Introduction (0:00)

Welcome to Deltek University’s Learning Zone,
for users of Deltek Vision. My name is Damon Shratter and I will be your guide to this training. Keep in mind, that in this learning video, you are able to view specific topics by selecting the Index Tab and choosing the desired subject.

Overview (0:21)

Labor Override Tables are used to set up a billing rate or labor category for employees whose labor will be billed with a different labor rate or labor category for a specific project. Override Tables are added in the project’s Billing Terms. Override Tables can be used to override the rate specified in the billing table being used on the project and Override Tables can be used to specify a maximum cost rate for labor categories.

Benefits (1:04)

Benefits to using a Labor Override Table include: the fact that it eliminates the need to create a separate Labor Rate Table specifically for one project and Vision will use a rate hierarchy to determine which rate to use for an employee’s labor entries.

Risks (1:29)

The risk to using the Override Tables is that if there is a billing rate issue, it can be difficult to find the cause when multiple tables are impacting the billing rates.

In this upcoming demonstration, we will setup a Billing Labor Override Table in Deltek Vision.

Demonstration (1:57)

Up to this point, we've been creating pretty much standard billing tables, whether it's employee rate, labor category or labor code, designed not to change very much to handle the vast majority of our rates properly within one table. There will always be exceptions within particular projects.

Now to best explain the labor override tables, I've gone to the Billing Terms and pull back a typical project. This is a time and expense project. Notice we've chosen our billing method is By Category. And I've chosen Category Billings Standards table that we set up earlier. It's got all the Effective Dates and the Rates and I know this will handle the vast majority for this project because we build that category. This will handle 99% or more of proper billing rates but, there are always those exceptions. What we're really trying to do right now in the creation and configuration of labor override tables is to allow and create a table that we can then attach to the billing terms and Vision will look to see if an employee or a category, whatever you're overriding, it'll look to see if it's in that table. If it is, it will apply that rate instead of the normal standard attach table. So the Override Table will override the rate for a given employee override the rate that they're showing in the actual standard, or most common table that you use when you build a category. Let's go take a look at actually configuring a Labor Override Table.

I've gone into Billing > Billing Rate Tables, and I've selected Labor Overrides. And for this one, I'm going to go ahead and click New and create a new table, type in a number, this will be a Test Labor Override Table, and we'll click Save. So we're now building a table and I think the best way to explain how this Labor Override Table functions is to use an analogy. I would imagine that most of you really are familiar with what we would call the Swiss Army knife. Think about a knife with many different blades. You might have a standard flat blade screwdriver, a knife blade, a corkscrew, a bottle opener, a Phillips-head screwdriver, so it has many different blades. And what you do with a Swiss Army knife is you pull out the blade you need and then you put it back when you don't need it, and you pull out the next blade and use it accordingly. The Labor Override Tables are designed to be a literal Swiss Army knife, meaning there are about five different ways you can use it depending upon the type of project Billing Terms where you need an override. So what I'm going to do is call out each blade, and then I'll delete it and go on to the next blade and show you how you can actually create these.

So if I go ahead and insert a record, and we'll use William Apple. We're going to attach this table to a bill in terms and we want the rate to change. We know that he's a Principal so we still have the Effective Date. That's what the overrides can also make use of the Effective Date, I can change the rate here's a required field Rate Type. Now there are three choices here and I'll work through them as we talk about each literal blade within this Swiss Army knife. What I'm really looking to do for William Apple for a given project, we're building by labor category. I want to change this Category. So maybe we can't build them at the Principal Rate. We need to build them at some other rate - Senior Consultant. Okay, I just did that. By saving and attaching this table. This is blade number one, overriding his billing rate to use the rate of Senior Consultant not Principal. So that's the first - Category Override. Remember, we could also do category overrides within the standard labor category table. Although this is more flexible. This allows you to attach or detach the table quickly and not have to constantly make new labor category tables where you have the employee overrides.

I'll just go ahead and continue to insert records and we'll go to blade number two, same employee unless it doesn't like what I'm doing here, okay, and I'm going to choose next. A new method here is going to be Billing. I'm not going to use category and I'm going to put in rate. What I've done now is not change the Category, but I'm overriding the Rate. Maybe it is January 2 and for this project, the rate has gone to 300. For this project, it's an Employee Rate Table, we need to bill him at 350. So I am not overriding the category, I'm overriding razor blade number two.

Let's go ahead and delete that and move on to blade number three. Again, I'm going to pick on William Apple and we're going to move away from Billing. Now. This is blade number three and we're going to choose Costs. Now, this only applies if your billing method is Labor Cost times multiplier. Now, William Apple may be at a very high cost rate, maybe it's 80, maybe it's 60, maybe 70. Whatever it is, what I can do, then, to make sure that I'm billing him at the correct rate cost times multiplier is I can control his cost, I can set it at 60 instead of 75. So we have to bill him at 60 times three before whatever the multiplier is not 75 times the multiplier. So I'm overriding his Cost Rate. For purposes of billing only, not what we're charging is cost against the job. This is only for billing purposes, in the calculation of cost times multiplier. To tweak this just a little bit, we'll keep it at the same that was blade three.

Here comes blade four, Max cost rate. it will look at the cost rate I have here and then it will automatically determine it. So if his cost rate is 70, it will use 60, it will use the lesser of the two. If his rate is 45, it will use 45. But we'll use the lesser of the two rates so we can do a Max cost rate for an individual employee in order to determine Rate times multiplier for billing this particular employee.

I'm going to go ahead and delete this. And move to the next tab there's a tab called Max Cost by Category Override which functions very similarly. So if I choose a category, say Project Manager, and I have a whole range of project managers all at different costs, I can set a Max Cost Rate, say 50. Any employee who's above 50, the rate will cost rate will be ratcheted down to 50 times the multiplier and any employee who's below 50, it will use their rate below 50. So I'm setting a Max cost rate not to exceed for all of the Project Managers in the labor category PM.

Again, think of the analogy, five different blades I've just shown you on two different tabs or four different uses on the General Employee Override and one use on the Max Cost by Category Override. So once you set these up, and you probably would not mix and match too much. I mean, you're really looking at overriding typically a labor category would be the most common or an individual employees rate for that project billing terms.

Summary (10:40)

In summary, To override an employee’s Billing Rate or Labor Category that is currently defined in a Rate Table that is assigned to the project’s Billing Terms, go to Billing > Billing Terms, then, select the Project on which the override applies. Go to the Labor Tab. In the Override Table field, select the Rate Table which contains the override rates.

Conclusion (11:15)

Thank you for attending this Learning Video. Remember that you can review any subject covered in this training by selecting the Index Tab and choosing the desired topic. Please visit the Deltek University Learning Zone to view the entire library of Deltek Vision training materials. We welcome any comments and feedback to help us improve your learning experience.