Program Budget vs. Forecast by Period

The Program Budget vs. Forecast by Period report displays budget or planned cost, compared to forecast cost, with variances for each period and in total. The report supports four different program financial planning structures/methods: rolling up project financials to the program, program level budgeting with program and project level forecasts, program level budgeting with project level forecasts, and program and project level budgets and forecasts. The report offers the ability to group by up to two financial plan grouping attributes, which can  be any combination of the following: Charge Code, Cost Type, Department, Input Type Code, Location, Resource, Resource Class, Role, Transaction Class, User Value 1, and User Value 2.
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The Program Budget vs. Forecast by Period report displays budget or planned cost, compared to forecast cost, with variances for each period and in total. The report supports four different program financial planning structures/methods: rolling up project financials to the program, program level budgeting with program and project level forecasts, program level budgeting with project level forecasts, and program and project level budgets and forecasts. The report offers the ability to group by up to two financial plan grouping attributes, which can  be any combination of the following: Charge Code, Cost Type, Department, Input Type Code, Location, Resource, Resource Class, Role, Transaction Class, User Value 1, and User Value 2.
The following image shows the Program Budget vs. Forecast by Period report displaying financial structure of program budget and project forecast.
Image displaying the Program Budget vs. Forecast by Period report displaying financial structure of program budget and project forecast.
 
This report also allows you to drill down to the Program Budget vs. Forecast by Period Detail report, by clicking the program or projects link, to view amounts for the program and projects in the program.
The following image shows the Program Budget vs. Forecast by Period Detail report.
Image displaying the Program Budget vs. Forecast by Period Detail report.
This report runs numerous queries to retrieve the data necessary to populate the report. Avoid running this report without parameters and try to limit the results to reasonable amounts of data. Else, you can experience performance issues.
Report Prerequisites
Verify that you have completed the following prerequisites before you run this report:
  • The
    Load Data Warehouse
    and
    Load Data Warehouse Access Rights
    jobs must be run before you run this report. If the Data Warehouse is not populated, the report displays a message that there are no matching records. Also, most of the report parameters do not display options.
  • The program or one of its projects must have at least one financial plan for the program to display in the report. The report has a financial plan type parameter with the values of budget or planned so you can run the report for budget or cost plan amounts. If the financial plan type parameter is budget, then the program or one of its projects must have at least one approved budget to display in the report. If the financial plan type parameter is planned, then the program or one of its projects must have at least one cost plan to display in the report.
  • The program or one of its projects must have a department OBS unit associated to it to create a cost plan on the program or project. For a department OBS to be available to associate to a program or project, first set up a department OBS and a location OBS (Administration/Organization and Access-OBS) and associate them to the project object. Next, create an entity (Administration/Finance-Setup/Entities) and associate the department OBS and location OBS to the entity. On the entity, create fiscal time periods (Administration/Finance-Setup/Entities-Fiscal Time Periods Tab) for the period types (monthly, 13 periods, quarterly, annually) that you want to reference in creating financial plans. If you do not intend to plan by annual fiscal periods, still create them because the report requires them as explained in the next bullet item.
  • There must be fiscal time periods, with a period type of annually, created (Administration/Finance-Setup/Entities-Fiscal Time Periods Tab) that cover the periods for which you have program and project financial plans in PPM. For example, if you have programs or projects with monthly or quarterly budgets or cost plans for 2015 and 2016, then you must have annual fiscal periods that are created for 2015 and 2016 even though you are not creating budgets or cost plans by these annual periods. The report uses these annual periods to convert the budget and cost plan amounts entered so they can  be reported by fiscal year, independent of how they are entered in the financial plans.
  • There must be fiscal time periods, with a period type of monthly or 13 periods, created (Administration/Finance-Setup/Entities-Fiscal Time Periods Tab). There is an as of date parameter that is evaluated to the end of the fiscal period in which it falls, by comparing it to fiscal periods with a type of monthly or 13 periods, whichever you have set up in your system. If you do not have fiscal periods with a type of monthly or 13 periods, then the report is not able to evaluate the as of date parameter to a fiscal period to calculate actuals to date and forecast (calculated).
  • The project amounts in the report are dependent upon the projects in the program having hierarchy allocation percentages that are greater than 0%. If the allocation percentage is set to 0% on a project, then the amounts in the report are 0. The allocation percentage is set on the hierarchy tab of the program or project. If setting from the project, navigate to the 'parents' submenu under the hierarchy tab.
