The solution enables Rates for a Person (or a User). The Hourly Rate field is intended for keeping information about a person's Hourly Rate. Rates are set for a specific Period – using Planned Start and End Dates – so you can track the change of rate evolvement over time. The information about people rates is used to calculate labour cost, as well as work cost using, for example, time spent working on a work item, effort and cost per point or cycle time.
After solution installation, you'll find a new Rates tab on a User view. It won't have any costs right away, however later will show all the previous, current and future person rates with the Planned Start/End dates.
To make Rate information available to a limited group of people, we need to hide Rates and other sensitive records in a separate portfolio (project) called 'Budgeting', for example. After creation, all the Rates will move to this secret project, even if created in a different project by mistake. By assigning people to this project, you will provide access to the Rate details. People who don't have access to the 'Budgeting' Portfolio (Project) won't see anything on the Rates tab on a User view.
- Create a 'Budgeting' Portfolio
- Copy a 'Budgeting' Portfolio ID
- Go to Settings -> Automation Rules
- Replace the value at the Budgeting Project ID parameter in the following rules:
- Create Rates for Existing Users
- Generate User Rates automatically for newly created Users
- Update dates of User Rates when a Rate is created or deleted
- Change Rate project to Budgeting
Create Rates for Users
Note: Skip the following sections in case you plan to install Person (User) Blended Rate solution.
Now a Rate record will be added automatically for each newly created User. However, we need to generate rate records for existing people (active and inactive).
- Go to Settings -> Automation Rules
- Enable and open Create Rates for Existing Users rule
- Click the Save and Trigger Now button
As a result Rates with Planned Start Date = today and Hourly Rate = 0$ will be created for all the Users in the system.
Note 1: The rule has to be disabled after rate records for people are generated.
Note 2: In case there are more than 1000 users in the system, you'll need to trigger the rule multiple times until rates are created for each user (message about 0 records processed will be shown in the rule log).
Note 3: If you don't see the newly created Rates on User Rates view in the left menu, make sure you have Budgeting Project selected in a Portfolio context selector on a view.
Set Rates for people
User Rates will be used to calculate Labor Costs and Proposed Budgets if you use Budgeting solutions. So we rely on Rate Planned Dates and Hourly Rate values. So it's important to set correct Planned Dates and Hourly Rates for the Users. If you'd like to calculate data for the past, you'll need to adjust Planned Start Dates for User Rates (manually or using a simple one-time metric). To set correct User Rates:
- Go to the User Rates view in the left menu
- Click Setup View
- Set correct Planned Dates and Hourly Rate values for User Rates.
Please note that the Hourly Rate value can be changed from $0 to a valid rate number right after you install the solution, but further modifications of the Hourly Rate for past and current Rates are restricted. This restriction allows keeping historical data for User Rate evolvement over time. Hourly Rate can still be changed for the Rates which have yet to start.
So, if the Hourly Rate changes for a User, please create a new Rate with an updated Hourly Rate value and set the Planned Start Date since the Rate will start. The previous Rate will get its Planned End Date to a day before the new Rate starts.
Note: Manual Planned End Date change is restricted - we assume the User should always have an active Rate, which has started and has not ended yet.
The Current Rate field visualises the current User Rate (Planned Start Date is in the past, and Planned End Date is in the future). It is updated automatically when Rate Planned Start or Planned End Dates are updated or when the date comes.
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