In Kimble Release 1.24, Kimble introduced a Rate Card model that could be used to define Standard Cost and Revenue Rates for a Resource. This Rate Card model replaced Cost and Revenue fields on Grade, ResourceType, and StandardResourceRate.
In Kimble Release 1.25, certain aspects of the Rate Card interface were updated.
Conventionally every time a Resource is assigned to an Activity, there will be a Cost Rate to forecast. There may be a Revenue Rate to forecast as well (some Activities – i.e. Sales Resources working on a Bid Team and Other Activities like Vacation – will generate a Cost but generate no Revenue).
When it comes to some Resource Types you will want the Kimble Application to use the Actual Cost and the Target Rate on the Resource record to make projections. In the case of other Resources, however, you will want the Kimble application to use certain Resource attributes – Grade and Location being two prominent examples – to determine which Standard Cost Rate and which Standard Revenue Rate to apply.
For each Resource Type, you will define a Resource Standard Cost Calculation Method and a Resource Standard Revenue Calculation Method. This Calculation Method will determine what the Rate for Resources assigned to that Resource Type will derive from: the Rate defined on the Resource’s record, or Rate defined by the current Rate Card. So you might set up your system to the following specifications:
- For some Resource Types (e.g. contractors), your Cost and Revenue Rates are based on the Standard Cost and the Target Rate on the Resource record.
- For other Resource Types (e.g. employees), you derive Cost and Revenue Rates based on Rate Cards that use Business Unit and Grade to determine the Rates.
To determine these Rates, Kimble is using a flexible Rate Card model that supports Rate changes over time. Pre-defined Rate Combinations known as Rate Card Items determine which Rates to apply when a Resource is assigned to an activity.
Cost Rate and Revenue Rate are defined through separate Rate Cards. When Rates change (usually once per year), you will create a new Rate Card for each. The new Rate Card takes effect on the Effective Date that you set. New assignments will use the rate that is applicable for the date of the start of the assignment. If any rate changes take effect within the date range of the assignment, those will be applied starting on the Effective Date (as long as the Rate Card was activated before the creation of the assignment).
The new Rate Card has been created as a Draft, but it has no Rate information associated with it. Rate Card Items define the appropriate Rate for a given attribute or combination of attributes, with each Rate Card Item applying to one distinct attribute/combination.
You can add Rate Card Items to a Rate Card in two ways:
- Add Rate Card Items manually, entering them individually.
- Upload a .csv file containing the Rates.
To Add Rate Card Items individually.
1. Click next to the Draft Rate Card.
2. Click Add Rate Card Items.
3. Click Add.
4. Fill in the relevant fields, using lookups where relevant.
5. Add additional Rate Card Items as needed.
6. Click Save.
To upload Rate Card Items, you must first create a .csv file containing the Rates for this Resource Type, in the following format:
A. Combination Key Values: specify values for the fields that are combined to determine the Rate.
- In the example below, Resource cost Rate is determined based on a combination of Grade and Primary Business Unit.
- There are 5 Grades and 2 Business Units in the environment, resulting in 10 combination key values.
- Values should be separated by a colon, with no spaces.
B. Rate: specify the Rate for this combination.
C. Currency: specify the Currency Code for the Rate. Note that the Rate will be converted to the Currency of Resources matching this combination.
Once you have created a Rate Card Items Import File, upload that file to the Draft Rate Card.
1. Click next to the Draft Rate Card.
2. Choose an upload method.
a. Click Upload and Append Items to keep existing Rate Card Items and add the Rate Card Items included in the upload file.
b. Click Upload and Replace Items to replace existing Rate Card Items with the Rate Card Items included in the upload file.
3. Choose the appropriate .csv file from the Upload Rate Card Items window.
4. Click Upload.
Each Rate in the csv file is uploaded to the Rate Card as a Rate Card Item. The 8 Rate Card Items in the screenshot below correspond to the 8 combinations of Grade and Location defined in the spreadsheet above.
If you are replacing an old set of Rates with a new set of Rates for a Resource Type that is already in use, you should download Rate Card Items from the Rate Card that is currently being applied.
The previous .csv file can then be modified – with rates adjusted and new rows added – and then uploaded to the new Rate Card, which will create a new set of Rate Card Items.
The new Rate Card, once Activated, will override the old one starting on the Effective Date. The creation of a new Rate Card supports Rate changes over time.
Once you have downloaded a .csv file like the one below, make updates to the Rates defined in column B. Do not make any changes to column D; these IDs were auto-generated and should be left alone.
- If you are updating the Rate Card Items because of the addition of a new Grade or new Business Unit, add the additional Rates as rows in the .csv file, using the format defined above. Do not put anything in column D. The Kimble Application will automatically generate this ID upon upload.
With Rate Card Items uploaded to the Rate Card, switch the Status of the Rate Card to Active.
To Activate a Rate Card:
- Click next to the Draft Rate Card.
- Click Activate.
Once Rate Card updates have been made to Revenue and Cost, recalculate Revenues and Costs, updating temporal values so updated rates are used going forward.
- Click at the Resource Type level.
- Select Recalculate All Revenues and Costs. (The page displays the progress of the batch process.)
Rate changes are applied to Resources of this Resource Type from the Effective Date of the Rate Card.
When assigning the below Resource to a Delivery Activity, Standard Cost Rate (USD 450.00) is derived based on:
- The Cost Calculation Method (Grade and Location) defined for the Resource Type of Employee.
- The Rate Card Item corresponding to the Principal Consultant Grade and London Location combination.
Note (3): the history of changes to the field is captured, displaying current and previous field values and their Effective Dates.