]project-open[ Budget Planning and Tracking

Budget Planning and Tracking

The ]po[ “intranet-planning” package allows you to:– Plan project budgets based on

a variety of dimensions including:• Project Phase• Time (month, quarter or year)• Cost Type• Project Resource

– Log different types of actual costs against the budget items and

– Track planned vs. actual costs

(Screenshot of budget entry screen. Budgets areplanned by project phase and cost type in this example)

Budget Planning and Tracking

Budget Planning Actual Financial Data Progress Entry Reporting

Budget Planning

The ]po[ “intranet-planning” package allows you to define planning a detailed budget plan for each project. Please make sure the package is installed and that you have the permissions to work with the package.

You can plan based on exactly two out of the following dimensions:

– Project Phase (subprojects of 1st degree)

– Time (Month, Quarter or Year)– Cost Type (External cost,

Timesheet, …)– Project Member

A slide further below explains how to configure the planning dimensions.

Please consult the ]po[ team if you want to use different or more dimensions.

Vertical dimension

(project phase)

Horizontal dimension(cost type)

Defining a Project Template (1)

“Project Templates” allow you to define standard tasks for a project, so that you don’t have to enter the same stages or tasks every time again.

Create a new project of type “Consulting Project” (maybe soon renamed to “Gantt Project”) and Import the project schedule. You should now see the stages as “tasks” below the main project.

Please make sure to check the “Template?” field in the “Project Base Data”. Please see further below on how to configure the “Template?” DynField if it doesn’t appear on your screen.

(A Sample 7 Stage Project Template im MS-Project)

(“7 Stage” Tasks after importing into ]project-open[)

Defining a Project Template (2)

Once you have defined a project template, you can use the “Add New Project from Template” link in order to create a new project based on the template. If the link does not appear in your system, please go to Admin -> Parameters -> intranet-core and set the parameter “EnabledNewFromTemplateLink” to “1”.

In the next screen please select the “7 Stage Project Template” we have defined above.

The next screen allows you to define which structures of the template should be copied. You can set the default values for the checkboxes using the parameters Admin -> Parameters -> intranet-core -> CloneProject*.

As a result, you should see a long screen with messages detailing the copied data structures.

Enable the “template_p” DynField

The “Template?” field of “Project” may not be enabled in your default ]po[ configuration. If you don’t see the “Template?” field in a project, please go to Admin -> DynField -> Object Type -> Project and check if the DynField is present.

If the DynField is not present, then please use “Add an attribute that already exists in the DB” and create the meta-information for the template_p field.

After that, please see the “Attribute Type Map” for the “template_p” field and make sure the field is enabled for all project types.

Planning Cost Types Semantics

Cost Type 3704 – Provider Bill 3722 – Expense Bundle 3726 – Timesheet Budget 3736 – Timesheet Hours (no cost type selected)

External provider costsTravel costsInternal cost ($$$)Internal cost (hours)Budget sum (ext+int+travel)

Budget Planning and Tracking

Budget Planning Actual Financial Data Progress Entry Reporting

Entering Actual Financial Data

The Project’s “Finance” tab (not the one on the very top!) shows you the financial status of a project.

For testing purposes, you may create manually a “Provider Bill” (external costs) or log some hours (internal timesheet costs).

Below we will explain the automatic load of financial items from back-end ERP systems.

SAP FI Import

The ]po[ “Enterprise Edition” includes a “batch importer” for SAP external costs.

For testing, SAP data can be extracted manually via a standard FI report and imported into ]po[. Later the interface can be automated via a SAP development that returns the same data as the standard report.

For more information please see:www.project-open.org/en/package_batch_importer

Planning Cost Types Semantics

Cost Type 3704 – Provider Bill 3722 – Expense Bundle 3726 – Timesheet Budget 3736 – Timesheet Hours

External provider costsTravel costsInternal cost ($$$)Internal cost (hours)

Budget Planning and Tracking

Budget Planning Actual Financial Data Progress Entry Reporting

Project Progress Entry

The “Tasks” tab of each project allows the project manager to enter “% Done” values for each stage.

The “% done” values are aggregated to the main “up” to the main project based on the “Plan” hours. Aggregating will NOT WORK if planned hours are not entered.

The Open/Closed status of the tasks controls whether users are able to log time sheet hours on the task or not.

Budget Planning and Tracking

Budget Planning Actual Financial Data Progress Entry Reporting

Standard Budget Reporting

The report “Budget Check for Main Projects” provides for a standard comparison of planned vs. actual values per main project.

Custom Budget Reporting

Budget planning items are available in the table “im_planning_items” with a simple structure:– Item_id: A unique ID– Item_object_id: The main project of the item– Item_project_phase_id: Optional: The phase of the project– Item_project_member_id: Optional: The project member for

whom to plan.– Item_cost_type_id: The type of cost– Item_value: The numeric planning value

Creating customer reports is easy. The following example provides a summary of planning per cost type:

select sum(item_value) as budget,im_category_from_id(item_cost_type_id) as cost_type,acs_object__name(item_object_id) as project_name

from im_planning_itemsgroup by project_name, cost_typeorder by project_name, cost_type;