Create and Manage Personnel Cost Rates

Personnel cost rates (labour or staff cost rates) are managed at each participant in the Participants section. For a participant you can create a many personnel cost rates as needed. Rates can be average personnel cost rates for budgeting or actual work level / person-specific rates (e.g. Project Manager Rate or Salary of Mark Johannsen). 

Note: To create or manage personnel cost rates you must have the access rights to edit the participant and the current plan version must be in Edit mode. (see 'Roles, access levels, and access rights' and 'Manage project plan versions').

Creating Personnel Cost Rates

To create personnel cost rates you need:

1

First go to Participants and select a participant that you wish to edit, by clicking on the participant or by clicking the edit icon.

2

A sidebar will appear for the participant that you have chosen. Select the tab Financial Profile. 

3

Click the button  +Add Personnel Cost Rate at the bottom. 

4

A further sidebar appears where you can create the personnel cost rate. This tab allows you to plug in the personnel cost rate.

  • Personnel Cost Rate: Click the blue '0' placeholder and type in the rate per month.
  • Name: Type a name for the personnel cost rate e.g. 'ave. personnel cost rate', 'PostDoc Student Salary' or 'Salary Mark Johannson'.  
  • Description (optional): Type a description for the rate.
  • Hours a day and Days a month: Adjust the hours a day and days a month by dragging the slider to the left or right.
Tip: To create and report personnel expenses (effort) without budgeting/recording personnel costs, create a personnel cost rate of 0€/PM with the participant, and use this rate to create budget or expenses.  
5

Click the button  Save Cost Rate in the bottom right corner.

Note: The rate must be entered in person month. For budgeting and expense reporting, you are able to enter the personnel effort in person-month, person-days and person-hours and the rate is converted according to your 'Hours a day' and 'Days a month' settings.

Updating Existing Personnel Cost Rates 

To manage personnel cost rates you must:

1

Similarly to creating personnel cost rates you must first, go to the  Participants section and click on a participant that you would like to edit to pull up the sidebar. Then click on the Financial Profile tab.

2

Then hover over the personnel cost rate that you wish to edit and click on the edit icon.  

Tip:  You can create a preselected cost rate by choosing a default option. You can make a personnel cost rate as your default by clicking the star next to the personnel. 
3

The Personnel Cost Rate opens in a separate sidebar where you can make the necessary adjustments. 

  • Personnel Cost Rate: Click the current rate in blue and update the rate per month.
  • Name: Update the name for the personnel cost rate e.g. 'ave. personnel cost rate', 'PostDoc Student Salary' or 'Salary Mark Johannson'.  
  • Description (optional): Update the description for the rate.
  • Hours a day and Days a month: Adjust the hours a day and days a month by dragging the slider to the left or right.

You may also duplicate or delete the personnel cost rate, by clicking on the top right corner on the more options icon.

Note: If you delete a personnel cost rate that has already been used to create budget or expenses, you will receive the following message stating that the rate cannot be removed until you have removed all linked entries or changed their linked rate to another one. 


Hover over an affected entry and click the Edit icon to open and update the entry in the sidebar.

4
Click Save Cost Rate on the bottom right corner to save your changes.
If you have changed the rate itself, 'hours a day' or 'days a month' of a personnel cost rate that has already been used to create budget or expenses, you will receive the following message listing the affected entries with the option to update either the each entries' costs or effort of labour based on the new rate settings.

Tip: Hover over an affected entry and click the Edit icon to open and update the entry in the sidebar.

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