Budget MOD009BOW From DB 39.5.0

Description for versions < DB 39.5.0

Information

• In the Budget module, the budget of a project can be planned and edited.
• The calculated effort and costs are visualized here and can be used to plan the budget.
• Costs, budget, and budget planning are visualized in cost type groups.

Notes

• The calculation of the effort and cost values is based on the load values of the resources assigned to the project or subproject (load level of the project).
  • The individual effort and cost values calculated on load level are summarized to the respective cost type groups per year. They are then summed-up across all years and finally they are summed-up as a total value across all cost type groups of the project.
    • For the summarization of effort and costs to cost type groups as well as for their visualization in the Budget module, the cost type of the cost type of the load records is applicable.
  • Additionally, cost values are summarized along the project structure, from the lowest subproject via further subprojects to main project level.
    • The (without SP) addition in the column headings (e.g. Budget (without SP), Total (without SP) implies that the values in the respective columns are the values of an individual project without consideration of its possibly existing subprojects. The values summarized via the project structure are visualized in the columns the headings of which contain no addition (e.g. Budget, Total, etc.).
      • From DB version 39.5.0 to 39.5.7, the current and total additions were used in the column headings.

Module Variants

Header Area

Costs Block

Data Display

Vertical Display

Costs block consisting of

• a project total level and
• a yearly tranche level.
  • each of these levels contains
    • a sum line and
    • lines for individual cost type groups of the Costs type.

Summarization

• The lowest level is formed by cost type group lines of the yearly tranche. From here,
  • the values of all cost type groups of a yearly tranche are summarized in the sum line of this yearly tranche (summed up) on one hand,
  • the values of individual cost type groups of all yearly tranches are summarized (summed up) to project total level on the other hand.
• The top level forms the sum line on project total level. It displays the summarized values from all cost type group lines of all yearly tranches.
• If the selected project is also a structured project, all subprojects of the project are displayed with the same yearly tranches and cost type groups as displayed in the Budget module in the main project, and their data is summarized to main project level.

Horizontal Display

In the Costs block, the following columns and column groups are to be distinguished according to their function:

• Budget column groups (columns Budget (without SP), Budget (SP), Budget, Baseline (without SP) , Baseline)
• Cost column group (Actual (without SP), Remaining (without SP), Total (without SP) and Actual, Remaining, Total)
• Obligo column

Summarization

• The column heading with (without SP) addition is used for the columns in which only the values of the selected project are displayed without considering its subprojects (if available).
• The column heading without addition is used for the columns in which the value summarized via the project structure (sum value from the respective project and all of its subprojects) is displayed.

Edit the Data

Budget Column Group

Procedure

• Budget (without SP) / Budget / Budget (SP)
  • The values of these columns represent the actual, final budget of the project.
  • The Budget (without SP) column only contains the values of the selected project without considering its possibly existing subprojects. On which level (project or yearly tranche) input and editing are possible depends on the settings of the p_project_budget_edit parameter in Global Settings.
  • The Budget column contains the values of the selected project and of all of its subprojects. The values are automatically calculated as a sum of Budget (without SP) of the project and of individual subprojects. Manual input is not possible.
  • The Budget (SP) column contains values of all subprojects of the selected project without considering the project itself. The values are automatically calculated as a sum of Budget (without SP) of the subprojects. Manual input is not possible.

• Requested (without SP) / Requested
  • The values of these columns represent the requested budget of the project.
  • The Requested (without SP) column contains the values of the selected project without considering its subprojects. Input and editing are only possible on project level. After input, the annual values are summarized to the project level immediately.
  • The Requested column contains the values of the selected project and of all of its subprojects. Editing of values not possible. The column is automatically filled with the sum value from Requested (without SP) of the project and Requested (without SP) of all of its subprojects.

• Approved (without SP) / Approved
  • The values of the Approved (without SP) and Approved columns represent the approved budget or the budget to be approved (in Approved (without SP)), depending on whether the Budget approved checkbox is activated or deactivated in the respective yearly tranche. * Input and editing are only possible on annual level. Only the approved annual values are copied to project level (output fields) and summarized.

Approve budget function

• Activate the Budget approved checkbox in the yearly tranche sum line: The Approved (without SP) column of this yearly tranche is set to "Output" and can no longer be edited. The values of the yearly tranche are summarized to project total level and are considered in the calculation of the sum value.
• Activate the Budget approved checkbox in the yearly tranche sum line: The Approved (without SP) column of this yearly tranche is set to "Input" and can be edited. The values of the yearly tranche are not summarized to the project total level and not considered in the calculation of the sum value.

• The Approved column only contains actually approved values of the selected project and of all of its subprojects. Editing of values not possible. The column is automatically filled with the sum value from Requested (without SP) of the project and Requested (without SP) of all of its subprojects and only from approved years.

• The Baseline (without subprojects)/Baseline serves for information purposes and as a source for transfer to other columns. This column cannot be edited. See also Transfer functions.

Costs Column Group

Columns in question

• Actual (without SP) / Actual
• Remaining (without SP) / Remaining
• Total (without SP) / Total
• Deviation (without SP) / Deviation
• % deviation (without SP) / % deviation

Procedure

• Whether the data in the Cost columns can be entered and edited manually (input fields) with the (without SP) addition of the individual projects, or represent calculated values (output fields), depends on the settings of the manual cost input parameter in the Model and Model Parameters module.

