Update Dated Resource Rates on Staffing Records

When an assignment or resource request is linked to a rate card that uses dated resource rates, you must run the Update Dated Resource Rates on Staffing Records process to ensure dated resource rate changes are reflected in:

  • EVAs on assignments and resource requests
  • The Planned Revenue, Projected Revenue, and (Beta) Projected Cost Amount fields on assignments
  • The Request Billable Amount field on resource requests
Warning:

The dated resource cost 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.

We recommend you set a reminder to run this process whenever dated resource rates are updated in your org. For example, if your business updates rates annually, your procedures must include running the Update Dated Resource Rates on Staffing Records 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.

How the Bulk Update Process Works

When dated resource 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 Update Dated Resource Rates on Staffing Records process uses these records and applies the changes to the relevant assignments and resource requests.

For more information on running the bulk update to apply dated resource rate changes, see Update Dated Resource Rates on Staffing Records.

When you run the Update Dated Resource Rates on Staffing Records process, assignment fields, resource request fields, and EVAs are processed in separate jobs.

The following fields in the Assignment Settings custom setting enable you to manage updates to assignment fields:

  • Sync Assignments to DRR: Job Size
  • Sync Assignments to DRR: Max Jobs

For more information, see Assignment Settings.

The following fields in the Est Vs Actuals Settings custom setting enable you to manage updates to EVAs:

  • Sync Assign EVAs to DRR: Max Jobs
  • Sync Assign EVAs to DRR: Job Size
  • Sync ResReq EVAs to DRR: Job Size
  • Sync ResReq EVAs to DRR: Max Jobs

If you run the Update Dated Resource Rates on Staffing Records process to update assignments, EVAs, and resource requests affected by changes to dated resource rate cards, and:

  • If the Disable EVA Orchestrator field in the Est Vs Actuals Settings custom setting is selected, the process runs directly from an asynchronous job record. We recommend that you do not trigger other EVA processing during this time.
  • If the Disable EVA Orchestrator field in the Est Vs Actuals Settings custom setting is deselected, the process runs via the EVA orchestrator, which ensures the process does not conflict with other EVA processing.

For more information, see Est Vs Actuals Settings.

For more information, see Est Vs Actuals Settings.

The following fields in the Resource Request settings custom setting enable you to manage updates to resource request fields:

  • Sync Resource Requests to DRR: Job Size
  • Sync Resource Requests to DRR: Max Jobs

For more information, see Resource Request Settings.

Example:

When updating EVAs, the default configuration of the relevant custom settings means that 200 assignments or resource requests are processed per job, and as many jobs as your org's system resource allows are started.

Therefore, 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. Resource requests are then processed in the same way. Once all the resource requests that need updating have been processed, the dated resource rate change records are deleted.

If you find that the Update Dated Resource Rates on Staffing Records 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 resource requests processed per job.

Notifications and Error Handling

Errors that occur while the Update Dated Resource Rates on Staffing Records process is running 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 resource requests, update records, 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 Dated Rate Change Error Email Recipient field in the Async Job Notification Settings custom setting.

If the Enable DRR Process Custom Notification field is selected in the Async Job Notification Settings custom setting, the person who started the Update Dated Resource Rates on Staffing Records 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 Update Dated Resource Rates on Staffing Records process completes, the records are deleted if no errors occurred. 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.