Work Cost based on Time Records Cost

Requires the following solutions to be installed:

• Time Records Costs (b6171e10-0fe3-4c3c-918b-940057fe5ebb)
• Time Records for Epics (7303e733-ab69-4561-b861-e739fbc5ff8d)
• Time Records for Portfolio Epics (b483cef6-292a-4e11-8712-e6f78a4d5d37)
• Time Records for Features (24789387-8799-438e-b924-daf51efd41c8)

Remove the following metrics before the solution installation if you have Budgeting v.3.0 installed:

• CapEx Actuals for Cost
• OpEx Actuals for Cost
• Run Actuals for Cost
• Grow Actuals for Cost
• CapEx (Percentage) for Cost
• Run (Percentage) for Cost

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Solution Overview

The solution creates Costs for Features, Epics and Portfolio Epics based on Time Record Costs. It allows aggregating Time Record Costs on a weekly basis and see totals for Features, Epics and Portfolio Epics. 

Solution Flow

When you add a new Time Record to a Feature, Epic or Portfolio Epic, a Time Record's Cost will be created. It will be calculated based on a Connected User's current Hourly Rate and Hours defined in a Time Record.

The current solution will create weekly Costs for Feature, Epic and Portfolio Epics, if new Time Records are created for them or their child entities, and sum up all the Costs up the hierarchy.

The hierarchy of Costs looks as in the picture below:

There are the following fields are available on Costs:

• Actuals – represent the Total Costs of an item considering its own Time Record Costs as well as child Work Items costs (for Epic it'll be child Features, for Portfolio Epics – child Epics). 
• OpEx Actuals – represent the Total OpEx Costs of an item, summing up OpEx Costs of Time Records and Child Work Items.
• CapEx Actuals – represent the Total CapEx Costs of an item, summing up CapEx Costs of Time Records and Child Work Items.
• Run Actuals – represent the Total Run Costs of an item, summing up Run Costs of Time Records and Child Work Items.
• Grow Actuals – represent the Total Grow Costs of an item, summing up Grow Costs of Time Records and Child Work Items.
• CapEx (Percentage) – It's equal to CapEx Actuals / Actuals * 100%
• OpEx (Percentage) – It's equal to OpEx Actuals / Actuals * 100%
• Run (Percentage) – It's equal to Run Actuals / Actuals * 100%
• Grow (Percentage) – It's equal to Grow Actuals / Actuals * 100%

Solution Configuration

Hide Costs in Budgeting Portfolio

To keep Costs visible only to people who need to have access to them, we need to create all the Costs in a Budgeting Portfolio. To do that, adjust the automation rules with the correct Budgeting Portfolio ID:

1. Make sure there is a Budgeting Portfolio created.
2. Copy Budgeting Portfolio ID.
3. Go to Settings -> Automation Rules and update the following automation rules with the correct Budgeting Portfolio ID:

• Recalculate Costs when Date is updated
• Cost rollup Cost Solution
• Update Cost when Parent is updated for Resource
• Create or Update Cost for Resource 1
• Create or Update Cost for Resource 2
• Create or Update Cost for Resource 3
• Create Parent Cost

Calculate Costs

In case you already have Time Record Costs in a system, we need to calculate Feature, Epic and Portfolio Epic Costs based on them in the past.

Note: Please ensure you do this during non-working hours, as if you have a lot of data, it'll slow down the system.

• Go to Settings -> Automation Rules 
• Enable and open the following rule:
  • Cost in Cost Solution automation rule
• Click Save and Trigger button

As a result the Costs for Features, Epics and Portfolio Epics will be calculated.

After that you'll need to decide which days during a week you'd like the Costs for future Time Records being created. It's better to do it oonce a week on Saturday and Sunday, so all the Costs are processed by the rule. To configure this:

• Open the rule
• Remove "return true" line in the rule parameter
• Uncomment the following line:
  • //return [6, 0].includes(new Date().getDay()); // every Sunday [0..6] - Sunday to Saturday

The result should look as the following:

Note: If you prefer different days, please provide the value(s) from 0 to 6, as it's described in the notes for this rule. however we advise to run it on Saturdays and Sundays.

Coming Soon

For now, the solution only works for the following items: Time Records, Portfolio Epic -> Epic -> Feature. We are working on the possibility of customizing the hierarchy for which Costs need to be calculated. It'll also be possible not to use Time Records for all the Work Items (Features, Epics, Portfolio Epics) listed above, but for just some of them. Please get in touch with us if you need some improvements or customizations to this solution.

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Version 3.0