Estimates Versus Actuals

PSA uses Estimates Versus Actuals records (EVAs) to compare estimated scheduled hours against actual hours entered on timecards.

You can automatically generate EVAs for all existing held resource requests that have a schedule and a linked resource. For more information, see Generate EVAs For Held Resource Requests.

Estimates versus actuals comparison records are automatically generated, replaced, or updated for the following events.

By default, EVAs are generated for these events. If you want to stop new EVAs from being generated or stop the calculation on existing EVAs, select the RecalculateEstVsActuals Disabled field in the Triggers custom setting. For more information, see Trigger Settings.

The EVAs have separate fields that signify estimates and actuals. Therefore, the calculation of estimates and actuals occurs in two separate processes.

Estimates calculation is done in case of any of the following events:

Event	Further Information
A held resource request is converted into an assignment. The schedule and EVA are deleted for the held resource request and are recreated against the assignment.	Assignments and Schedules Overview
A new Estimates Versus Actuals comparison is created for a resource.	Creating an Estimates versus Actuals Comparison
A resource request is held.	Holding Resources
A schedule exception is created or updated.	Schedule Exceptions Overview
A time period A period of time with a start date and an end date to which forecasts, actuals calculations, billing event batches, utilization calculations and region plans belong. record including weeks, months, quarters, and custom time periods, is spanned by an assignment schedule.	Creating or Importing Time Periods Generate Weekly Records Generate Monthly Records Generate Quarterly Records Generate Custom Time Period Records
A timecard is updated with Admin Global Edit selected and the changes impact actuals records. Each assignment's estimates versus actuals record is updated.	Admin Global Edit
An assignment Connection between a resource and a project. and a schedule are created or updated.	Assignments and Schedules Overview
Action: Refresh Hours From Schedule is checked on an Assignment.	Action: Refresh Hours From Schedule
An assignment is created when a resource is assigned from a held resource request. The existing EVA record is deleted and a new one is created. The corresponding values are calculated and populated in the following fields: Assignment Estimated Days Estimated Hours The corresponding values are removed from the following fields and replaced with "0" where applicable: Resource Request Resource Request Days Resource Request Hours Resource Request Bill Rate	Assigning Resources
The requested or suggested bill rate, resource, or schedule is changed on a held resource request detail record.	Requested Bill Rate Suggested Bill Rate

Actuals calculation process can run either synchronously or asynchronously. For more information, see Estimates Versus Actuals Incremental Calculations. Actuals calculation is done in case of any of the following events:

Event	Further Information
A timecard is updated with Admin Global Edit selected and the changes impact actuals records. Each assignment's estimates versus actuals record is updated.	Admin Global Edit
Action: Refresh EVA Hours From Timecards is checked on an Assignment.	Assignments and Schedules Overview
Timecards are entered against an assignment.	Entering Time Against Projects and Assignments
Timecards are specified by status for inclusion in Estimates Vs. Actuals calculations. For example, saved, submitted, and approved timecards.	Timecard Statuses

You can view Estimates versus Actuals comparison records on the Est vs Actuals related list as follows:

• The Contact page for a resource A contact that works on a project.
• An assignment
• A Resource Request
• A Project

Notes:

• When Disable Automatic Weekly Time Periods is false, weekly EVA records are calculated based on the resource's work calendar. When Disable Automatic Weekly Time Periods is true, weekly EVAs are calculated based on weekly time periods in PSA.
• When Update Project Manager From Project is true, EVA records are updated to reflect whenever there is a change to the Project Manager field. When Update Project Manager from Project is false, project manager records are not updated on EVAs.

• Timecard split records have a link to their associated estimates versus actuals record.

• When swapping the resource on an assignment, the EVAs are updated with the swapped resource.

• The Assignments and Projects having the Exclude From EVA Calculation checked are not considered for EVA calculation.

EVAs are deleted when:

• They fall outside of the expected time period range when a schedule is updated on a related held resource request.
  For example, an EVA record is created for the month of June. You update the schedule so that the schedule dates do not overlap with June. The EVA created for June is deleted because it is now out of schedule's date range.
• You delete a related held resource request.
• A resource request is unheld or assigned (the EVAs are deleted from the resource request and created for the newly created Assignments).
• Assignment or Schedule of an assignment is deleted.