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Calculating Costs in the Resource Planner

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The information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

You can budget your resources in the Resource Planner by using Cost values, instead of Hours or FTE values. Cost values are not available for the View by User view in the Resource Planner. 

NOTE You must associate users and job roles with Cost per Hour rates in order to display Cost information in the Resource Planner.
For more information about associating Cost per Hour rates with job roles, see "Creating and Managing Job Roles."
For more information about associating Cost per Hour rates with users, see "Editing User Accounts."

Before budgeting your resources, ensure you have a good understanding of what work needs to be done (Planned Hours, FTE, or Cost) and what time your users are open to work (Available Hours, FTE, or Cost). 
For more information about understanding the information in the Resource Planner when budgeting by Hours or FTE, see the "Understanding the Information in the Resource Planner when Budgeting Resources by Hours or FTE" section in "Planning in the Resource Planner."

You can budget resources only when you view the Resource Planner in the View by Project or View by Role views.
You cannot budget resources when viewing the Resource Planner in the View by User view.

Displaying Information in the Resource Planner by Cost

By default, the availability and allocation information is displayed in Hours in the Resource Planner. 

To display Available, Planned, and Budgeted information by Cost in the Resource Planner:

  1. Navigate to the Resource Planner.
  2. (Conditional) Select View by Project or View by Role.
    By default View by Project is selected.
    The allocation and availability information displays in Hours.
  3. From the Hours drop-down menu, select Cost.
    The allocation and availability information displays in currency values according to the Exchange Rates for your system. 
    Your system administrator defines the system currency. 
    If projects have a different currency than the system currency the Cost for these projects displays in the Resource Planner converted in the currency of the system.
    For more information about setting up the system currency in Workfront and conversion rates, see "Setting Up Exchange Rates."
    (change screen shot?)
    costs_in_the_planner_with_no_budgeting.png

Calculating Available Cost in the Resource Planner

To display Available Cost values in the Resource Planner you must have the following:

  • Cost per Hour rates for the users and roles
  • Information about user availability. 
    Obtaining information about user availability depends on how your system administrator configures your Resource Management Preferences.
    For more information about calculating user availability and setting Resource Management Preferences, see "Configuring Resource Management Preferences."

The following table illustrates how Available Cost is calculated in the Resource Planner: 

Available Cost Calculation
User Available Cost

The Available Cost per user is calculated using the following formula:

Available User Cost = User Available Hours * User Cost per Hour Rate

NOTE If the user does not have a Cost per Hour rate in their profile, the Cost per Hour rate of the job role under which they are listed is used in the calculation. If the user has no role associated with them, the Available User Cost is $0. 

Role Available Cost

The Available Cost per role is calculated using the following formula:

Available Role Cost = Role Available Hours * Role Cost per Hour Rate

NOTE If the role does not have a Cost per Hour rate, the Available Role Cost is $0.

Project Available Cost

The Available Cost per project is calculated using the following formula:

Available Project Cost = SUM(User Available Hours * User Cost per Hour Rate)


Calculating Planned Cost in the Resource Planner

Although you cannot view task information in the Resource Planner, the Planned Costs for users, roles, and the projects are calculated by taking into account the following task information:

  • The type of assignment on the task.
    You can leave a task unassigned, or assign the following entities to a task:
    • A User (with or without a Job Role)
    • A Role
    • A Team
      A task assigned to a Team is considered unassigned, from the perspective of the Resource Planner. 
  • The Cost Type of the tasks on the project. 
    For more information about the Cost Type of a task, see "Tracking Costs."

This following table illustrates how Planned Cost is calculated in the Resource Planner, depending on the Cost Type of the tasks on the project: 

 

 

Cost Type = User Hourly

User Planned Cost  

Cost Type = Role Hourly

  Role Planned Cost

No Assignment

User
Assignment

Job Role Assignment

No Assignment

User Assignment

Job Role Assignment

User and Role Planned Cost

 

The Role and User Planned Costs are $0.00.

The User Planned Cost is calculated using the following formula:

User Planned Cost Rate = User Planned Hours * User Cost per Hour Rate

If a user has a cost rate in their profile, then that rate is used to calculate Planned Cost. Otherwise, the system-level Cost per Hour rate of their Primary Role is used.
NOTE The user can be assigned to the task with one of their secondary job roles, but the rate of the primary job role is used here instead.

The Role Planned Cost is calculated using the following formula: 

Role Planned Cost = SUM(User Planned Cost)

The User Planned Cost is $0.00.

The Role Planned Cost is calculated using the following formula:

Role Planned Cost = Role Planned Hours * Role Cost per Hours

The system-level Cost per Hour rate of the job role assigned to the task is used to calculate Planned Cost. 

The Role and User Planned Costs are $0.00.

The User Planned Cost is $0.00.

The Role Planned Cost is calculated by the following formula: 

Role Planned Cost = Role Planned Hours * Role Cost per Hours

Workfront looks at the job role that the user fulfills on the task to calculate the Planned Cost for the role.

If the user is not associated with any role on the task, the Planned Cost is $0.00.

The User Planned Cost is $0.00.

The Role Planned Cost is calculated by the following formula: 

Role Planned Cost = Role Planned Hours * Role Cost per Hours

Workfront looks at the job role that the user fulfills on the task to calculate the Planned Cost for the role.

 

 

Project Planned Cost

 

The Project Planned Cost is $0.00.

The Project Planned Cost is $0.00.

The Project Planned Cost is $0.00.

The Project Planned Cost is $0.00.

The Project Planned Cost is calculated using the following formula:

Project Planned Cost = SUM(Role Planned Costs)

 

NOTE User Planned Costs do not influence the Project Planned Cost. Only the Role Planned costs affect the Project Planned Costs, in the Resource Planner. 

Calculating Budgeted Cost in the Resource Planner

To display Budgeted Cost values in the Resource Planner you must have the following:

  • Budgeted Hours for roles, users, and projects.
  • Cost per Hour rates for users and roles.

NOTE The Budgeted Hours for the projects are calculated based on the Budgeted Hours for the Roles, not those of users.

The following table illustrates how Budgeted Cost is calculated in the Resource Planner: 

Budgeted Cost Calculation
User Budgeted Cost

The Budgeted Cost per user is calculated using the following formula:

Budgeted User Cost = User Budgeted Hours * User Cost per Hour Rate

NOTE If the user does not have a Cost per Hour rate in their profile, the Budgeted User Cost is $0.00. 

Role Budgeted Cost

The Role Budgeted Cost is calculated using the following formula:

Role Budgeted Cost = Role Budgeted Hours * Role Cost per Hour Rate

NOTE If the role does not have a Cost per Hour rate, the Budgeted Role Cost is $0.00.

Project Budgeted Cost

The Budgeted Cost per project is calculated using the following formula:

Project Budgeted Cost = SUM(Role Budgeted Cost). 

***Linked to the Planning in the Resource Planner article - do not move/ change/ delete. Also:Understanding areas of the Resource Planner. 

This article last updated on 2018-01-16 22:09:01 UTC