Report Properties
The following values list the report properties:
Name
: Program Budget vs. Forecast by Period
Resource ID
: CSK_PRG_BudgetForecastByPeriod
Description
: Program Management (PMO Accelerator)
Folder
: CA PPM/Reports/Program Management/Program Budget vs. Forecast by Period
Path
: /ca_ppm/reports/program_management/CSK_PRG_BudgetForecastByPeriod
Data Source
: CA PPM Data Warehouse Bean Data Source
Report Parameter Options
The following table lists the report parameter options.
Prompt Text
Parameter Name
Type
Input Control Name
Input Control Resource ID
Mandatory
Default Value
Program OBS Type
programOBSTypeKey_1
Single-select
Query
Program OBS Type
programOBSTypeKey_1
No
Program OBS Unit
programOBSUnitKey_1
Single-select
Query
Program OBS Unit
programOBSUnitKey_1
No
Program Manager
programManagerKey_1
Multiple-select
Query
Program Manager
programManagerKey_1
No
Program
programKey_1
Multiple-select
Query
Program
programKey_1
No
Program Status
programStatusKey_1
Multiple-select
Query
Program Status
programStatusKey_1
Yes
Approved, Cancelled, On Hold, Unapproved
Project Status
projectStatusKey_1
Multiple-select
Query
Project Status
projectStatusKey_1
No
Program Financial Plan Type
programFinancialPlanType
Single-select
List of Values
Program Financial Plan Type
programFinancialPlanType
Yes
Budget
Financial Structure
financialStructure
Single-select
List of Values
Financial Structure
financialStructure
Yes
Rolloup Project Financials to Program
Fiscal Year
fiscalYearKey_1
Multiple-select
Query
Fiscal Year
fiscalYearKey_1
Yes
Fiscal Period Type
fiscalPeriodType
Single-select
Query
Fiscal Period Type
fiscalPeriodType
Yes
Monthly
Report Currency
currencyRequiredKey
Single-select
Query
Report Currency
currencyRequiredKey
Yes
Financial Plan Group By 1
groupfinancialPlan1
Single-select
Query
Financial Plan Group By 1
groupfinancialPlan1
Yes
Charge Code
Financial Plan Group By 2
groupfinancialPlan2
Single-select
Query
Financial Plan Group By 2
groupfinancialPlan2
No
Include Inactive Projects?
includeInactiveProjects
Boolean
Include Inactive Projects?
includeInactiveProjects
No
Unchecked
Include Inactive Programs?
includeInactivePrograms
Boolean
Include Inactive Programs?
includeInactivePrograms
No
Unchecked
Database Schema
dwhDBSchema
Hidden
Not Applicable
Yes
Passed though
Clarity PPM
UI Theme
ppmUserUITheme
Hidden
Not Applicable
Yes
Passed through
Clarity PPM
Language
ppmUserLanguage
Hidden
Not Applicable
Yes
Passed through
Clarity PPM
User ID
ppmUser
Hidden
Not Applicable
Yes
Passed through
Clarity PPM
Parameter Lookup Values
The following values list the lookup values:
Program Status
: Approved, Cancelled, On Hold, Unapproved
Financial Plan Type
: Budget, Planned
Financial Structure
: Rollup Project Financials to Program, Program Budget and Program/Project Forecast, Program Budget and Project Forecast, Program/Project Budget and Forecast
Period Type
: 13 Periods, Monthly, Quarterly, Annually
Financial Plan Group By 1 and 2
: Charge Code, Cost Type, Department, Input Type Code, Location, Resource, Resource Class, Role, Transaction Class, User Value 1, User Value 2
Parameter Explanations
The following list describes the parameters:
  • The Program OBS Type is a cascading parameter and determines which units are listed in the Program OBS Unit parameter. This parameter is not used to control which programs display in the report.
  • The Program OBS Unit parameter displays values that are based upon the Program OBS Type selected. When you select an OBS unit in this parameter, the report displays the programs that are attached to the OBS unit and descendants of the unit you select.
  • The Financial Plan Type parameter allows you to select which type of financial plan to include in the report. You can run the report to display budget amounts from the budget or planned amounts from the cost plan. This option is available because sometimes cost plans are implemented without budgets so this parameter gives you the flexibility to select which plan type to show in the report. The Financial Plan Type parameter works as follows:
    • Budget
      The budget amounts in the report are based on the current approved budget. The preceding  screen capture displays the amounts as budget because this is the parameter value that is selected when running the report.
