Calculating a Resource Request's Projected Cost Amount When Dated Rates Are Used

When a resource request is linked to dated resource cost rates through a cost rate card, the cost rate can change throughout the resource request's duration. Any rate changes are taken into account when calculating the resource request's Projected Cost Amount, which is calculated as follows:

If the resource request uses a preferred schedule to determine its hours, the Projected Cost Amount is calculated by working out the proportion of scheduled hours to be charged at each rate. For more information, see Calculating Projected Cost Amount for a Resource Request with a Preferred Schedule.
If the resource request does not use a preferred schedule to determine its hours, the Projected Cost Amount is calculated using a work calendar to work out the proportion of requested hours to be charged at each rate. For more information, see Calculating Projected Cost Amount for a Resource Request with a Work Calendar.
If the resource request does not use a preferred schedule or a work calendar to determine its hours, the Projected Cost Amount is calculated as an equal split of the requested hours across all days between the resource request's start date and end date.

When a resource request spans a rate increase and the assigned resource works 30 hours a week, replacing them with a resource who works 40 hours a week will result in the Projected Cost Amount being lower, because more hours are worked before the rate increases.

For an introduction to dated resource rates, see Dated Resource Rates Overview.

Calculating Projected Cost Amount for a Resource Request with a Work Calendar

If the resource request uses dated resource cost rates, and its working hours are determined by a work calendar, the request's start date, end date, and requested hours are used when calculating the Projected Cost Amount. The amount is calculated by working out the proportion of requested hours to be charged at each rate.

The Default Work Calendar Hierarchy option in the Resources configuration group determines whether the work calendar is derived from the region, practice, or group linked to the resource request. Any non-working time in the calendar, such as holiday, is taken into account.

Note:

If the work calendar is edited after the Projected Cost Amount has been calculated, the amount is not recalculated automatically.

Example 1: Work Calendar Has No Holiday

In the Example One table, a resource request starts on June 1, 2026 and ends on June 26, 2026. Its work calendar specifies eight hours worked daily Monday - Friday, and no hours worked Saturday - Sunday. This means that the total hours for a week is 40. The total hours for the resource request's duration is therefore 160. The number of requested hours is 120.

The resource request is using a cost rate card with dated resource cost rates. Initially the rate is 80 per hour, but on June 8, 2026 it increases to 90 per hour.

Example One
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Requested Hours	Cost Amount for each Rate
June 1 - 5, 2026	40	80	40	40 / 160 * 120 = 30	30 * 80 = 2,400
June 8 - 12, 2026	40	90	120	120 / 160 * 120 = 90	90 * 90 = 8,100
June 15 - 19, 2026	40
June 22 - 26, 2026	40
Total	160		160	120	10,500

The formula used to calculate the cost amount per rate is:

(Hours per Rate / Total Number of Hours) * Requested Hours * Rate

If we apply this formula to the table for Example 1:

When the rate is 80, the cost amount is: (40/160) * 120 * 80 = 2,400
When the rate is 90, the cost amount is: (120/160) * 120 * 90 = 8,100

The resource request's Projected Cost Amount is therefore: 2,400 + 8,100 = 10,500

Example 2: Work Calendar Includes Holiday

In the Example Two table, a resource request starts on June 1, 2026 and ends on June 26, 2026. Its work calendar specifies eight hours worked daily Monday - Friday, and no hours worked Saturday - Sunday. This means that the total hours for a week is 40. However, June 15, 2026 - June 19, 2026 is logged as holiday on the calendar. The total hours for the resource request's duration is therefore 120. The number of requested hours is 90.

The resource request is using a cost rate card with dated resource cost rates. Initially the rate is 50 per hour, but on June 8, 2026 it increases to 55 per hour.

Example Two
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Requested Hours	Cost Amount for each Rate
June 1 - 5, 2026	40	50	40	40 / 120 * 90 = 30	30 * 50 = 1,500
June 8 - 12, 2026	40	55	80	80 / 120 * 90 = 60	60 * 55 = 3,300
June 15 - 19, 2026	0
June 22 - 26, 2026	40
Total	120		120	90	4,800

The formula used to calculate the cost amount per rate is:

(Hours per Rate / Total Number of Hours) * Requested Hours * Rate

If we apply this formula to the table for Example 2:

When the rate is 50, the cost amount is: (40/120) * 90 * 50 = 1,500
When the rate is 55, the cost amount is: (80/120) * 90 * 55 = 3,300

The resource request's Projected Cost Amount is therefore: 1,500 + 3,300 = 4,800

Calculating Projected Cost Amount for a Resource Request with a Preferred Schedule

The Preferred Schedule field on a resource request is populated automatically when you hold a resource for the request, and when you assign a resource to the request, but not when you suggest a resource for the request.

If the resource request uses dated resource cost rates, and has a preferred schedule, the schedule's start date, end date, and scheduled hours are used in calculating the Projected Cost Amount. Any schedule exceptions are taken into account. The amount is calculated by working out the proportion of scheduled hours to be charged at each rate.

When the scheduled hours on the related preferred schedule are updated and Action: Force Schedule Refresh is selected, the Projected Cost Amount is automatically recalculated.

Example 3: Preferred Schedule Has No Schedule Exceptions

In the Example Three table, a resource request's schedule starts on June 1, 2026 and ends on June 26, 2026. Six hours are scheduled daily Monday - Thursday, and no hours are scheduled Friday - Sunday. This means that the total hours for a week is 24. The total hours for the whole schedule is therefore 96. The value in the Scheduled Hours field is 72.

The resource request is using a cost rate card with dated resource cost rates. Initially the rate is 75 per hour, but on June 8, 2026 it increases to 85 per hour.

Example Three
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Scheduled Hours	Cost Amount for each Rate
June 1 - 5, 2026	24	75	24	24 / 96 * 72 = 18	18 * 75 = 1,350
June 8 - 12, 2026	24	85	72	72 / 96 * 72 = 54	54 * 85 = 4,590
June 15 - 19, 2026	24
June 22 - 26, 2026	24
Total	96		96	72	5,940

The formula used to calculate the cost amount per rate is:

(Hours per Rate / Total Number of Hours) * Scheduled Hours * Rate

If we apply this formula to the table for Example 3:

When the rate is 75, the cost amount is: (24/96) * 72 * 75 = 1,350
When the rate is 85, the cost amount is: (72/96) * 72 * 85 = 4,590

The resource request's Projected Cost Amount is therefore: 1,350 + 4,590 = 5,940

Example 4: Preferred Schedule Has a Schedule Exception

In the Example Four table, a resource request's schedule starts on June 1, 2026 and ends on June 26, 2026. Six hours are scheduled daily Monday - Thursday, and no hours are scheduled Friday - Sunday. This means that the total hours for a week is 24. However, there is a schedule exception for June 15, 2026 - June 19, 2026 so no hours are scheduled that week. The total hours for the whole schedule is therefore 72. The value in the Scheduled Hours field is 54.

The resource request is using a cost rate card with dated resource cost rates. Initially the rate is 60 per hour, but on June 8, 2026 it increases to 70 per hour.

Example Four
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Scheduled Hours	Cost Amount for each Rate
June 1 - 5, 2026	24	60	24	24 / 72 * 54 = 18	18 * 60 = 1,080
June 8 - 12, 2026	24	70	48	48 / 72 * 54 = 36	36 * 70 = 2,520
June 15 - 19, 2026	0
June 22 - 26, 2026	24
Total	72		72	54	3,600