Cost Fields

Evaluating employee cost data is a critical element of work and resource management. The Employee Resource record includes several types of cost fields to accommodate financial reporting and analysis. Employee cost data also can be rolled up to Task and Work Order records. More information about Work Order Cost relationships

Employee Resource records can calculate costs using Normal Time, Regular Time, and Overtime. The costs and unit costs for each of these time-tracking methods are calculated separately. In most cases, only one of the unit/cost strategies is applied for a single resource; however, it's possible to use all three.

Unit of Measure

Identifies how the employee's work is measured for this Task. In most cases, the Unit of Measure for an employee is Hours.

Default Unit Cost

Indicates how much it costs to use this employee per unit of work.

  • This value is carried over from the employee's Employee Setup record; therefore, the field is read-only.

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

Override Unit Cost

Enables users to enter a cost that differs from the Employee's Default Unit Cost.

Note:  This field only overrides the values in the Unit Cost and Reg Unit Cost fields if the Time Cost = 1 .

Cost Markup

Displays the amount by which the records in the Cost Markup grid will increase the Grand Total Cost value.

  • Automatically calculated as the sum of the Total Cost Markup values on all records in the Employee Resource's Cost Markup grid.

Note:  Cost Markup records based on Units only apply to the Normal Time/Cost fields.


 

Estimated Cost Fields

The following fields enable an agency to estimate the amount of time it will take the employee to accomplish the task and the cost of his or her work. Default values for the estimated fields may be carried over from the Work > Administration > Work Flow Setup > Task Setup > Employee record.

Est Units

Indicates the approximate number of work units (typically hours) it will take the employee to accomplish the task.

Est Total Cost

Estimates the cost of using this employee on this work task.

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

 

Normal Time Unit Cost Fields

The 'Normal' Time/Cost fields (identified below) give users a greater degree of control over which Time Cost value is used to calculate the employee's cost. They allow the user to enter the time worked, and then control directly in the form whether the cost for the employee should be calculated as regular time, overtime, or another custom Time Cost.

Note:  Special tools (like the Work Clock) and functions (like Cost Markups) only work with the Normal Time/Cost fields.

Units

Indicates the number of units of work the employee completed. (This value is typically measured in hours.)

  • If the Auto Calc Units option is enabled on the Employee Resource form:

    • The system automatically calculates the Units value as the difference between the Res Start Date/Time and the Res End Date/Time.
    • This field is read-only.
  • If the Requires Employee Time to Close WO option is enabled on the Category Setup record for the Work Order's Category, each Employee Resource record on the Work Order must have a value in the Units field before the Work Order's Status can be set to > 950.

Time Cost

Indicates the type of time recorded in the Units field.

Time Cost options represent different factors for multiplying an employee's pay rate for an hour of work.  (For example, overtime is typically paid at 1.5 times an employee's hourly pay rate.)

Unit Cost

Specifies the cost of using the employee per unit of his or her time.

The system automatically calculates this value based on the selected Time Cost, using the following logic:

  • Time Cost Code = 1 (regardless of the Time Cost Text) - Regular time. The system:

    • Collects the Default Unit Cost or the Override Unit Cost value (if populated) from the Employee Resource record.
    • Collects the Multiplier Units value for Time Code = 1 from the Timecost Setup module.
    • Unit Cost = Default Unit Cost x Multiplier Units or
    • Unit Cost = Override Unit Cost x Multiplier Units

  • Time Cost Code = 2 (regardless of the Time Cost Text) - Overtime. The system:

    • Collects the Overtime Rate (if greater than 0) from the Employee Setup record.
    • Unit Cost = Overtime Rate
    • If the Overtime Rate is 0, the system:
    • Collects the default Unit Cost or the Override Unit Cost value (if populated) from the Employee Resource record.
    • Collects the Multiplier Units value for Time Code = 2 from the Timecost Setup module.
    • Unit Cost = Default Unit Cost x Multiplier Units

