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Title: How do I turn Dilution on in a system that has been in use for some time? 

Brief description:

This entry addresses how to turn dilution on in a system that has both historical data (likely aggregated) and regular timesheet daily entry data (not yet diluted).

  • Consideration of historical data which may not be daily but aggregated in some fashion (summary on last day of month by person and by project, for example).
  • Consideration of time entered into timesheets on a daily basis since the Unanet system was launched (but for which dilution has yet to apply).

Note: this entry is not intended to address new systems that are simply loading historical data that they do not want to dilute and turning on dilution for new timesheets as of system launch. For that topic, please speak to your consultant or account manager about loading historical data as it relates to dilution.

What’s covered in this document:

Recommended Steps and Example

If you already loaded your historical data and the costs are correct with Dilution turned off, then you will want to take steps to ensure that historical data does not get diluted once you turn Dilution on. We recommend the following steps to ensure that historical data will not be diluted.

Let's take the following example:

You started using Unanet timesheets for daily time entry on 1/1/2019. You loaded historical data prior to 1/1/2019 for years 2017 and 2018. You have now, in July 2019, decided to turn dilution on in the system, and would like to ensure that dilution applies to 2019 but not prior years. You want to retroactively ensure that dilution applies to 2019 time, which was never diluted, but not historical time data prior to 2019.

Turn Dilution on and ensure historical data is not affected

  1. Turn Dilution on in Admin > Properties > Time > General > Dilution Settings by selecting the appropriate properties.

  2. Make every employee’s classification Hourly (Non-exempt) for the period that relates to historical data (prior to 2019 in our example). You can do this by inserting a new cost rate entry into the Rates tab of each person’s profile prior to 1/1/2019 and setting the Classification to Hourly (Non-exempt). This ensures that dilution will not apply to periods prior to 2019. Be careful and cognizant of any pop-up warnings regarding potential adjustments you may be generating.

Trigger the CALCULATION REQUIRED check box in the Dilution section of the person's profile

To retroactively apply dilution (to all of 2019 in our example), trigger the CALCULATION REQUIRED check box for all people and time periods you want to recalculate. This will allow you to recalculate all at once with the time export (explained below).

The Time export will recalculate dilution for any person and period where the CALCULATION REQUIRED check box is checked (see next section for recalculating via export). Note that you can also use the calculator icon in the Dilution section of the person's profile to recalculate dilution. However, this option requires more manual effort since you would need to click the icon for every person and every period.

Edit Cost Rate Value for Users

  1. Edit the cost rate entry in the Rates tab of each person’s profile for the period starting 1/1/2019 and change the Classification to Hourly (Non-exempt). This is just a temporary setting that is reversed in the step below. Clicking Save triggers the system to flag the check box CALCULATION REQUIRED for all time periods after 1/1/2019.
  2. Edit the cost rate entry in the Rates tab of each person’s profile again for the period starting 1/1/2019 and change the Classification back to Salaried (Exempt). Clicking Save ensures that Dilution will apply once it has been turned on in the system, but will not remove the check marks that were created in the previous step.

    Note that all of 2019 is Salaried (Exempt), so dilution will apply in our example. Note that all time prior to 2019 is Hourly (Non-exempt) so dilution will not apply and historical cost data is left untouched (undiluted).

Recalculate dilution via the Time export

  1. Via Admin > Export, run a time export on one of the periods. Note that you do not need to repeat for multiple date ranges, but simply exporting one period will calculate dilution for all periods for which there is a check box in CALCULATION REQUIRED. Note that if you are using multiple time periods (e.g., Weekly and Semi-monthly), you would have to run two time exports (one for each time period).

Verify data

  1. To ensure that dilution has been calculated correctly, find an individual in your system to check. Go to the Person Profile and click on Dilution in the left menu. Check the COST RATE FACTOR column and view the changes to see that dilution was applied to the proper time periods.
  2. Run a Time Details report on the periods in question, by person, to ensure the costs are correct.

Additional Information

KC - Dilution

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