Manual cost input parameter	Actual (without SP)	Remaining (without SP)	Total (without SP)	Deviation (without SP)	% deviation. (without SP)
= Manual cost input	Manual input both on project level and in the yearly tranches. The inputs on yearly level overwrite project values.	Manual input both on project level and in the yearly tranches. The inputs on yearly level overwrite project values	Automatic calculation of the sum of Actual and Remaining	Automatic calculation of the Total costs and Budget balance	Automatic calculation of the Total costs and Project budget percentage balance
= Automatic summarization	Automatic summarization from load table (DT472) to the cost type groups of the corresponding project yearly tranches and from there to the cost type group of the project. Actual values result from work reportings.	Summarization from DT472 or automatic calculation of the difference between Planned and Actual. Planned values are not displayed in the Standard but are calculated and can be included and displayed in the module.	Automatic calculation of the sum of Actual and Remaining	Automatic calculation of the Total costs and Project budget balance	Automatic calculation of the Total costs and Project budget percentage balance

• The data in the Actual, Remaining, Total cost columns (i.e. columns without without SP addition) are independent of the setting of the Manual cost input parameter and are always output values which result from the summarization of the values of the project and of all of its subprojects.

Liability Column

Procedure

• Liability values are independent of the manual cost input parameter and can either be entered and edited on yearly tranche or project level.
• The values are summarized from the yearly tranches to project level.
  • As soon as values exist on yearly tranche level, the sum values of the yearly tranches overwrite the values on project level in case they have been entered manually before.
• The values only apply to the current project. The existing child subprojects are not considered (no summarization via project structure).

Transfer Functions

Information

• There is an option to automatically copy the values of particular columns to the other columns.
  • For this purpose, click on the required arrow above the required column.
• If you move the cursor to the required arrow, a tooltip specifying the source and target column is displayed.

Traffic Lights

Information

• To the left of the heading column, traffic light triangles visualize the deviation between budget values and the calculated cost or effort values for each line.
• The traffic lights are only displayed if budget values are available.
• The reference field for the traffic light is the % deviation field in the respective line.
  • Green traffic light: Total costs are lower than budget
  • Yellow traffic light: Costs/effort overrun of up to 5%
  • Red traffic light: Costs/effort overrun of up to 5%
• The % deviation values reference the absolute values in the Deviation column.
  • The absolute deviation values
    • of costs on project level are calculated from:
      • Total (without SP) - Budget (without SP) (project without subprojects) or
      • Total - Budget (project with subprojects)
    • of costs in the yearly tranches are calculated from:
      • Total (without SP) - Budget (without SP) (project without subprojects) or
      • Total - Budget (project with subprojects)
    • of effort are calculated from:
      • Total (without SP) - Budget (without SP) (project without subprojects) or
      • Total - Budget (project with subprojects)
    • of effort in the yearly tranches are calculated from:
      • Total (without SP) - Budget (without SP) (project without subprojects) or
      • Total - Budget (project with subprojects)

Effort Block

Information

• The construction and the editing options are identical to those in the Costs block.

Benefit and Revenues Block

On vertical level, the following levels are to be distinguished in the Benefit and revenues block:

• Project total level
• Yearly tranche level

Summarization

• The values of the separate yearly tranches are summed up to program total level.

Note

• If neither revenues nor benefit have been entered in the project yet, the yearly tranche level is not displayed.

On horizontal level, the following levels are to be distinguished in the Benefit and revenues block:

• Benefit column group (Planned (without SP), Achieved (without SP), Result. (without SP), Deviation costs (without SP) / Planned, Achieved, Resulting, Deviation costs)
  • The benefit values are automatically copied from the Key Performance Indicator area of the Project Core Data (Idea Core Data or Proposal Core Data) module.
• Revenue column group (Actual (without SP), Remaining (without SP), Total (without SP), Deviation costs (without SP) / Actual, Remaining, Total, Deviation costs)
  • Revenues are calculated from the loads of the resources with Resource type = 8.

Budget Data Migration when Updating to Venus Versions

Attention

• The editing of cost and budget data in versions up to DB 39.5.0 and from DB 39.5.0 (Venus) is based on different data models. Therefore you have to note the following when updating to DB 39.5.x:
  • Since there is no division into cost type groups but only a total value for project effort budget values in versions up to DB 39.5.0, it is migrated in the Budget (without SP) column of the Internal effort cost type group in versions from 39.5.0.
  • During migration, only approved annual values are transferred and summarized to the project. Annual values which are not approved are not considered.
  • Since in versions up to 39.5.0 benefit and revenue values in structured projects only exist per project and are not summarized, they are copied to the respective fields (without SP fields) in 39.5.x and are subsequently summarized to the structure fields (in versions from 39.5.0).
  • From DB 39.5.0, the current project structure is displayed in the status reports. The displayed data, however, is that of the structure which has been active at the time of creation of the status report. This means: if a project has been detached from the structure afterwards, it will not be displayed in any of the status reports created up to this date, its values, however, will be displayed.

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See also: Tutorial: Budgeting with PLANTA project , Budget and Cost Planning