = z    - OR -   
billability hours divided by total billability hours equals billability percentage  

Positively Affects Billability: Includes the NonBillable Type to be calculated positively in the Billability Percentage formula. The hours are added to the Billability hours and Total Billability Hours. Example: Job Contact. 
Think of activities you want to promote, encourage, or support that may not be billable. Configure those as Positively Affects Billability.

Negatively Affects Billability:  Includes the NonBillable Type to be calculated negatively in the Billability Percentage formula. The hours are added to the Total Billability Hours only. Example: Travel Time 
Think of activities you want to limit or discourage.. Configure those as Negatively Affects Billability.

Has No Impact On Billability: Excludes the NonBillable Type from the Billability Percentage formula. Example: Paid Time Off (PTO)
Think of activities you do not want to count either way towards Billability. Configure those as Has No Impact On Billability.

Billability Calculation Example

In this example, keep these in mind:
Total Logged Hours: The sum of hours on the home screen calendar. Includes Billable Activity Records, NonBillable Activity Records,  and Appointments.
Staff Billability Percentage: The percentage calculated from billability hours and total billability hours.
(billability hours / billability total = billability percentage)

In this example: 
Billability Hours = 2 hours (Billable Individual and Billable Group records)
Total Billability Hours = 2 hours (Billable Individual and Billable Group records)
Other Hours/Not Calculated = 1 hours (Appointment record)

To calculate the billability percentage: 
2 Billability Hours / 2 Total Billability Hours = 100% Billability Percentage

Total Logged Hours: 2 Hours (Converted Billable Individual and Billable Group records)



Positively Affects Billability
NonBillable Type: "Job Contact" is configured to Positively Affects Billability.

Billability Hours = 3 hours (Billable Individual and Billable Group records + "Job Contact" NonBillable record)
Total Billability Hours = 3 hours (Billable Individual and Billable Group records + "Job Contact" NonBillable record)
Other Hours/Not Calculated = 1 hours (Appointment record)

To calculate the billability percentage: 
3 Billability Hours / 3 Total Billability Hours = 100% Billability Percentage

Total Logged Hours: 3 Hours (Converted Billable and NonBillable records)


 

Negatively Affects Billability
NonBillable Type: "Travel Without Consumer" is configured to Negatively Affects Billability.

Billability Hours = 3 hours (Billable Individual and Billable Group records + "Job Contact" NonBillable record)
Total Billability Hours = 4 hours (Billable Individual and Group records + "Job Contact" NonBillable record + "Travel Without Consumer" NonBillable record)
Other Hours/Not Calculated = 1 hours (Appointment record)

To calculate the billability percentage: 
3 Billability Hours / 4 Total Billability Hours = 75% Billability Percentage

Total Logged Hours: 4 Hours (Converted Billable and NonBillable records)




Has No Affect On Billability
NonBillable Type: "Paid Time Off (PTO)" is configured to Has No Affect On Billability.

Billability Hours = 3 hours (Billable Individual and Billable Group records + "Job Contact" NonBillable record)
Total Billability Hours = 4 hours (Billable Individual and Group records + "Job Contact" NonBillable record + "Travel Without Consumer" NonBillable record)
Other Hours/Not Calculated = 5 hours (Appointment record + "Paid Time Off (PTO)" record)

To calculate the billability percentage: 
3 Billability Hours / 4 Total Billability Hours = 75% Billability Percentage

Total Logged Hours: 8 Hours (Converted Billable and NonBillable records)



Billability Reporting

Staff Billability Report




To learn more about the what of Billability and examples, search "Billability" in the SETWorks Knowledge Base. 


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