Clarity PPM - 15.7.1 (On-Premise and SaaS)

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New User Experience: Manage Financial Plans

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HID_newux_financials
Rita is a Financial Manager. Her key responsibilities include budgeting, projecting cash flows, and determining how to invest and finance projects. Rita wants to figure out how much a project is expected to cost and minimize financial risk. As a financial manager, she can use the Financials page to access the financial plans for a project. Rita can also complete the following goals:
  • View all the financial cost plans on the Plan List page.
  • Create, edit, and analyze cost plans.
  • When ready, she can mark the plan of record and send it for approval. (When a cost plan is approved, it becomes the budget plan for a project.)
  • Adjust the cost plan based on the progress of projects and create a new cost plan that either merges with or replaces the existing budget.
Rita Lee Finance Manager
This section contains the following topics that helps a financial manager perform various tasks using the
New User Experience
:
3
Similar to the functionality available in Classic PPM, if you have
view
 access rights on a project, you can access the Financials tab. Review the
Financial Manager section
in
New User Experience: Compare with Classic Clarity PPM to verify that you have the required access rights to perform the tasks described in this article.
Clarity PPM Financial Videos
Clarity PPM Project Financials
The following video demonstrates how Clarity PPM provides familiar financial tools to do the in-depth analysis required to deliver on time and on budget.

Clarity PPM Work with Financials
The following video demonstrates how Clarity PPM enables you to create cost plans and budget plans in CA Clarity PPM. You will also learn how to analyze the financial performance of projects.