  • Time Cost Text = 'External Overtime' (regardless of the Time Cost Code) - External rate for overtime. The system:

    • Collects the OT External Rate (if greater than 0) from the Employee Setup record.
    • Unit Cost = OT External Rate
    • If the OT External Rate is 0, the system:
    • Collects the default Unit Cost or the Override Unit Cost value (if populated) from the Employee Resource record.
    • Collects the Multiplier Units value for Time Code Text = 'External Overtime' from the Timecost Setup module.
    • Unit Cost = Default Unit Cost x Multiplier Units

  • Time Cost Text = 'External Regular Time' (regardless of the Time Cost Code) - External rate for regular time. The system:

    • Collects the Reg External Rate (if greater than 0) from the Employee Setup record.
    • Unit Cost = Reg External Rate
    • If the Reg External Rate is 0, the system:
    • Collects the default Unit Cost or the Override Unit Cost value (if populated) from the Employee Resource record.
    • Collects the Multiplier Units value for Time Code Text = 'External Regular Time' from the Timecost Setup module.
    • Unit Cost = Default Unit Cost x Multiplier Units

  • Time Cost = anything not listed above - Calculated solely based on:

    • Collects the default Unit Cost or the Override Unit Cost value (if populated) from the Employee Resource record.
    • Collects the Multiplier Units value for the Time Code from the Timecost Setup module.
    • Unit Cost = Default Unit Cost x Multiplier Units


The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

Total Cost

States the comprehensive cost of using the employee for the designated number of Units at the designated Time Cost.

  • Automatically calculated as: Total Cost = Units x Unit Cost

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

 

Regular Time Unit Cost Fields

The Regular Time/Cost fields (identified below) track time that the system automatically calculates using the "Regular Time" Time Cost.

Note:  Cost Markups and the Work Clock do not work with the Regular Time/Cost fields.

  

Regular Hrs

Indicates the number of regular work hours that the employee spent on a Task.

Regular Unit Cost

Specifies the cost of using the employee during regular hours. The system:

  • Collects default Unit Cost or the Override Unit Costs field (if populated) from the Employee Resource record.
  • Collects the Multiplier Units value for Time Code = 1 from the Timecost Setup module.
  • Regular Unit Cost = Default Unit Cost x Multiplier Units or
  • Regular Unit Cost = Override Unit Costs x Multiplier Units

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

Reg Total Cost

States the comprehensive cost of using the employee for the designated number of Units at the Regular Time Cost.

  • Automatically calculated as: Reg Total Cost = Regular Hrs x Regular Unit Cost

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

 

Overtime Unit Cost Fields

The Overtime Time/Cost fields track time against the established "Overtime" Time Cost.

Note:  Cost Markups and the Work Clock do not work with the Overtime Time/Cost fields.

 

Overtime Hrs

Indicates the number of overtime hours that the employee worked on a Task.

Overtime Unit Cost

Specifies the cost of using the employee during overtime hours. The system:

  • Collects the Overtime Rate value (if greater than 0) from the Employee Setup record.

    Overtime Unit Cost = Overtime Rate

  • If the Employee Setup record's Overtime Rate is 0, the system:

    • Collects the default Unit Cost from the Employee Resource record.
    • Collects the Multiplier Units value for Time Code = 2 from the Timecost Setup module.
    • Overtime Unit Cost = Default Unit Cost x Multiplier Units

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

OT Total Cost

States the comprehensive cost of using the employee for the designated number of units at an Overtime time cost.

  • Automatically calculated as:

    OT Total Cost = Overtime Hrs * Overtime Unit Cost

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").

 

Summary Cost Fields

G(rand) Total Units

States overall number of Units of work (typically hours) that are recorded on this Employee Resource record.

  • Automatically calculated as: G Total Units = Units + Regular Hrs + Overtime Hrs

G(rand) Total Cost

States the overall cost for this Employee.

  • Automatically calculated as:

    G Total Cost = Total Cost + Reg Total Cost + OT Total Cost + Cost Markup

The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").