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Utilization Tracking

Utilization tracking records how machines are actually used on Jobs. Before a machine can be utilized, it must be allocated to a Job through Direct Allocation. Once allocated, the machine can be issued to employees or subcontractors, and usage is recorded through log sheets.

How to View Equipment Utilization 0:38

Usage & Transfer Pathways

Usage Pathway (machine available at Job) Allocate to Job Direct Allocation Issue to Staff/Sub Employee or Subcontractor Record Usage Log Hours, meter readings Costing Updated Utilization reports Transfer Pathway (machine needed elsewhere) Requisition Dest. Job requests Approve Reqn approved Match Machine Identify at source Movement Order Approve → Dispatch Receive & Allocate Machine at new Job A machine must be allocated to a Job before it can be issued or used. If unavailable locally, raise a transfer requisition.
Equipment requisitions page showing machine requisition requests with status, requested quantities, and approval workflow
Equipment requisitions for requesting and tracking machine usage assignments

Prerequisites

Requirement Details
Direct Allocation The machine must have an active Direct Allocation to the Job where it will be used
Active Status The machine must be in an active, non-disposed state

Machine Usage Process

Step 1: Allocate to Job

Ensure the machine has an active Direct Allocation to the relevant Job. See Allocation & Transfers for how to set this up.

Step 2: Issue to Personnel or Subcontractor

Issue the machine to the employee or subcontractor who will operate it. This creates a formal record of who has possession and operational control of the asset.

Step 3: Record Usage via Log Sheets

Log sheets capture the actual utilization data for each machine. This includes:

  • Hours of operation per day
  • Idle time and breakdown time
  • Work performed and output achieved
  • Fuel consumption (if tracked at this level)

Step 4: Track Utilization Metrics

The system aggregates log sheet data to provide utilization metrics such as:

  • Operating hours vs. available hours
  • Utilization percentage
  • Downtime analysis
  • Cost per operating hour
Log Sheets

Log sheets are the primary mechanism for recording machine usage. They should be filled in daily by the machine operator or site supervisor and submitted for review regularly.

Integration with Cost Tracking

Utilization data feeds into the project cost tracking system. When combined with Percentage Allocation, the system can distribute machine operating costs across multiple Jobs based on actual usage patterns.

Tip

Regular log sheet submission ensures accurate cost allocation and helps identify underutilized assets that could be transferred to Jobs with higher demand.