Merge pull request #221 from RSE-Sheffield/refactor/directly-inccured

Refactor allocated project to directly incurred

Author: yld-weng

docs/projects/index.rst

@@ -1,11 +1,13 @@
 Projects and Allocations
 ========================
 
-The RSE Admin tool makes a distinction between projects which are classed as service work (*Service* projects) and projects where staff time is costed onto a research grant (*Allocated* projects). Allocated projects represent staff time costed onto a grant at a percentage of an FTE which will generate an overhead (at a set annual rate) for the institution. Service projects projects represent a commitment in terms of number of RSE days at a set service rate. 
+The RSE Admin tool makes a distinction between projects which are classed as service work (*Service* projects) and projects where staff time is costed onto a research grant (*Directly Incurred* projects). Directly Incurred projects represent staff time costed onto a grant at a percentage of an FTE which will generate an overhead (at a set annual rate) for the institution. Service projects projects represent a commitment in terms of number of RSE days at a set service rate. 
 
-Service projects use the HEI `Transparent Approach to Costing <https://www.trac.ac.uk/about/>`_ (TRAC) recommendation of 220 working days per year (this value can however be changed in the settings file under *WORKING_DAYS_PER_YEAR*). As such a service project of 220 days represents a full year of RSE commitment and overhead rates should factor this into any calculation to cover staff time. Allocations for RSE staff on service projects are will apply the TRAC calculation to represent the actual (FTE equivalent) time period spent on a project (rather than just the number of service days). This way each allocation has a fair share of holidays and other non working days. Allocations of RSE time onto Allocated projects are always based on a percentage of FTE time and as such always represent the actual time period spent on a project.
+Note: 'Directly Incurred' was previously the 'Allocated' project, this model was renamed because it don't fit with terminology used at UoS. Allocated is generally an academic member of staff rather than charged to the grant.
 
-The site makes a distinction between effort and budget reporting on projects. Both forms of project generate an income but the level of staff commitment expected for each is different. I.e. A service project is expected to meet an effort commitment in terms of a number of staff days. Surplus income (day rate less the actual staff costs) will be accumulated as a result. Allocated projects are can be reported by either effort or budget. It is frequently desirable to over-commit staff to ensure that a staffing budget is completely spent. This is required when a project is costed with a higher grade point than the RSE assigned to it. The `Project Summary`_ view provides a summary of project commitment by either budget or effort.
+Service projects use the HEI `Transparent Approach to Costing <https://www.trac.ac.uk/about/>`_ (TRAC) recommendation of 220 working days per year (this value can however be changed in the settings file under *WORKING_DAYS_PER_YEAR*). As such a service project of 220 days represents a full year of RSE commitment and overhead rates should factor this into any calculation to cover staff time. Allocations for RSE staff on service projects are will apply the TRAC calculation to represent the actual (FTE equivalent) time period spent on a project (rather than just the number of service days). This way each allocation has a fair share of holidays and other non working days. Allocations of RSE time onto Directly Incurred projects are always based on a percentage of FTE time and as such always represent the actual time period spent on a project.
+
+The site makes a distinction between effort and budget reporting on projects. Both forms of project generate an income but the level of staff commitment expected for each is different. I.e. A service project is expected to meet an effort commitment in terms of a number of staff days. Surplus income (day rate less the actual staff costs) will be accumulated as a result. Directly Incurred projects are can be reported by either effort or budget. It is frequently desirable to over-commit staff to ensure that a staffing budget is completely spent. This is required when a project is costed with a higher grade point than the RSE assigned to it. The `Project Summary`_ view provides a summary of project commitment by either budget or effort.
 
 
 
