Cost and Budget Planning Up to DB 39.5.0

The following description applies to PLANTA project versions up to DB 39.5.0. If you use a PLANTA version DB 39.5.0, please go to the Cost and Budget Planning.

Master Data Entry

Information

• In order for costs and budgets to be planned and calculated in PLANTA project, different cost basic data (master data) must be created in the PLANTA software upfront (in addition to general master data like Persons, Users, Resources, which are generally essential for software operation, etc.)
• These are:
  • Conversion factors
  • Cost types
  • Cost type groups
  • Cost centers

Details

• Conversion Factors are required for the actual cost calculation. They are used to convert resource effort to monetary values.
  • Conversion factors are created in the Conversion Factors module and
  • assigned to resources in the Resource Data Sheet module and/or in the Cost Types module.
    • The conversion factors of the resources entered in the Resource Data Sheet or Cost Types modules are immediately used for cost calculation during scheduling (provided that the respective resources are planned in the project).
• Cost types serve to summarize costs for convenience.
  • Cost types are created in the Cost Types module, and
  • assigned to resources in the Resource Date Sheet module.
    • The cost type entered in the Resource Data Sheet module is called a default cost type of the resource. It is copied to the resource assignment record when a resource is assigned to a task but can be changed for each resource assignment record. Hence, the cost type on the resource assignment can deviate from the default cost type of the resource.
    • For this purpose, not the default resource cost type but the resource assignment cost type is considered in scheduling (in contrast to conversion factors). The resource assignment cost type is transferred to individual load records during scheduling. Only then the load cost type is the value used to calculate and allocate the costs.
• Cost type groups are additionally required in order to summarize cost types in bigger groups. In PLANTA project, budget, cost and effort planning and evaluation take place in some user modules (e.g. in the Budget module) based on the cost type groups.
  • Cost type groups are created in the Cost Type Groups module and
  • allocated to the cost types in the Cost Types module.
• Cost Centers are neither required for calculation nor for a display of the costs but are used for cost evaluation (see the Reporting chapter).
  • Cost centers are created in the Cost Centers module.
  • In the Resource Data Sheet, cost centers are assigned to resources.

Planning

Information

• Budget and cost planning and control take place in the following modules:
  • Schedule
    • Here, resources and effort are planned.
      • Based on resources and effort, the scheduling calculates the planned costs (remaining costs) which are displayed in the Schedule module.
      • Based on the resource reporting, the scheduling calculates the actual costs (actual costs) which are displayed in the Schedule module as well.
    • Alternatively, cost resources can be planned immediately (remaining costs). The actual costs (actual costs) of such resources are collected directly in the Cost Posting module and copied to the Schedule module.
  • Budget
    • Here,
      • the budget is planned manually and
      • costs are either entered manually or
        • calculated costs are displayed on the basis of
        • calculated costs from the Project component (resource planning) are displayed.
      • Both costs as well as budget are planned, calculated and displayed allocated/summarized in 5 cost type groups in the Budget module.
      • Revenues (Resource type=8) are edited and displayed separate from costs and budget, without being allocated to cost type groups.
  • Material Cost Posting
    • See the entry under Schedule.

Notes

• The %-allocation of budgets and costs to cost centers (DT819 Project/cost centers) in the Project Core Data is not part of the actual cost and budget planning. Primarily, they serve to allocate costs when exporting to ERP systems.
• The %-allocation of budgets and costs to programs (DT819 Project/Program) in the Project Core Data is not part of the actual cost and budget planning.

Cost Scheduling

Information

• Costs are calculated by the capacity scheduling.
  • For this purpose, the CS with CP (capacity scheduling with cost planning) parameter must be activated in the Model and Model Parameters module.

Cost calculation in DT472
Planned costs	Planned load x (Factor planned and remaining costs internal of the resource conversion factor + Factor planned and remaining costs internal of the cost type conversion factor)
Planned costs external	Planned load x (Factor planned and remaining costs external of the resource conversion factor + Factor planned and remaining costs external of the cost type conversion factor)
Actual costs	Planned load x (Factor actual costs internal of the resource conversion factor + Factor actual costs internal of the cost type conversion factor)
Actual costs external	Actual load x (Factor actual costs external of the resource conversion factor + Factor actual costs external of the cost type conversion factor)
Remaining costs	Remaining load x (Factor planned + remaining costs internal of the resource conversion factor + Factor planned + remaining costs internal of the cost type conversion factor) Remaining load x (Factor planned + remaining costs external of the resource conversion factor + Factor planned + remaining costs external of the cost type conversion factor)
Remaining costs external	Remaining load x Factor planned and remaining costs external of the resource conversion factor + Factor planned and remaining costs external of the cost type conversion factor)
Total costs	Actual costs + Remaining costs
Total costs external	Actual costs external + Remaining costs external

Cost Summarization

Information

• Summarization within a project
  • The scheduling calculates the costs on the basis of factors based on the cost calculation and writes the calculated values into DT472 Load.
  • Calculated values from DT472 Load are summarized in DT463 Task and DT461 Project via DT466 Resource assignment.
• Summarization along the project structure
  • Costs and budget values are summarized along the project structure, from the lowest subproject via further subprojects to the main project level.
• Summarization period
  • Manual entry of costs in yearly tranches in DT861 Budget/Costs/Benefit per Year
  • The values of the yearly tranches are summarized to the total values in the project in DT461 Project.

Cost and Budget Reports and Evaluations

Information

• Analysis modules for budget, costs, and revenues are accessible via
  • the Cost Overviews panel and
  • the Cost reports link in the Budget module.
• Some analyses are also contained in the Info Board module.

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See also: Project Workflow