Usage Behaviour Rules

1. Tony Batting Kimble January 2015 Customer Success Usage Behaviour Rules and Forecasting Resources

2. Overview The Purpose of this session is to: Provide an overview of the deployed Usage Behaviour Rules at 1.19 and later Understand the difference between Forecasting and Scheduling Describe how Kimble calculates/recalculates Resource Usage when Schedule Changes are made Understand the Impact of Preserve Usage

3. Usage Behaviour Rules Kimble forecasts Resource Usage on an Assignment based on the Usage Behaviour Rule defined for the Assignment. The standard Rules are: • Defined Effort with variable end date - Finish Work as soon as possible • Defined Effort between two dates - Finish Work between two Dates • Defined Utilisation between two dates - Provide Cover between two Dates • Defined Effort with variable end date (Fixed Usage) - Finish Fixed Amount of Work as soon as possible • Defined Effort between two dates (Fixed Usage) - Finish Fixed Amount of Work between two Dates Your Kimble Administrator may have applied different names than those listed above Your Org may have more or less Rules configured than the ones listed above

4. Usage Behaviour Rules • When an Assignment is created, dependent upon which Usage Behaviour Rule is selected, some values can be entered by the user and some are derived, as shown in the following table: • * Once the Assignment has been Saved the Remaining Effort cannot subsequently be edited

5. Forecasting Kimble automatically Forecasts Resource, based on the Usage Behaviour Rule Certain actions (explained further in following slides), causes Kimble to automatically update the Forecast • Kimble automatically forecasts Resources on Business Days only (Resources may be scheduled on Non-Business Days through the Calendar view)

6. Scheduling Scheduling is the user manually assigning the Resource to specific days. This is carried out through the Assignment Calendar screen, or through the Monthly Profiling screen When days are Scheduled, Kimble will Re-forecast the remaining (unscheduled and unactualised) days against the Assignment, using the Usage Behaviour Rule Resources can only be assigned on Non-Business Days using the Calendar Days for a resource can be Scheduled to be at: • %utilisation – N.B. Days scheduled this way will still be re-forecast by Kimble • specific hours (either half or full day) • 0 hours usage, by using the off radio button in the Calendar (i.e. De-scheduled) • De-scheduling Usage will prevent the system from Forecasting any usage for those days.

7. De-scheduling days – “off” days De-scheduling using the ‘off’ function in the Calendar view will prevent Kimble from Forecasting those days. • De-Scheduled days remain as part of the Assignment, but effectively flagged as not being available for Forecasting. If Kimble updates the Assignment Forecast, it will not Forecast time on those days. If you want to use those days, you have to Schedule them • One impact of this is that it can prevent the Start or End Date of the Assignment being moved. Example: • Schedule the first week of an Assignment as ‘off’ (because of delayed start). Not then able to move the Start Date of the Assignment to later than the first ‘off’ Scheduled day, because the System still sees the days as part of the Assignment. The following error will be displayed:

8. Preserving Usage Usage Behaviour Rules can be configured to Preserve Resource Usage against the Assignment when specific changes/events occur. Preserve Usage can be set for the following: • Preserve Usage on Resource Change / Apply to Candidate Assignments • Schedule Change – i.e. Assignment is manually updated using the Calendar view • Unavailability (e.g. Holiday) Approved • Actual Time Approved / Tracking Period Forecast Removed- Any difference between the forecast and actual time recorded for a Tracking Period will be carried over to the following periods. • Entitlement based Assignments such as Vacation/Holiday In the demonstration that follows we are going to look at the impact of preserving Usage on Schedule Change

9. Resource Changed • Preserve Usage on Resource Change / Apply to Candidate Assignments

10. Calendar Updated • Preserve Usage on Schedule Change i.e. Assignment manually updated using Calendar

11. Unavailability (e.g. Holiday) Approved • Preserve Usage on Unavailability Change

12. Actual Time Approved / Tracking Period Forecast Removed • Preserve Usage On Actualisation

13. Entitlement based Assignments (Vacation) Remove Usage on Period Change. Indicates that Kimble should automatically remove remaining Usage from the earliest Open Tracking Period up to the number of days specified by Remove Usage Offset. Removing this remaining Usage is treated as actualizing zero Usage, and therefore the remaining Usage beyond this is determined based on the setting for Preserve Usage on Actualization. To model Vacation entitlement setting Remove Usage Offset to 20 days with Preserve on Actualization checked, will remove any vacation which has not been specifically requested, and create a backlog of holiday entitlement. Example: • Vacation year runs from January to December • Initially vacation will be profiled over 11 months February to December? • Overnight job re-forecasts • When Tracking Period changes/is closed ????

14. Definitions (1)

15. Definitions (2)

16. Usage Behaviour Rules: Examples