    • Planned
      The planned amounts in the report are based on the current cost plan of record. The preceding screen capture is run with the option of budget. If it is run with the option of planned, then it displays the word "planned" where it displays the word budget in the report title and row labels.
  • The Financial Structure parameter allows you to control how budget or planned and forecast amounts are aggregated and displayed in the report. The following options are available:
    • Rollup Project Financials to Program
      . With this financial structure option, budgets and forecasts are maintained on projects and rolled up to the program. If budgets and forecasts are also maintained on the program, those amounts are included .
    • Program Budget and Program/Project Forecast
      . With this financial structure option, budgets and forecasts are maintained on programs; forecasts are maintained on projects.
    • Program Budget and Project Forecast
      . With this financial structure option, budgets are maintained on programs; forecasts are maintained on projects. Note: The preceding screen capture was run with the financial structure parameter set to this option.
    • Program/Project Budget and Forecast
      . With this financial structure option, budgets and forecasts are maintained on both programs and projects.
  • The Fiscal Year parameter allows you to control which costs, from the financial plans and actual transactions, are included in the report. When you select a fiscal year, the budget or planned amounts are restricted to only display the amounts within the fiscal year you select. The same applies to actual amounts. You can view costs for one or several fiscal years, regardless of whether the financial plans are entered by period types of monthly, 13 periods, quarterly, or annually.
  • The Period Type parameter allows you to change the type of fiscal period that displays across the columns of the report. The following options are available:
    • 13 Periods
      . The report displays amounts by the 13 period fiscal period type.
    • Monthly
      . The report displays amounts by the monthly fiscal period type.
    • Quarterly
      . The report displays amounts by the quarterly fiscal period type.
    • Annually.
      The report displays amounts by the annually fiscal period type.
    The Report Currency parameter allows you to convert the amounts in the report to one currency for reporting purposes. If you do not use multi-currency, then all your programs and projects are in the same currency and you only have one currency to select in the report currency parameter. In this case, the report displays amounts in the entity  home currency of the department that is associated to the program or project.
    If you use multi-currency, then you  can  select any currency you have active in the product as the report currency. When you select a currency in the parameter, the amounts in the report are  converted into that currency per the exchange rates set up in PPM, if the report currency is different from the program or project currency. In order to use this Report Currency parameter to convert currencies, enable multi-currency in your installation of 
    Clarity PPM
    } (Administration/Finance-Setup/Defaults). In the Currency section, there is a System field that must be set to Multi Currency. In addition to enabling multi-currency, activate the currencies you want to use in 
    Clarity PPM
    (Administration/Finance-Setup/Currency). Lastly,    set up Foreign Exchange rates in PPM (Administration/Finance-Setup/Foreign Exchange Rates). The report uses exchange rates with an Exchange Rate Type of 'Average' so you must set up exchange rates of this type.
  • The report has Financial Plan Group By 1 and Financial Plan Group By 2 parameters that allow you to control how the report is grouped. You can group the report by up to two options, which can be any combination of the following grouping options:
    • Charge Code
      . This option groups the report by charge code.
    • Cost Type
      . This option groups the report by cost type.
    • Department
      . This option groups the report by department.
    • Input Type Code
      This option groups the report by input type code.
    • Location
      . This option groups the report by location.
    • Resource
      . This option groups the report by resource.
    • Resource Class
      . This option groups the report by resource class.
    • Role
      . This option groups the report by role.
    • Transaction Class.
      This option groups the report by transaction class.
    • User Value 1.
      This option groups the report by user value 1.
    • User Value 2.
      This option groups the report by user value 2.
  • The project statuses are displayed based on the existing project statuses in the environment such as test, dev, or prod. For example, if there are projects with only Approved status, then only the Approved project status displays.
Report Fields and Calculations
The first column of the report is determined by the values selected in the financial plan group by 1 and financial plan group by 2 parameters. The report displays budget or planned and forecast cost amounts with variances. If the financial plan type parameter is set to budget, then the report displays budget cost, forecast cost, and variance. For budgets, the report only includes the current approved budget amounts. If the financial plan type parameter is set to planned, then the report displays planned cost, forecast cost, and variance. For planned, the report only includes the current plan of record cost plan amounts.
The report displays up to twelve period columns, and a total column, for all fiscal period types except the 13 period type. The report displays up to thirteen period columns, and total column, if the period type parameter is 13 periods. You can run the report for multiple fiscal years, which can result in the number of periods exceeding these limits. In this case, the report displays the additional fiscal periods on multiple pages.
