Non Labor Resources (NLRs)
Non-Labor Resources lets you maintain consistency of common project non-labor resources across the organization. At this point, NLRs do not contain cost or pricing information, though these can be easily added with custom fields, as desired.
Non-Labor Resources have the following standard fields:
- Category (picklist)
- Billable (yes/no)
- Expense Type (Capex/Opex)
You can also attach files to NLRs. This can be used for any purpose, from price quote documents, if you are using the NLR for materials purchased from 3rd parties, to web links to detailed specifications and documentation about the Non-Labor Resource.
Who can add Non-Labor Resources?
There are no permissions on creation of Non-Labor Resources to make it simple for Project Managers or Owners to add and track these cost elements without needing to involve administrators.
Non-Labor Resource Category
The categories of the NLRs are important to help you summarize and aggregate your NLR’s per project for reporting purposes and when adding them to a project. Equally as important, is the calculation of your Labor Costs stemming from Task assignments. To learn more about the Labor Costs and Revenues feature of your Financial Planning please click here: Labor Costs and Revenues
The standard categories are:
- External Consultant
Admins can add/remove categories as desired, as well as adding custom fields.
Using Non-Labor Resources
NLRs can be added to a Project, or to lowest-level tasks. Whilst it is possible to add NLRs from the Add Related tab in Project list or Project detail views it is recommended to adding new NLRs to a Project or Task from the Financial Planning view, as the picker you helps you filter more quickly by category. This is more efficient when working with larger collections of NLRs.
Once you add a Non-Labor Resource to a project or work item, its project-specific time-phased fields become available in the Financial Planning view, as well as whether it’s Capex/Opex, Billable, and its Expense Type.
Time Phased Data for Non-Labor Resources
The time-phased data is where you plan and track the financial amounts of the Non-Labor Resources by time period. Non-Labor Resources are planned and tracked as currency amounts, and do not have any unit calculations. The NLRs can have varying amounts by time period, and they do not have any calendar, capacity or availability constraints on them.
You will now find new configuration options when entering the NLR's. The time phased data links the NLR's to the project.
Default fields on Non-Labor Resource Time Phases are as follows:
- Date (Month)
- Budget Cost
- Budget Revenue
- Actual Cost
- Actual Revenue
- Forecast Cost
- Forecast Revenue
- Actual Margin = (Actual Revenue - Actual Cost)/Actual Revenue
- Actual Profit = Actual Revenue - Actual Cost
- Cost Variance - Budget Cost – Actual Cost
- Revenue Variance = Budget Revenue - Actual Revenue
- Planned Margin % = (Budget Revenue - Budget Cost)/Budget Revenue
- Planned Profit = Budget Revenue - Budget cost
- Forecast Cost Variance = Budget Cost - Forecast Cost
- Forecast Revenue Variance = Budget revenue - Forecast Revenue
As the time phases are months, Financial Planning has a special date selector which chooses individual months, rather than days. Its default setting is the “Project Timeframe”: the time period from the Start Date to the Due Date.
Importing NLR Time-Phase Data with Data Loader
You can use Data Loader to import batches of data. When doing so for Time-Phase data, there are a few things to take into account:
- When exporting your Project or Task Non-Labor Resources to get their External IDs, make sure you don't take the Aggregated Non-Labor Resources, as they have a different External ID (see Example 1 below).
- If you are adding new timephase data (months which are displayed empty in the Financial Planning grid), you are adding new month timephase objects.
- You reference the NLR Link using "Non-Labor Resource link" or "ReferenceToMain" (the API name). (see Example 2 below)
- When adding new timephase data for existing months (example: you are adding Actual Cost for Jan 2018, which already has Budget Cost) you are updating an existing object and need to add PK: to column A & B headers, e.g. PK: Non-Labor Resource link and PK: Date
Example 1: Exporting NLR links with External ID
Example 2: Data Loader Import file format using External ID as ReferencetoMain