Cost changes for completed tasks when other tasks update

[.jussi]

I am experiencing a most frustrating and strange behavior from EPM 2007. We
have time-phased fixed costs assigned to certain tasks using a cost resource.
The costs are entered through the resource usage view and the task is set on
the date they are predicted to realize on (a very short task is being used
for these, we'd love to use milestones but they do not retain this
information). These tasks have no other assignments on them and are being
manually maintained by the project managers.

Now while the costs have not been realized the tasks are sitting at 0%
complete. They function as you would expect - the costs are shown in reports
on the date they are predicted and everything works beautifully. Once the
cost is realized, the project manager sets the task as 100% complete and the
fun starts.

After a cost task is complete and a resource submits new hours to the
project, the completed cost tasks duration changes. Not only that, but the
fixed cost assigned to the task using the cost resource (it is entered as a
cost on a certain date) changes too. It would look like the duration is
doubled every time. You can imagine what sort of havoc this wreaks in
reporting actuals.

Has anyone else experienced this? Any ideas how to get around the problem? I
would hate to have to use custom fields to get around this issue.

- Jussi

 

[Dale Howard [MVP]]

jussi --

Cost resources are still problematic in Project Server 2007, as you have
already discovered. Microsoft has changed the default behavior in Cost
resources through the Infrastructure update from July 2008. In reference to
that, and Microsoft's recommendations for using Cost resources, refer to the
following:

http://blogs.msdn.com/project/archi...ucture-update-and-cost-resource-behavior.aspx

Hope this helps.

 

[.jussi]

Thank you for the answer - I was afraid it would turn out to be an ...
undocumented feature in Project Server. We are running the infrastructure
update and patched up to October CU on the production environment. This issue
existed before the IU and is still there.

I was familiar with the recommendations so in regards to that;

Rule 1 : Project Managers should avoid assigning cost resources to the same
tasks as work or material resources, especially when those work or material
resources are going to update their progress in Project Server.

Check. Cost tasks only have cost resources on them.

Rule 2 : Avoid setting your resource default calendar to the 24 hour elapsed
calendar

Check. This was the point that I had some hope for in correcting the
behavior, but alas, no such luck.

Rule 3: Do not disable cost calculation

Check.

Rule 4: Avoid using undo on the "remaining duration" field

This has no effect on the behavior as it clearly happens server-side; you
can see the updates affecting the cost tasks when approving submitted hours
in the PWA.

I guess I am stuck using a custom cost field (which would work in my case as
costs are not accrued over time) and sticking it to a normal milestone. This
is far from an optimal solution, but better than having actuals change.

- Jussi

 

[Dale Howard [MVP]]

jussi --

I was dismayed when I read Microsoft's recommendations about using Cost
resources. Rule #1 is the most troublesome. Suppose I have a Cost resource
named Travel Expense. Don't I need to assign that Cost resource on tasks to
which I must also assign one or more Work (human) resources? After all,
don't the Work resources (the humans) generate the actual travel expenses?
Why should I have to create extra tasks and only assign Cost Resources to
them? So, you can see that recommendation #1 makes Cost Resources way to
difficult to use. Hope this helps.

 

[.jussi]

Thank you again for the answers, although the problem wasn't solved I now
know it is really a problem with Project Server, not our installation or
config. I'll have to find a work-around at least until the next service pack
- hopefully that will include a major re-write of cost resources...

- Jussi

 

[Gary L. Chefetz]

I wouldn't count on it for P12. For now, the answer is to use them sparingly
if you're manually entering the data, or use them for automating cost data
from foreign systems.

--
----------
Gary L. Chefetz, MVP
MSProjectExperts
Project Server Consulting: http://www.msprojectexperts.com
Project Server Training: http://www.projectservertraining.com
Project Server FAQS: http://www.projectserverexperts.com
Project Server Help Blog: http://www.projectserverhelp.com

 

[Mike Mahoney]

I wouldn't count on it for P12. For now, the answer is to use them sparingly
if you're manually entering the data, or use them for automating cost data
from foreign systems.

--
----------
Gary L. Chefetz, MVP
MSProjectExperts
Project Server Consulting:http://www.msprojectexperts.com
Project Server Training:http://www.projectservertraining.com
Project Server FAQS:http://www.projectserverexperts.com
Project Server Help Blog:http://www.projectserverhelp.com







- Show quoted text -

Hi Jussi
I investigated cost resources in EPM environment and concluded they
behave themselves so long as you are not using My Task\PM Approval
process. If you are, then any progressed task with associated cost
resources inflates the cost resource (total cost), and the sum of
phased costs (usage view) no longer equal that total, after approval
of the task update by the plan owner. The inflation will repeat when
you repeat the update cycle. This seems to be down to a server side
process which does not deal with cost resources.

So if this process is fundamental to your EPM usage then you cannot
use cost resources. If you manually update plans then you can.

rgds

Mike

 

[Dale Howard [MVP]]

Mike --

Thanks for sharing your thoughts and experience with Cost resources!

I wouldn't count on it for P12. For now, the answer is to use them
sparingly
if you're manually entering the data, or use them for automating cost data
from foreign systems.

--
----------
Gary L. Chefetz, MVP
MSProjectExperts
Project Server Consulting:http://www.msprojectexperts.com
Project Server Training:http://www.projectservertraining.com
Project Server FAQS:http://www.projectserverexperts.com
Project Server Help Blog:http://www.projectserverhelp.com







- Show quoted text -

Hi Jussi
I investigated cost resources in EPM environment and concluded they
behave themselves so long as you are not using My Task\PM Approval
process. If you are, then any progressed task with associated cost
resources inflates the cost resource (total cost), and the sum of
phased costs (usage view) no longer equal that total, after approval
of the task update by the plan owner. The inflation will repeat when
you repeat the update cycle. This seems to be down to a server side
process which does not deal with cost resources.

So if this process is fundamental to your EPM usage then you cannot
use cost resources. If you manually update plans then you can.

rgds

Mike

 

[.jussi]

Thank you Mike, it seems your experiences are the same as mine. I will see
how a custom field will serve us as a workaround.

And thanks on the update on the P12 too - I'm a bit happier about putting
time and effort to a work-around if it's unlikely that the update has much to
offer on cost resources.

- Jussi