Calculating or entering actual costs for resource development activities

  1. Select the resource activity request for which to calculate or specify actual costs.

    • Use this procedure from a budget:

      1. Select Development Planning > Learning Budgets > Implement Budgets.

      2. On the Budget Details panel, open the budget that the development activity is associated with.

      3. Select or open the development activity for which to add actual costs.

    • Use this procedure from a session:

      1. Select Development Planning > Registration And Completion > Attendance And Completion.

      2. Click the Complete Sessions tab.

      3. Select a session and participant, then select the Update Actual Costs action.

  2. On the budget's Requests panel or on the Participants panel, select the Calculate Actual Costs action.

    The system calculates the actual costs based on the value of standard costs included in the development activity as of the date of the session completion (if the status is Complete) or as of the date of the calculation (for any other status), with these exceptions:

    • For any cost that was defined with the option to use the session contract cost, the session contract cost will be used when calculating the cost if the session that the resource attended was associated with a provider contract.

    • (DIF requests only) For any standard costs that are used to track hours outside of work, the number of units used will be the number of hours outside of work recorded for the session (on the Attendance tab), or (if none was recorded) on the number of hours outside of work specified on the DIF request.

      Note: Open a cost to see the calculation details such as the as of date used, the number of units, the multiplier if applicable, and so on.
  3. To adjust actual costs individually (including the costs that you calculated with the Calculate Actual Costs action), click each Actual Cost field, specify either a new unit or a new total cost, and click Save.
  4. (DIF requests only) To update the actual number of hours outside of work for all hours outside of work costs, open an hours outside of work cost, click the Update Actual Hours Outside Of Work button, specify the number of hours outside of work, and click Save.
    Note: You can also update the number of actual hours outside of work directly on the cost list.
  5. If you want to add a cost that was not among the original estimated costs, click the Helper List icon, select the cost, and click Create Resource Activity Costs. You can then specify the actual cost.