Rate/Cost & Rate Card

OVERVIEW


Users can record time against objects within both Cloud Coach and Salesforce. They go through the process of entering time against an object and reviewing, editing, or updating those time entry records using a Timecard. Rate and cost help determine how much your users are costing the organization and how much you should bill your customers for the hours they are working.

The user’s profile page has the ability to define a Cost ($/Hour) and a Rate ($/Hour) for each Cloud Coach licenced user. Under the Additional Information section after the Edit button has been selected on a user’s profile, you can define this information.

Rate – ($/hour) indicates how much you are billing a client or customer for the hours worked by the user.
Cost – ($/hour) indicates how much this user costs your organization for each hour they log time.

After these fields are defined, each time entry created against a Project Task adjusts the calculated Cost and Rate fields on its detail page.

Those fields roll up to the Project level to show the aggregate total of all respective calculated Costs and Rates.


To edit a User’s Rate or Cost,  go to Setup → Manage Users → Users → Edit [User]

RATE AND COST


 

RATE CARDS


 

OVERVIEW 

The Cloud Coach Rate Card feature allows users to establish hourly rates for Work Types and combine them into a single Rate Card record at the Account level and relate them to one or multiple Projects.  Notice that Rate Cards apply to Work Types and Rates apply to Resources (Users).

Custom Settings can be used to select between two methods of calculating rates from values on the Rate Card. Those two ways to use rate cards on a project are:

  1. The Primary Work Type on a task is matched with the corresponding Skill Rate on the Rate Card. Neither User Capability nor User Rate influence the calculations for time entries created against Project Tasks, and all calculations are based on the Skill Rates from the related Rate Card.
  2. The User’s Capability (not the task’s primary work type) is matched to the corresponding Skill Rate on the Rate Card when time is entered. If there is no Rate Card, the User’s specified Rate will be utilized. For users with multiple Capabilities, the combined Skill Rates from the Rate Card will blend together.
    eg. Charlotte’s assigned Capabilities are 50% Solutions and 50% Developer. When she enters 01:00 of time on a project with a Rate Card that has $100 for the Solutions Skill Rate and $200 for the Developer Skill Rate, her blended rate is $150.

OBJECT RELATIONSHIPS

When a Rate Card is created, Skill Rate records are created based on the Work Type and Hourly Rate inputs provided as the Rate Card is being created.

As time entries are recorded against a Project, the system finds the related Skill Rate record and passes the Hourly Rate from the Skill Rate record into the Hourly Rate for the Work Object.  Calculated Cost and Calculated Rate for the individual Work record are then calculated.

CONFIGURATION AND SETUP

The functionality required to support Rate Cards will be available once the Cloud Coach Enterprise – Utilization and Profitability is installed.

 

CREATING RATE CARDS


2. Provide Rate Card Details

NameNaming conventions for Rate Cards should be discussed within your Organization to ensure consistency throughout the application.  The Name of the Rate Card is later referenced when assigning the Rate Card to a Project.

AccountThe Account field should auto-populate with the name of the Account from which the Rate Card is being created.  It can be modified to assign the Rate Card to a different Account.

ActiveBy default, this box is checked.  For a Rate Card to apply rates as indicated, it must be active

Hourly RatesThis will be the hourly rate applied to Time Entries related to the Work Type displayed. Skill Work Types (Type = Skill) will be provided under the Hourly Skill Rate Section displayed. If a particular Work Type is not displayed in this list, confirm its Type has been set to Skill. Default Skill Rates will auto-populate as the Hourly Rate for Work Types setup with Default Skill Rates. For all other Work Types, the Hourly Rate will default to zero. Indicate Hourly Rates via the input boxes provided.

3. Click Save

 

SETTING DEFAULT SKILL RATES FOR WORK TYPES


 

Default Skill Rates for Work Types can be used to standardize rates across for an organization when creating Rate Cards.

ADMIN NOTE: Default Skill Rates for Work Types are intended to set defaults for when creating new Rate Cards.  It does NOT establish an organization wide default for all time entries against tasks associated with that particular Work Type. 

Time Entries against Projects not related to a Rate Card will be subject to those rates set at the User and/or the Project, Project Phase, Project Task level.

SETUP

1. Navigate to the Resource Manager App and select the Work Type tab

2. Open the Work Type record for which a Default Skill Rate is to be set, and click edit

3. Type a Default Skill Rate for the Work Type selected via the field provided, and click Save.

 

EDITING RATE CARDS


 

When a Rate Card is created, individual Skill Rate records are created for each Skill Work Type (Type = Skill).  As a result, all edits to Rate Cards require the edit of individual Skill Rate records.

