This guide describes new Rate Band functionality included in Kimble Release 1.24. We have also attached a .pdf version for your convenience.
In Kimble Release 1.24, Kimble provides the ability to control the amount of time booked to a Period Rate Band, not just by Activity (still controlled by Max Usage on Activity Period Rate Bands), but across all Activities.
This new functionality has been implemented by extending the Time Pattern Variant model initially introduced in 1.23. Every Resource in the system, and every Business Unit in the system has an associated Time Pattern Variant.
A Time Pattern Variant defines the following:
- A Time Pattern (eg. 8 hours/day, 7.5 hours/day)
- The Maximum Hours Per Day that can be booked
As of 1.24, Period Rate Bands can be associated with a Time Pattern Variant. A Time Pattern Variant Period Rate Band has a Maximum Usage, which controls the total amount of time that a resource can book in a day towards all activities relating to this Period Rate Band.
Since these new Time Pattern Variant Period Rate Bands (TPV PRBs) can now control the amount of time booked to a Period Rate Band across all Activities, there is one other change related to managing Period Rate Bands in 1.24.
Kimble now allows multiple Activity Period Rate Bands (APRBs) that pertain to the same Period Rate Band to be created on an Activity, as long as that Period Rate Band is not set as Default. (For Period Rate Bands set as Default, only one APRB pertaining to a specific Period Rate Band can be created on an Activity).
So two Activity Period Rate Bands relating to the same Period Rate Band, but with different factors, can be created on the Activity, with the total amount of time that can be recorded across both being controlled by the related TPV PRB.
Please consult Kimble Support to make any changes to Time Pattern Variants, including:
Time Pattern Variant Period Rate Bands
Prior to 1.24, Kimble has provided you with the ability to determine Maximum Usage on each Activity Period Rate Band; this is how you limit users to booking only 8 hours per day of Business Day – Standard Time to a certain Activity, or only 4 hours per day of Business Day – Overtime.
Please note that Period Rate Bands in your system may have different names from the examples provided in this guide, though they will likely conform to similar principles.
Kimble has also provided you with the ability to define the Maximum Hours Per Day that can be booked by a Resource; this is defined on each Time Pattern Variant in the Kimble Application. In this way, you could ensure that a Resource could only book up to 12 hours per day across all Activities.
Now, using Time Pattern Variant Period Rate Bands, you can dictate that, no matter the Activity, only a specified number of hours can be booked to the Period Rate Band in question.
- If the Maximum Usage on the TPV PRB that pertains to Business Day – Standard Time is 8 hours for the applicable Time Pattern Variant, then a Resource will not be able to book 5 hours of Business Day – Standard Time to one Activity, and then another 5 hours of Business Day – Standard Time to another Activity on the same day. Upon submitting time entries for that day, the Resource would see an error saying that had exceeded their Maximum Usage for that day.
The sole function of a TPV PRB is to define Maximum Usage. Unlike APRBs, you do not define Cost Rate Factor, Revenue Rate Factor, or Utilisation Rate Factor. As you will see later in this guide, TPV PRBs and APRBs work in unison to determine the applied behavior of Period Rate Bands on Resourced Activities.
Changing a Resource's Time Pattern Variant
When a new Time Pattern Variant is assigned to a Resource, the Kimble Application will re-calculate Assignment Rates, taking into consideration the chosen Effective Date of the TPV.
- This means that if a newly assigned TPV for a Resource contains one more Period Rate Band than the Resource’s previous TPV contained, then time will only be able to be recorded for that Period Rate Band from the TPV Effective Date onwards.
Kimble will not re-calculate Assignment Rates by adding or removing a Period Rate Band from a TPV. This must be avoided as it will lead to data inconsistencies.
The Kimble Application records the Effective Date associated with each TPV that has been assigned to a Resource. The Resource’s record displays a Time Pattern Variant History.
Activity Period Rate Bands
An Activity Period Rate Band applies an existing Period Rate Band to a Resourced Activity. This can be done for each Activity Time Pattern on an Activity. An APRB defines Max Usage, as well as multiplier factors for Cost, Utilisation, and (if needed) Revenue. Navigate to Edit Activity Details for the Resourced Activity to view and modify APRBs.
Here are some important reminders about APRBs:
In previous versions, for each Period Rate Band in your system, there could only be one Activity Period Rate Band. So the 7.5 hours/day Activity Time Pattern on a Resourced Activity could only have one APRB that used Business Day – Standard Time, one that used Business Day – Overtime, one that used Non-Business Day – Standard Time, etc.
In 1.24, you can add multiple APRBs to an Activity that are based on the same Period Rate Band – as long as that Period Rate Band is not set as Default.
- When forecast usage is actualized (by checking in the timesheet), the Kimble application automatically applies the appropriate Default APRB for the day in question (based on whether that day is a Business Day or a Non-Business Day). Since the Default setting is determined on the Period Rate Band level, a Period Rate Band that is set to Default must only be represented by one APRB.
- A Default Period Rate Band is distinguished by a gold star.
This means that, when adding a new APRB to an Activity, you will have the option to base that APRB on any non-Default Period Rate Band, even if that Period Rate Band is already being used.
- Note that, in the screenshot below, an APRB based on Business Day – Overtime already exists for the Fixed Price Milestone Project (Effort%Complete) 8 hours/day Activity. Even still, Business Day – Overtime is an available option for a new APRB on the same Activity. This means that there could be multiple APRBs – with different names, different Cost, Revenue, or Utilisation Factors, and/or different Max Usage settings – based on this Business Day – Overtime Period Rate Band.
- Also note that Business Day – Standard Time and Non-Business Day – Standard Time are not available as options for this new APRB. That is because both are Default Period Rate Bands, and APRBs based on each one already exist on this Activity.
Assigning a Resource to an Activity
When a Resource is assigned to an Activity, the Kimble Application looks to determine the Assignment Rates for the Resource on that Activity.
For each available Activity Period Rate Band on the Activity, the Kimble Application checks to see if the source Period Rate Band is included as a Time Pattern Variant Period Rate Band for the Resource.
- If it is, the Assignment Rate is created and the Resource will be able to book time against this APRB.
- If it is not, then no Assignment Rate is created (shown as Restricted in the screenshot) and the Resource will be unable to book time of this type.
A Resource is able to book time wherever an Assignment Rate has been created for an Activity to which they are assigned.
Kimble enforces the rules defined by both the relevant APRB and TPV PRB. The amount of time that can be booked will be the lesser of the max hours defined against the APRB and the max hours defined against the TPV PRB.
- The Kimble Application validates the number of hours booked against the APRB Max Usage at the point of saving a Time Entry.
- The Kimble Application validates the number of hours booked against the Time Pattern Variants Maximum Hours Per Day and against the TPV PRBs Maximum Usage at the time of submission.
At the point of submitting Time Entries, booked time that may have been valid according to the appropriate APRBs (i.e. 4 hours against Non-Business Day – Paid Overtime – Day and 4 hours against Non-Business Day – Paid Overtime – Night) might be deemed invalid because:
- It may violate the Maximum Hours Per Day set on the applicable Time Pattern Variant (eg. a maximum of 7.5 hours per day).
- It may violate the TPV PRB that pertains to the applicable TPV PRB (eg. a maximum of 5 hours set against the Non-Business Day – Overtime Period Rate Band in a day).