Cost Resource problem

[Jon Smith]

I have Project 2007 with SP1 and the Infrastructure update loaded (ref KB
951547). To try to isolate my problem, I have created a short project plan.
In my plan, I create task A. I also create Resource 1 that I have specified
as a Cost Resource.

I go into the Task Usage view and assign Resource 1 to Task A and enter
$4000 in the cost field on the day when I need to spend the 4K and then I
baseline the entire plan and Cost, Baseline Cost, and Remaining Cost all show
at $4000, so everythign is ok at this point.

I then go into the Task Usage and enter $2,000 into the Actual Cost field
for the same day (pretend I didn't spend it all on that day) and my cost goes
to $6,000, my remaining cost and baseline Cost stay at 4K and my cost
variance is zero. Why does my remaining cost not drop to 2K and my cost not
stay at 4K? If I were to change remaining cost to 4K, then I could see why
cost would now be 6K.

If I were to change the example to the corresponding Work fields along with
the resource, then the resource would show remaining work of 2 hours and work
would not change.

Any help is gratefully appreciated.

r/Jon

 

[JulieS]

Hi Jon,

Using Project 2007 SP-2 I was able to get the correct remaining cost to
calculate by entering a percent complete of 100% on the task. Project
assumed I spent the 4000 as scheduled but I was able to edit he Actual Cost
to 2000, remaining cost calculated to 2000. I could then enter any other
actual costs when I wished to and the remaining cost calculates correctly.

I'd start with installing SP-2 to Project.

I hope this helps.

Julie

 

[Jon Smith]

Ok, I'll put in a request to have it downloaded and installed and see if it
resolves the issue.

Thanks!

 

[JulieS]

You're welcome Jon. Try the service pack and then set the task as
complete. You should then be able to modify the Actual Cost.

Good luck.
Julie

 

[Jon Smith]

I finally got SP2, but am still unable to get this to work. I've tried the
technique you suggested, but the remaining cost is still incorrect. I also
really don't want the task to show completed, since it is not really
completed.

Ideally, I want remaining cost to work like remaining work - that if I have
a baselined cost of 10,000 and put in I spent 4,000, I should see 6,000 left
in Remaining Cost.

Do you know why it doesn't work?

r/Jon

 

[JulieS]

Hi Jon,

Glad to hear you've installed SP-2.

In Project, costs (both Actual and Remaining) are tied to progress.
For example, if you created a 10 day duration task with a$10k Cost
resource assigned, Project will spread the cost at $1000 per day.
You can modify the spread of the costs as needed (for example $2000
every other day).

If you add progress (percent complete), Project will automatically
calculate the Actual and Remaining Cost based upon the % complete.
If you modify Actual costs manually through the Task Usage or
Resource Usage view, the remaining costs is not automatically
recalculated.

I'm sorry, but I don't know why the decision was made to work in
this manner. For other types of resources (Work and materials), you
cannot modify Actual Cost without turning off the calculation of
actual costs by Project.

The best I can suggest is to either wait until the task is complete
and modify actual costs then, or if you need to modify actual costs
before the task is complete, you'll need to manually adjust
remaining costs as needed.

Julie

 

[Jon Smith]

Thanks for responding

I've noticed a curious pattern. If I try your technique and mark the task
complete and then record the Actual Cost on the left hand side of Task Usage,
then Remaining Cost is correct and the task becomes unchecked and the status
is lowered to the correct percentage complete, however, if I mark it on the
right hand side in the assignment rows of Task Usage, then Remaining Cost
stays at 0 and the task is still marketed as completed. (This behaviour does
not appear in Work Resources, as they work correctly)

The problem with entering the data on the left hand side is if you have
multiple cost resources, then Project is going to equally distribute the
Actual Cost, which may not be correct, plus it will put the data potentially
on the wrong date, unless I change it in the Project Information screen
first, which is a royal pain.

Any thoughts on work-arounds? I can use one resource per task, but that
usually isn't correct in my environment as the task needs to show all of the
costs. I guess I can use a fake summary per task and individual rows for
each assignment, but that becomes a LOT of work to overcome this bug,
especially since durations usually need to be long periods of time when the
cost can be spent in my environment and I have to zero out the incorrect
funds to lump it when I think it will be spent. I'm trying to eliminate
spreadsheets with costs and track my spend plan in Project along with the
work data.

Thanks in advance for all of your thoughtful comments.

r/Jon

 

[JulieS]

Hi Jon,

My comments are inline.

Thanks for responding

[Julie] You're welcome.

I've noticed a curious pattern. If I try your technique and mark
the task
complete and then record the Actual Cost on the left hand side of
Task Usage,
then Remaining Cost is correct and the task becomes unchecked and
the status
is lowered to the correct percentage complete...

[Julie] Yes, I see this too for only cost resources. As you note
below, for Work and material resources once the task is complete,
you can edit the Actual costs without it affecting the progress on
the task.

however, if I mark it on the
right hand side in the assignment rows of Task Usage, then
Remaining Cost
stays at 0 and the task is still marketed as completed. (This
behaviour does
not appear in Work Resources, as they work correctly)

[Julie] This is how I assumed you were working -- using the
timescaled (right) side of the assignment rows.

The problem with entering the data on the left hand side is if you
have
multiple cost resources, then Project is going to equally
distribute the
Actual Cost, which may not be correct, plus it will put the data
potentially
on the wrong date, unless I change it in the Project Information
screen
first, which is a royal pain.

[Julie] If you need the detailed level of when you actually spent
funds, you'll need to enter it in the timescaled portion of the
view.

Any thoughts on work-arounds? I can use one resource per task,
but that
usually isn't correct in my environment as the task needs to show
all of the
costs.

[Julie] I would continue to use multiple cost resources per task
and then use the timescaled portion of the view to enter the
information.

I guess I can use a fake summary per task and individual rows for
each assignment, but that becomes a LOT of work to overcome this
bug,
especially since durations usually need to be long periods of time
when the
cost can be spent in my environment and I have to zero out the
incorrect
funds to lump it when I think it will be spent.

[Julie] You might try experimenting with milestone tasks for the
cost resources, keeping them separate from the work resources. If
necessary, you can set constraint dates on the milestones to better
control when you anticipate the money being spent.

I'm trying to eliminate
spreadsheets with costs and track my spend plan in Project along
with the
work data.

[Julie] My experience is that project does a pretty good job with
cost information as it relates to work resources. I've found the
fixed costs and the new cost resources to be less predictable. It
may be necessary to use Project to track and maintain the work
costs, but still rely on Excel for the non-labor costs :-(

Thanks in advance for all of your thoughtful comments.

r/Jon

[Julie] I hope this helped.