Considerations for Managing Labor Schedules

Here are a few considerations that you must keep in mind while working with labor schedules:

Once a labor schedule version is saved, regardless of type, you can change its status by editing the associated version. when you enter distribution rules, the application runs validations in the background to ensure that:
- Project, task, or award minimum start date is less than the end date of the labor schedule version.
- Project, task, or award minimum end date is greater than the start date of the labor schedule version.
Only one version of a labor schedule type can be active for any given day; however, you can create overlapping labor schedules of different types. For example, Person Assignment type for July 1, 2020 to June 30, 2021 can be active at the same time as a Person Assignment Pay Element type for the same or overlapping time period.
Once you set the status of a labor schedule version to Active, you can't update the start and end dates of the version, nor can you change its status back to New.
Once you set the status of a labor schedule version to Inactive, you can't update the start and end dates of the version, nor can you change its status back to New.

Labor Schedules can be interfaced from an external system by using the File-Based Data Interface for Labor Schedules. See Import Assignment Labor Schedules in the File-Based Data Import (FBDI) for Project Management guide.

Examples of Labor Schedules

Let's look at a few examples of labor schedules and see how labor schedule types, labor schedule versions, and distribution rules work together to help you manage payroll costs of different types. Consider the following labor schedules created for two employees, Bob Price, who has the role of Analyst, and Hector Campos, who has the roles of Project Manager and Director.

Here are the person assignment labor schedules created for Bob Price and Hector Campos.

Labor Schedule Type	Labor Schedule	Labor Schedule Version	Start and End Dates	Labor Schedule Version Status	Distribution Rules	Comments
Person Assignment	Bob Price, Analyst	Version 1	July 1 2019 - June 30 2020	Active	P1-T1-A1 (50%)	Version 1 of the Bob Price, Analyst labor schedule is active and, between July 1, 2019 and June 30, 2020, will be used in the Import Payroll Costs process to distribute imported payroll costs that match Bob Price and his assignment of Analyst, as defined by the distribution rules.
					GL: 000-001-0400 (50%)
		Version 2	July 1 2020 - June 30 2021	New	GL: 000-001-0510 (100%)	Version 2 of the Bob Price, Analyst labor schedule is in New status, and won't be used in the Import Payroll Costs process to distribute applicable payroll costs.
	Hector Campos, Project Manager	Version 1	July 1 2019 - June 30 2020	Inactive	P4-T2-A4 (50%)	Version 1 of the Hector Campos, Project Manager labor schedule is in Inactive status and won't be used in the Import Payroll Costs process to distribute applicable payroll costs.
					GL: 000-001-0400 (50%)
		Version 2	July 1 2019 - June 30 2020	Active	P1-T1-A1 (50%)	Version 2 of the Hector Campos, Project Manager labor schedule is active and, between July 1, 2019 and June 30, 2020, will be used in the Import Payroll Costs process to distribute imported payroll costs that match Hector Campos and his assignment of Project Manager, as defined by the distribution rules.
					GL: 000-001-0400 (50%)
		Version 3	July 1 2020 - June 30 2021	Active	GL: 000-001-0510 (100%)	Version 3 of the Hector Campos, Project Manager labor schedule is in Active status and, between July 1, 2020 and June 30, 2020, will be used in the Import Payroll Costs process to distribute imported payroll costs that match Hector Campos and his assignment of Project Manager, as defined by the distribution rules.
	Hector Campos - Director	No Version	Not Applicable	Not Applicable	Not Applicable	There's no labor schedule for this person and assignment combination that can be used in the Import Payroll Costs process to distribute applicable payroll costs.

Here are the pay element labor schedules applicable for Bob Price and Hector Campos.

Labor Schedule Type	Labor Schedule	Labor Schedule Version	Start and End Dates	Labor Schedule Version Status	Distribution Rules	Comments
Pay Element	Car Allowance - Vision City Operations	Version 1	July 1 2019 - June 30 2020	Active	GL: 000-410-0000 (100%)	Version 1 of the Car Allowance - Vision City Operations pay element labor schedule is Active between July 1, 2019 and June 30, 2020. Therefore, during that period, the Import Payroll Costs process will distribute any payroll costs for Hector Campos and Bob Price that have Car Allowance as the pay element, as specified in the distribution rules. This type of labor schedule has the second order of precedence. This means that if any labor schedules for Car Allowance exist at the person assignment pay element level for the same days, those labor schedules will take precedence for the applicable days.
	Parking - Vision City Operations	Version 1	July 1 2019 - June 30 2020	Active	GL: 000-710-0000 (100%)	Version 1 of the Parking - Vision City Operations pay element labor schedule is Active between July 1, 2019 and June 30, 2020. Therefore, during that period, the Import Payroll Costs process will distribute any payroll costs for Hector Campos and Bob Price that have Parking as the pay element, as specified in the distribution rules. This type of labor schedule is the second order of precedence. This means that if any labor schedules for Parking exist at the person assignment pay element level for the same days, those labor schedules will take precedence for the applicable days.

Labor Schedule Type

Labor Schedule

Labor Schedule Version

Start and End Dates

Labor Schedule Version Status

Distribution Rules

Comments

Pay Element

Car Allowance - Vision City Operations

Version 1

July 1 2019 - June 30 2020

Active

GL: 000-410-0000 (100%)

Version 1 of the Car Allowance - Vision City Operations pay element labor schedule is Active between July 1, 2019 and June 30, 2020. Therefore, during that period, the Import Payroll Costs process will distribute any payroll costs for Hector Campos and Bob Price that have Car Allowance as the pay element, as specified in the distribution rules.

This type of labor schedule has the second order of precedence. This means that if any labor schedules for Car Allowance exist at the person assignment pay element level for the same days, those labor schedules will take precedence for the applicable days.

Parking - Vision City Operations

Version 1

July 1 2019 - June 30 2020

Active

GL: 000-710-0000 (100%)

Version 1 of the Parking - Vision City Operations pay element labor schedule is Active between July 1, 2019 and June 30, 2020. Therefore, during that period, the Import Payroll Costs process will distribute any payroll costs for Hector Campos and Bob Price that have Parking as the pay element, as specified in the distribution rules.

This type of labor schedule is the second order of precedence. This means that if any labor schedules for Parking exist at the person assignment pay element level for the same days, those labor schedules will take precedence for the applicable days.

Here are the person assignment pay element labor schedules created for Bob Price.

Labor Schedule Type	Labor Schedule	Labor Schedule Version	Start and End Dates	Labor Schedule Version Status	Distribution Rules	Comments
Person Assignment Pay Element	Bob Price, Analyst, Parking	Version 1	July 1 2019 - June 30 2020	Active	P1-T1-A1 (50%)	Imported payroll costs for Bob Price that have Parking as the pay element with pay period start and end dates between July 1, 2019 and June 30, 2020 will be distributed as defined by the person assignment pay element labor schedule for Larry.
					GL: 000-001-0510 (50%)
		Version 2	July 1 2020 - June 30 2021	Active	GL: 000-001-0510 (100%)	Imported payroll costs for Bob Price that have Parking as the pay element with pay period start and end dates between July 1, 2020 and June 30, 2021 will be distributed as defined by Version 2 of the person assignment pay element labor schedule for Larry.