@@ -22,13 +24,13 @@ New projects require a client which is a named person from a department or insti
 Adding a New Project
 ~~~~~~~~~~~~~~~~~~~~
 
-A new project can be created by selecting **Admin->New Project** from the main menu. You will then need to choose between a *Service* or *Allocated* project type. 
+A new project can be created by selecting **Admin->New Project** from the main menu. You will then need to choose between a *Service* or *Directly Incurred* project type. 
 
-An internal project represents a project which does not generate income but represents a specific commitment of time. E.g. A contribution in kind (from a core budget) of RSE time to support a research grant, development or delivery of teaching or another FATPOU activity. The *internal* option allows either allocated or service projects to be marked as internal.
+An internal project represents a project which does not generate income but represents a specific commitment of time. E.g. A contribution in kind (from a core budget) of RSE time to support a research grant, development or delivery of teaching or another FATPOU activity. The *internal* option allows either directly incurred or service projects to be marked as internal.
 
 The forms for completing the project details differ depending on the project type.
 
-Allocated projects have a start date, and end date and a percentage of FTE RSE commitment which represents an expected unit of time in which the project will receive RSE support. The overheads rate is the pro-rata full time equivalent rate which is used to calculate any overheads returned to the institution for the staff time on this project. The salary band used for costing represents the salary used to calculate the cost of staff time on the project. 
+Directly Incurred projects have a start date, and end date and a percentage of FTE RSE commitment which represents an expected unit of time in which the project will receive RSE support. The overheads rate is the pro-rata full time equivalent rate which is used to calculate any overheads returned to the institution for the staff time on this project. The salary band used for costing represents the salary used to calculate the cost of staff time on the project. 
 
 Service projects have a start and end date which represents the tie in which a service project may be delivered. The start and end date do not dictate a specific time commitment but rather the range in which the *Number of Service Days* may be completed. The project date range must be at least the FTE equivalent of the number of TRAC service days. The *Charged to RSE account* indicates that staff time should be billed to an RSE account (i.e. the account which accumulated RSE service income at the specified *Service Rate*). Projects which are not billed to the RSE account will generate income but not result in staff time being allocated to any cost code via a staff cost distributions (see :ref:`Cost Distributions <Cost Distributions>` report). A Service project has an invoice received date which indicates the date in which money enters the RSE account. Not that this may be before or after staff time is changed back to the RSE account. Care should be taken to not span financial years with Service projects to avoid receiving income which is absorbed by the university at the financial year end when there are staff expenditures still to cover the following year.
 
@@ -44,7 +46,7 @@ Project Summary
 
 Selecting a project via the *Info* button on any of the project list views will give a project summary which consists of the following.
 
-- **FTE Commitment Overview :** This graph shows the allocation of staff effort on the project. Individual staff members can be toggled from the graph by clicking on their name in the figure legend.  The red dashed line represents todays date.
+- **FTE Commitment Overview :** This graph shows the allocation of staff effort on the project. Individual staff members can be toggled from the graph by clicking on their name in the figure legend.  The red dashed line represents today's date.
 - **Project Details Tabbed Summary :** This tabbed information box provides information about the project. The :raw-html:`<i class="fa fa-edit"></i>` icon can be used to edit the projects details.
 - **Effort and Distribution Summary :** This tabbed information box provides a summary of the effort and budget summary (Admin users only) of the project based off the allocations within it. The :raw-html:`<i class="fa fa-eye"></i>` icon allows a detailed view (and option to edit) project allocations. The :raw-html:`<i class="fa fa-calculator"></i>` icon under the field *Total Staff Costs* provides a break down of how the staff costs have been generated (see :ref:`RSE Staff Costs Breakdown <RSE Staff Costs Breakdown>`).
 - **RSE Allocations Gantt :** The gantt chart view presents an alternative view of the commitment overview, displaying allocation durations. The gantt percentages represent the percentage of FTE an allocation represents on a grant.
@@ -61,16 +63,16 @@ The *Add an allocation* box will be pre-populated with the following information
 
 - **Start Date :** Will be based of the start date of the project
 - **End Date :** Will be based of the start date plus any remaining effort at FTE equivalent.
-- **FTE Percentage :** Will be based off the FTE percentage used for Allocated Projects or 100.0% for service projects.
+- **FTE Percentage :** Will be based off the FTE percentage used for Directly Incurred Projects or 100.0% for service projects.
 
 The :raw-html:`<i class="fa fa-area-chart"></i>` icon next the the RSE selection can be used to view the specific :ref:`RSE Commitment Overview <RSE Commitment Overview>` of an RSE between the proposed allocation date range. By clicking this icon with no RSE selected a `Team Commitment Overview`_ will be presented between the proposed allocation date range. This is helpful in determining who is available to staff the allocation.
 
-If the start date or FTE percentage is modified then the :raw-html:`<i class="fa fa-clock-o"></i>` icon can be used to calculate a new end date based off the remaining effort at FTE equivalent. For Allocated projects the :raw-html:`<i class="fa fa-calculator"></i>` icon can be used to calculate an end date from the project based off the selected RSE.
+If the start date or FTE percentage is modified then the :raw-html:`<i class="fa fa-clock-o"></i>` icon can be used to calculate a new end date based off the remaining effort at FTE equivalent. For Directly Incurred projects the :raw-html:`<i class="fa fa-calculator"></i>` icon can be used to calculate an end date from the project based off the selected RSE.
 
 Return to the `Project Allocation Details`_ view by selecting the  :raw-html:`<i class="fa fa-eye"></i>` icon or to the `Project Summary`_ by selecting the :raw-html:`<i class="fa fa-area-chart"></i>` icon in the project details box.
 
 
