(Beta) Update EVA Estimates for Dated Resource Bill Rate Changes

Warning:

The dated resource rates feature is Beta functionality in this release of PSA. Do not adopt it except in sandbox environments. Further development is required to deliver a fully functional solution.

When an assignment or held resource request is linked to a rate card that uses dated resource bill rates, any changes to those rates are not reflected in the record's EVAs until the Bulk Update EVAs for Dated Resource Rate Changes process runs.

We recommend you set a reminder to run this process whenever dated resource bill rates are updated in your org. For example, if your business updates rates annually, your procedures must include running the Bulk Update EVAs for Dated Resource Rate Changes process when all the updates are complete. It is advisable to run the process at a time when user activity is low, such as overnight.

To update EVAs for dated resource bill rate changes:

  1. Open the PSA Administration Lightning page. You must have administrator privileges to access this page.
  2. Find the Asynchronous Processes section.
  3. Click (Beta) Bulk Update EVAs for Dated Resource Rate Changes.
  4. Click Run to proceed.

The process runs in the background. For information about notifications and errors, see Notifications and Error Handling.

How the Bulk Update Process Works

When dated resource bill rates are added, updated, deleted, or restored from your org's recycle bin, dated resource rate change records are created to track the changes. The Bulk Update EVAs for Dated Resource Rate Changes process uses these records and applies the changes to the relevant assignments and held resource requests.

When you run the Bulk Update EVAs for Dated Resource Rate Changes process, assignments and held resource requests are processed in separate jobs. The default configuration means that 200 assignments or held resource requests are processed per job, and as many jobs as your org's system resource allows are started. For example, if your org's system resource allows 20 jobs processing assignments to be started, and each job processes 200 assignments, the number of assignments that can be queried is 4000. When the jobs processing the first 4000 assignments are complete, the next 4000 assignments are queried and so on until all the assignments that need updating have been processed. Held resource requests are then processed in the same way. Once all the held resource requests that need updating have been processed, the dated resource rate change records are deleted.

If you find that the Bulk Update EVAs for Dated Resource Rate Changes process blocks other processes from running at the same time, you can limit the maximum number of jobs that can be started, and adjust the number of assignments or held resource requests processed per job. The following fields in the Est Vs Actuals Settings custom setting enable you to manage these values:

Notifications and Error Handling

If errors occur while the Bulk Update EVAs for Dated Resource Rate Changes process is running, they are written to app logs which you can view on the App Logs tab. In addition to the app logs, an email is sent if the jobs to query assignments or held resource requests, update EVAs, or delete dated resource rate change records fail. The email is sent to the email address or a group of email addresses specified in the EVA Error Notification Email field in the Async Job Notification Settings custom setting.

If the Enable EVA Process Custom Notification field is selected in the Est Vs Actuals Settings custom setting, the person who started the Bulk Update EVAs for Dated Resource Rate Changes process will receive a Salesforce notification when the process completes or if errors occur.

Deletion of Dated Resource Rate Change Records

Dated resource rate change records are intended for system use only. When the Bulk Update EVAs for Dated Resource Rate Changes process completes, the records are deleted. If any dated resource rate change records are not deleted because of an error, try reducing the value in the Delete Est Vs Actuals Batch Size field in the Est Vs Actuals Settings custom setting.