Why do we create calculators?

We set up rate calculators for clients in which we have a signed PSA or Client Agreement with, with set fee amounts or %'s.

After you have have reviewed the new PSA/Client agreement that has been sent to the Implementation team, if there are agreed rates ( % ) within the agreement, we will need to load our rate calculator into the back-end so our consultants can work with the client correctly.  

If you need to set up a ‘Special’ calculator (i.e. have a rate calculator which is available to choose on the dropdown under any client (e.g. People Panel), please refer to the Special Calculator set up playbook - How to set up a Special Rate Calculator

If you need to set up a calculator for SA Government, please refer to the playbook for the SA Gov Rate Calc set up.

Prepare your rate calculator

1. Review agreement to ascertain what needs to be set up, e.g:

   1. Permanent or Contract Fees

   2. Country and/or state of the agreement

   3. Start date – either listed in the contract or the day contract is signed

   4. Calculation type

      1. This could be a flat fee $ value, Margin or Markup %.

      2. Most are a Markup % but it’s best to clarify with the account manager or Carolyn if it’s unclear.

      3. You will need to take into consideration what’s included in the calculation (e.g. % on base PLUS super, or % on base rate only, or % on base but absorbing oncosts.

   5. BH Client and Epro ID (can be found under the edit tab on the client record)

   6. If the agreement is for multiple clients or just one.

      1. For example, if government agreements cover multiple departments. the departments would be listed in the parties section.

2. Now you have your information, you will need to complete the MRC spreadsheet (download a copy to work on)

3. Follow the steps on the MRC, to completed like below:

   1. You can add perm and contract roles in at the same time, but they will show under separate tabs on the MRC when ready to load.

      

4. You now need to copy the Rate Calculator information from the ‘Perm-Load’ or ‘Contract-Load tab on the MRC process sheet into the applicable templates below:

Contracting Template

Perm Template

5. Ensure your Date Applicable has the correct format (this sometimes copies over as numbers, not in date format).

6. Check the RCUI by searching for your Epro ID, and for active roles, to see the last role type number used.
   You want to put the next available role type number onto your template to load into the rate calculator.
   If you use the same role type ID, it can ‘overtake’ an already loaded role type.
   

   

7. Once your template is correct, add a table:

8. Save the template in Client Services - Rate Calcs Loaded with the following format - Date - Client Name - Perm/Temp

Load your rate calculator

1. Open the new Rate Calculator DB Manager: https://apps.powerapps.com/play/e/5b47fd13-3ea5-ea14-861c-768c3314cdc2/a/83b10a90-d7bb-4774-81a3-fb20db8d3fe0?tenantId=9449d328-70bf-41d1-9fc8-68935752495e&hint=d99ddb65-502f-4a38-9b71-a60ae6f254e8&sourcetime=1752535650075

2. Select whether it’s a temp or perm role you are loading:
   

   

3. Select ‘Upload File’ and find your file from the Rate Calcs Loaded folder.

4. Once loaded, click on the dropdown to find your file, and then select ‘Load to UAT’

5. Once loaded into UAT, select your file again and select ‘Load to PROD’
   

   

6. Wait a minute, and search for the company code to check your role loaded successfully:
   

   

Link your rate calculator

Once we have loaded the rate calculator, we have to link the rate calculator to the correct client in Bullhorn to ensure it works.

Rate calculators can be linked to multiple clients (e.g. in cases of government clients or piggyback arrangements).

1. Open the RCUI admin link - Rate Calculator UI (hudson.com)

2. Click Add
   

   

3. Select job type - temp and perm will be separate, so you will need to add both if you have loaded both sets of rates.

4. Select the state that you are adding the rates for:

   1. If you are selecting for all of AU, you will need to select each state.

   2. SA-1 = SA

   3. NT = NZ

5. Search the Job Company Name (the Bullhorn client name) you want the rates to load against:
   

   

6. Select the Rate Company Name (the company name of the rates we want to use)
   

   

Often the job company and rate company is the same, however, these could be different, E.g. Qld Government:

7. Check if there are any exceptions (e.g. Payroll Tax Exempt) → Save.

Check rate calculator is available in Bullhorn

1. Go to your client record in Bullhorn and navigate to the ‘Job Quote Calculator’ under a recent job.

2. In the rate calculator list, check that the top calculator in the list loads (It should have the same name as the client).

3. Check that they role types load with the correct margin % as per the applicable effective date and states you loaded the role types at. E.g: