Enhanced Role Change Versioning: Accurate Project Revenue Tracking

Overview

Keka's Role Change Versioning feature brings enhanced accuracy to project revenue tracking by preserving historical data related to employee roles and billing rates. This feature addresses a common challenge in financial reporting, where changes in roles or rates over time could previously result in misleading revenue figures. By maintaining historical records, organizations can now gain a clearer understanding of project finances, ensuring more precise financial analysis and reporting.

Who Can Do This?

• Project Managers with manage team permission
• Client managers
• PSA Admins
• Global Admins
• Users with edit permissions for team allocations in projects
  

Pre-requisites

1. The employee must be already assigned to the project
2. User should have access to “Edit Billing Details” and “View Allocation History”

How the Feature Works

• Change Role and Rate: Modify the team member’s billing role and rate with a specified “Effective From” date
• Preserve Historical Data: Keka retains all previous role and cost versions for each project resource
• Accurate Calculations: Revenue, billing amounts, and margin calculations automatically consider role changes across time
• Enhanced Visibility: Role and rate history can be viewed for each employee within a project

Benefits

• Accurate Revenue Calculation: Ensures billing aligns with correct historical billing rates and roles
• Improved Financial Analysis: Enables true reflection of margins and profitability across billing cycles
• Enhanced Decision Making: Reduces revenue distortion for projects spanning multiple rate changes
• Enhanced Transparency: Keeps a trackable audit of all role and rate changes over time

Navigating to the Project

1. Go to the Projects tab
2. Click on the desired Project Name
   
   
    
3. Open the Team tab to view all assigned resources

Editing Role and Rate with Versioning

1. Locate the employee whose role/rate needs to be changed
2. Click on the three-dot menu beside the employee name
3. Select Edit Billing Details
   
   
    
4. Update the new billing role and/or rate
5. Enter the Effective From date
6. Click Save to apply the changes
   
   

Viewing Allocation History

1. Click the three-dot menu again
2. Select View Allocation History
3. A timeline of past and current roles and rates will be displayed
   
   

FAQs

Q: Will changing a role retroactively affect invoiced revenue?
A: No. Previously invoiced amounts will remain unaffected. Only future billing is impacted based on the effective date.

Q: Can I delete a previous billing version?
A: No. For audit and financial accuracy, past versions are preserved and not editable.

Q: Will the role change affect project utilization reports?
A: Yes. Reports will reflect data aligned to the role and billing rate applicable at that point in time.

Q: Can I add multiple future changes in advance?
A: No. Each role/rate change must be made at the time it becomes relevant.