CREATING NEW SKILL RATES

In the event that a new Work Type is created for which Hourly Rates should be set, a new Skill Rate record can be created against the Rate Card.

ADMIN NOTE: If a new Work Type is set up and no corresponding Skill Rate record is created for a Rate Card, all time entries against Project Tasks associated with the new Work Type will assume the rate that has been set at the User and/or the Project, Project Phase, Project Task Level.

 

TO CREATE A NEW SKILL RATE

2. Provide Skill Rate Details

Work Type: The new Work Type name should be provided here

Hourly Rate: This will be the hourly rate applied to Time Entries related to the Work Type displayed.

3. Click Save

 

EDITING SKILL RATES

To edit the Hourly Rate for a Work Type, the Skill Rate record must be modified, not the Rate Card itself.

1. To edit the Hourly Rate for a Work Type, the Skill Rate record must be modified, not the Rate Card itself.

2. Locate the Skill Rate record associated with the Work Type for which an edit is to be made, and click on the Skill Rate Number to open the record.

3. Indicate the New Hourly Rate by clicking Edit

4. Click Save

 

ADMIN NOTE: When editing a Skill Rate Record, changes are recognized from that point forward.  Time entries created prior to the change in Hourly Rate will remain unchanged.

 

DEACTIVATING AND DELETING RATE CARDS


 

To remove an Hourly Rate for a Work Type, the Skill Rate record can either be edited to show a $0.00 Hourly Rate, or it can be deleted.

If the Skill Rate record is edited to reflect a $0.00 Hourly rate for a Work Type, all time entries against Project Tasks related to that Work Type will show a $0.00 Calculated Rate, regardless of the number of hours recorded.

If the Skill Rate record is deleted, all time entries against Project Tasks associated with Work Type on the deleted Skill Rate record will assume the rate that has been set at the User and/or the Project, Project Phase, Project Task Level.

2. Locate the Skill Rate record associated with the Work Type to be deleted, and click on the Skill Rate Number to open the record.

3. Edit the Rate or click Delete accordingly.

DEACTIVATING RATE CARDS

Rate Cards remain active until otherwise indicated by a user within the system.  When an Rate Card is deactivated, all time entries against Projects related to the deactivated Rate Card will assume the rate that has been set at the User and/or the Project, Project Phase, Project Task Level.

2. Click Edit to Disable the Active field.

3. Click Save.

 

DELETING RATE CARDS

Deleting Active Rate Cards is not recommended; however, should the need arise to delete a Rate Card, the steps are as follows:

2. Click Delete.

ADMIN NOTE: If a Rate Card is deleted, all Skill Rates are deleted as well.  Time entries and calculated rates/costs for time entries created against Projects related to the deleted Rate Card will remain unchanged.

 

ASSIGNING RATE CARDS TO PROJECTS


 

For the Rate Card functionality to apply to Time Entries created against Tasks based on their related Work Type, a Rate Card must be related/assigned to a Project.

To Relate/Assign a Rate Card to a Project:

1. Open the Project Record

2. Populate the Rate Card Name in the Rate Card Field.

3. Click Save.

ADMIN NOTE: Projects that are not related/assigned to Rate cards will assume the rate that has been set at the User and/or the Project, Project Phase, Project Task Level.

 

TIME ENTRY ON PROJECTS WITH RATE CARDS


 

When a Rate Card is related to a Project, Time Entries against Project Tasks will fall into one of three categories:

  • Time Entries against Project Tasks related to a Work Type with a Non-Zero Skill Rate
  • Time Entries against Project Tasks related to a Work Type with a Zero Skill Rate
  • Time Entries against Project Tasks related to a Work Type without a Skill Rate

Rates for these Time Entries are calculated as follows:

  • Time Entries against Project Tasks related to a Work Type with a Non-Zero Skill Rate will have an Hourly Rate set to the value provided in the Skill Rate record for that Work Type.
  • Time Entries against Project Tasks related to a Work Type with a Zero Skill Rate will show a $0.00 Hourly Rate.  The Calculated Rate for these Time Entries will always be $0.00.
  • Time Entries against Project Tasks related to a Work Type without a Skill Rate will have an hourly rate set at the User and/or the Project, Project Phase, Project Task Level.

Time Entries recorded against the Project, Project Phase, and/or Tickets are NOT subject to Rate Cards.  Instead, they will have an hourly rate set at the User and/or the Project, Project Phase, Project Task level.

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