The current approved budget or cost plan of record is the only financial plan included. The plan of record for the cost plan is the one designated as plan of record. The plan of record for the budget is current approved budget. Budget and cost plans are included; benefit plans are excluded.
If the report currency parameter is not selected, then the report displays all investments in their home currency. This is the entity  home currency of the department that is associated to the investment. In this case, an extra currency column displays in the report to the right of the investment name to give visibility into the currency of the investment because the investments can be in different currencies. If the report currency parameter is set to a currency, then all the investments in the report are  converted from their home currency to the report currency, if the two are different, so you can view all investments in the same currency. In this case, the currency is displayed in parentheses in the report title instead of as a column in the report because all the investments are in the same report currency. In order to use the report currency parameter for converting amounts, your 
Clarity PPM
installation must have multi-currency enabled. Currency conversions are calculated based on the foreign exchange rates set up with a type of average. They are also based on the current date so the exchange rate effective date must be the same or earlier than the current date. With these conditions met, the exchange rate effective date closest to the current date is the exchange rate that is used for the conversions.
Actual financial transaction cost amounts only include transactions that are processed and posted. Any other status is a transaction that is adjusted, reversed, or updated and those transactions are excluded. Actual financial transaction cost amounts are in the currency that is the entity home currency of the department that is associated to the investment.
This report contains the following calculations, which are all subject to the fiscal year parameter:
  • Budget or Planned.
    This is the approved budget or planned cost for the cost plan of record, which is multiplied by the hierarchy allocation percentage for child projects.
  • Forecast
    . Actuals + Forecast Remaining
    Forecast is the actual cost posted through the last complete fiscal period plus the planned cost remaining in the cost plan of record after the last complete fiscal period. For example, if the project's as of date is 05/20/2015, then forecast remaining is actual cost through 04/30/2015 plus planned cost in fiscal periods after the fiscal period ending 04/30/2015.
  • Variance. 
    Budget or Planned – Forecast, multiplied by the hierarchy allocation percentage for child projects.
    Variance background color is as follows:
    Red. The Forecast exceeds Budget or Planned, which means the variance is a negative number.
    The report also displays different sections and rows depending upon the value that is selected in the financial structure parameter when running the report as follows:
  • Rollup Project Financials to Program
    The report displays a program section with budget or planned, forecast, and variance. These program amounts are the aggregate of the program and its projects; this is similar to how the hierarchy tab in the program totals data.
    The report also includes 'Program' links that allow you to drill down to the subreport. The subreport displays budget or planned, forecast, and variance amounts separately for the program and its projects to give you visibility into the amounts that contribute to the program aggregates in the main report.
  • Program Budget and Program/Project Forecast
    The report displays a program section with budget or planned, forecast, and variance amounts; a projects section with forecast amounts for projects in the program; and a variance section with the total of budget or planned, forecast, and variance amounts from the program and projects sections. The variance section displays the program and project amounts in aggregate.
    The report also includes 'Projects' links that allow you to drill down to the subreport. The subreport displays forecast amounts separately for the projects in the program to give you visibility into the amounts that contribute to the project forecast aggregates in the main report.
  • Program Budget and Project Forecast
    The report displays a program row with budget or planned amounts; a projects row with forecast amounts for projects in the program; and a variance row with the difference between the program and project amounts.
    The report also includes 'Projects' links that allow you to drill down to the subreport. The subreport displays forecast amounts separately for the projects in the program to give you visibility into the amounts that contribute to the project forecast aggregates in the main report.
    Note
    : The above screen capture was run with the financial structure parameter set to this option.
  • Program/Project Budget and Forecast
    The report displays a program section with budget or planned, forecast, and variance amounts; a projects section with budget or planned, forecast, and variance amounts for projects in the program; and a variance section with budget or planned remaining, program budget or planned, forecast, and variance amounts. These amounts in the variance section are calculated as follows:
    • Budget or Planned Remaining
      This is the difference between the program budget or planned amount and the projects budget or planned amount. 
    • Program Budget or Planned
      This is the same as the budget or planned amount in the program section. It is displayed in the variance section because it is used in another calculation in the section.
    • Forecast
      This is the sum of the forecast amounts in the program and projects sections.
    • Variance
      This is the difference between the program budget or planned and forecast amounts in the variance section.
      The report also includes 'Projects' links that allow you to drill down to the Detail report. The Program Budget vs. Forecast by Period Detail report displays budget or planned, forecast, and variance amounts separately for the projects in the program to give you visibility into the amounts that contribute to the project aggregates in the main report.
Report Security and Technical Details
Security is determined by project view rights.