 Team Commitment Overview
 ------------------------
 
-A Team and projects overview is available by selecting **Team->Team & Projects Overview** from the main menu. This view provides both a commitment summary view of RSEs allocations on projects ora gantt based view where allocations are grouped by project. Both views can by updated by changing the filters which allow the date range shown and funding states to be displayed. Within the *Commitment (RSE FTE)* tab individual staff members can be toggled from the graph by clicking on their name in the figure legend. The red dashed line represents todays date and the :raw-html:`<i class="fa fa-expand"></i>` icon can be used to rescale the graph from 100% FTE to max (staff may be over committed on projects which are under review).
+A Team and projects overview is available by selecting **Team->Team & Projects Overview** from the main menu. This view provides both a commitment summary view of RSEs allocations on projects ora gantt based view where allocations are grouped by project. Both views can by updated by changing the filters which allow the date range shown and funding states to be displayed. Within the *Commitment (RSE FTE)* tab individual staff members can be toggled from the graph by clicking on their name in the figure legend. The red dashed line represents today's date and the :raw-html:`<i class="fa fa-expand"></i>` icon can be used to rescale the graph from 100% FTE to max (staff may be over committed on projects which are under review).

docs/reporting/index.rst

@@ -24,11 +24,11 @@ RSE Costs
 
 The RSE costs view provides a breakdown of each RSEs salary costs. It includes the following information which is used to determine the RSEs staffing cost liability. Liability represents salary cost not cost recovered through allocations on projects.
 
-- **Recovered Salary :** Any recovered salary from allocations on projects (either *Allocated* projects or chargeable *Service* projects)
+- **Recovered Salary :** Any recovered salary from allocations on projects (either *Directly Incurred* projects or chargeable *Service* projects)
 - **Internal Project Salary :** Any salary cost as a result of allocations on internal projects
 - **Non-Recovered Staff Costs :** The salary less the recovered salary. This represents the actual salary cost to the RSE staff members underwriter (as liability considers time on internal projects).
 
-*Note: That any overheads generated are reported separately and may result in a net cash surplus even if the staff member has a salary liability.* Any overheads generated through allocations of RSS staff on *Allocated* projects can be `viewed per project <Project Costs & Overheads>`_ or in the `Financial Summary`_.
+*Note: That any overheads generated are reported separately and may result in a net cash surplus even if the staff member has a salary liability.* Any overheads generated through allocations of RSS staff on *Directly Incurred* projects can be `viewed per project <Project Costs & Overheads>`_ or in the `Financial Summary`_.
 
 The detail of how each RSEs salary is calculated can be viewed by selecting the :raw-html:`<i class="fa fa-calculator"></i>` icon.  This will present the `RSE Staff Costs Breakdown`_ report.
 
@@ -55,7 +55,7 @@ The detail of how each projects staff cost is calculated can be viewed by select
 Project Costs & Overheads
 -------------------------
 
-The projects costs and overheads report shows any RSE staff costs per project. The view also calculates overheads generated as a result of any *Allocated* projects based on the staff time allocated to the project. Service projects do not generate overheads but are included in this report if they are `charged`.
+The projects costs and overheads report shows any RSE staff costs per project. The view also calculates overheads generated as a result of any *Directly Incurred* projects based on the staff time allocated to the project. Service projects do not generate overheads but are included in this report if they are `charged`.
 
 The detail of how each Projects staff costs is calculated can be viewed by selecting the :raw-html:`<i class="fa fa-calculator"></i>` icon.  This will present the `Project Staff Costs Breakdown`_ report.
 

docs/timetracking/index.rst

@@ -8,7 +8,7 @@ The time tracking application has two important global settings which can be con
 - :code:`WORKING_HOURS_PER_DAY` This represents the number of expected hours per day an RSE staff member is expected to work. It is used to convert fractions of days into working hours.
 - :code:`WORKING_DAYS_PER_YEAR` This represents the number of working days per year. This is a setting required in the main RSE application but is used within the time tracking application to convert calendar days to working days.
 
-The time tacking application works by reporting on **working days** rather than calendar days. For example an allocated project (at 100%FTE) over a calendar year has :code:`WORKING_DAYS_PER_YEAR` which discounts weekends, bank holidays and holidays allowance (see  :ref:`Projects and Allocations <Projects and Allocations>` documentation on TRAC). Service projects do not require the same conversion as they have an associated number of service days which correspond to working days.
+The time tacking application works by reporting on **working days** rather than calendar days. For example an directly incurred project (at 100%FTE) over a calendar year has :code:`WORKING_DAYS_PER_YEAR` which discounts weekends, bank holidays and holidays allowance (see  :ref:`Projects and Allocations <Projects and Allocations>` documentation on TRAC). Service projects do not require the same conversion as they have an associated number of service days which correspond to working days.
 
 The purpose fo the time tracking app is to help RSEs to manage thier time on projects. This is particularly useful for RSEs working on service projects where the delivery of a number of service days can be spread over a large time period. The :ref:`Project Time Reporting <Project Time Reporting>` provides an indication of progress against any particular project. Additionally the time tracking application permits agile working practice as RSEs can contribute to projects which they are not formally charged to (through an RSE project allocation). This allows internal accounting of time which is hidden separated from the financial charging model. Often this is helpful as recorded time sheet activity in the region of hours (or small numbers of days) may not be worth changing an RSEs cost distribution but should still be recorded against project progress.
 

rse/admin.py

@@ -6,7 +6,7 @@
 admin.site.register(SalaryBand)
 admin.site.register(Client)
 admin.site.register(RSE)
-admin.site.register(AllocatedProject)
+admin.site.register(DirectlyIncurredProject)
 admin.site.register(ServiceProject)
 admin.site.register(RSEAllocation)
 admin.site.register(FinancialYear)