Similar to the functionality available in Classic PPM, if you have
view
 access rights on a project, you can access the Financials tab. Review the
Financial Manager section
in
New User Experience: Compare with Classic Clarity PPM to verify that you have the required access rights to perform the tasks described in this article.
To play the videos in full-screen mode, click the YouTube logo at the bottom.
Prerequisites
Before using the features on this page, confirm the following configuration details with your administrator:
  • Verify that your project is financially-enabled and that an entity with active fiscal time periods is associated with the project in Classic PPM. See Classic Clarity PPM Financial Management.
  • Verify that you have one or more of the following access rights:
    • Project Management - Navigate
    • Projects - Navigate
    • Project - Edit
    • Project - Cost Plan - Edit
    • Project - Benefit Plan - View
      Project - Budget Plan - Edit
    • Project- Budget Plan - Approve
See
Access Rights Reference
 in the English edition of the documentation.
Work with Cost Plans
Create a Cost Plan
You can create multiple cost plans for a project. After considering the alternatives, you can set only one cost plan as your plan of record (POR). By default, the Financials page for a project displays the plan details for the plan of record.
Follow these steps:
  1. Open a project and click
    FINANCIALS
    .
    The plan details for the plan of record appear.
  2. To view the existing cost plans for a project click
    Plan List.
    By default, the list is sorted by the created date field in descending order. You can sort by another field.
    • The sort order persists even after navigating to another page, session time-out, page refresh, or application log out.
    • The plan of record always appears at the top of the list.
  3. Click
    NEW PLAN
    .
    The
    CREATE
     Cost Plan page appears.
    01_Create Cost Plan.jpg
  4. Complete the required fields including
    PLAN NAME
    ,
    PLAN ID
    ,
    PERIOD TYPE
    ,
    START PERIOD
    ,
    FINISH PERIOD
    , and
    GROUPING ATTRIBUTES
    . The
    PLAN ID
     field only appears if auto-numbering is turned off for the Cost Plan object in Classic
    Clarity PPM
    . You can select one or more grouping attributes. Your administrator configures these attributes on the Cost Plan object in Classic
    Clarity PPM
    .
  5. Link a benefit plan with the cost plan by using the
    BENEFIT PLAN
     field. Before you link a benefit plan to a cost plan, ensure you have appropriate rights to view benefit plans in Classic
    Clarity PPM
    . The
    Project-Benefit Plan-View
     right allows you to view benefit plans associated with a particular project.
  6. Click
    CREATE
    .
    The new cost plan appears. The
    VIEW
     menu is set to
    Planned
    .
  7. To add a new line item, click 
    Add Row
    .
  8. For each row, complete the following details:
    1. Enter or select the values for the
      Grouping Attributes
      that you selected for the cost plan.
    2. Enter the planned costs by time period.
Edit Cost Plan Settings
You can change some of the settings for a cost plan.
  • The plan name, description, ID, and start and finish periods are properties of the selected cost plan.
  • Other settings such as
    TIME PERIOD
     and
    DECIMAL DISPLAY
     are display settings for the page.
  • Associate a benefit plan with a cost plan.
02_Cost Plan Settings.jpg
Follow these steps:
  1. Open a project and click
    FINANCIALS
    .
    The plan details for the plan of record appear.
  2. Click
    Plan List
    .
  3. Select a cost plan.
  4. Click 
    Settings
    .
    1. Edit the
      PLAN NAME
       or
      PLAN DESCRIPTION
      .
    2. If auto-numbering is off, you can edit the
      PLAN ID
      . With auto-numbering on, you cannot change the
      PLAN ID
      .
    3. You can also change the default values that appear for the project
      START PERIOD
       and
      FINISH PERIOD
      fields. If you change the start or finish periods to a smaller date range, the application removes detailed data from the cost plan.
    4. To set the number of decimal places, select an option in the
      DECIMAL DISPLAY
       field. No decimals appear when you select 0.
    5. In the
      TIME PERIOD
       field, select
      Monthly
      ,
      Quarterly
      , or
      Annual
      . The application adjusts the start and finish periods to match your time period selection.
      • The time period defaults to
        Monthly
         when Period Type is set to
        13 Periods
        ,
        Weekly
        ,
        Semi-Monthly
        , or
        none,
        or when no default time period exists for the Cost Plan object in classic PPM
        .
      • If you select a value in the
        TIME PERIOD
         field that does not match the
        PERIOD TYPE
        , the cost plan details are no longer editable.
    7. In the
      BENEFIT PLAN
       field, select the benefit plan that you want to link to the cost plan.
    8. The
      PERIOD TYPE
       and
      CURRENCY
       fields are read-only and inherit their default values from the Cost Plan object in Classic
      Clarity PPM
      .
  5. Click anywhere outside the
    PLAN SETTINGS
     window to close it.
Populate Cost Plan Rows with Allocation or Assignment Data
Instead of adding new line item rows, you can populate a cost plan that you just created with current allocation or assignment data.
03_Populate Cost Plan.jpg
To auto-populate cost plans, verify that the following prerequisites are complete:
  • A financial cost/rate matrix is associated with the project in Classic
    Clarity PPM
    . See Set Up a Financial Cost and Rate Matrix.
  • The associated project has at least one staff member (resource, role, or team) to allow populating from allocations.
  • The associated project has at least one task assigned to allow populating from assignments.
Follow these steps:
  1. On the
    Plan List
     page, select a plan.
    The plan details appear.
  2. Click the
    ⋮ Actions
     menu and select one of the following options:
    • To populate the cost plan with investment allocation data, click
      POPULATE FROM ALLOCATIONS
      .
    • To populate the cost plan with task assignment data, click
      POPULATE FROM ASSIGNMENTS
      .
  3. Edit the line items as required.
To learn more about these options, see Create Detailed Financial Plans in the Classic PPM documentation.
Use Capitalization Percentage
When populating a cost plan from allocations, use the Capitalization % field to calculate the cost type values (capital cost versus operating cost).
  • By default, the Capitalization % attribute is not configured on the project Staff page.
  • The default capitalization percentage for staff allocations is 0%.
  • All allocations are classified as operating costs at 100%.
  • If you create a cost plan, group by cost type, and populate from allocations, the plan details are populated with only operating costs. The project level cost type setting (Capital or Operating) is not considered in the calculation.
  • You can configure the Staff grid to add the Capitalization % attribute. With investment edit and minimum financial edit rights, you can edit the Capitalization % attribute. When Cost Type is a grouping attribute,
    Populate from Allocations
     splits capital and operating costs based on Capitalization %.
Example:
A team member is allocated to a project for 40 hours and assigned a capitalization percentage of 25%. The capital cost for the resource as defined in the cost and rate matrix based on the role is 100. The actual capital cost amount in the cost plan detail for this resource is
1000
 based on the following calculation
:
(Capitalization % × Allocation) × Cost = Capital Cost
(25% of 40) × 100 = 1000
The remaining 75% of the cost for this resource is allocated to operating cost.
(75% of 40) × 100 = 3000
Follow these steps:
  1. In Classic
    Clarity PPM
    , verify that
    Cost Type
     is assigned as a column in the associated cost and rate matrix.
  2. In the
    New User Experience
    , open a project and click
    STAFF
    .
  3. Click the
    Column Panel
     and add the
    Capitalization %
     attribute to the Project Staff grid.
  4. Define the capitalization percentage of cost for the staff allocations.
  5. Select
    FINANCIALS
    .
  6. On the
    Plan List
     page, create a plan. Select
    Cost Type
     as a grouping attribute.
  7. On the
    Plan Details
     page, select
    ⋮ Actions
    ,
    POPULATE FROM ALLOCATIONS
    .
    The plan detail line items are grouped by operating and capital costs for each fiscal period.
Copy a Cost Plan
You can create a cost plan from a copy of an existing cost plan. For example, you might copy a cost plan, edit a portion of it, and delete the rest. The copied plan includes the same grouping attributes, currency, and other details as the source plan.
The
PLAN ID
 field appears only if auto-numbering is turned off for the Cost Plan object in Classic
Clarity PPM
.
Example:
  You want to create a cost plan that covers the period 2018-2023 and you want to see the numbers for only the current year (say 2018). In this case, you can create a cost plan with the following details and populate from allocations or assignments:
  • Period Type: Annual
  • Start Period: 2018
  • Finish Period: 2023
Next, create a copy of the above plan and only change the start and finish periods to the current year (for example, 2019).
04_Copy Cost Plan.jpg
Follow these steps:
  1. On the
    Plan List
     page, select a cost plan.
  2. Click the
    ⋮
    Actions
     menu and click
    COPY
    .
    The
    COPY PLAN
     page appears.
  3. Edit the default entries for the required and optional fields:
    • SOURCE PLAN
      Displays the source plan name.
    • START PERIOD
      Defines the start copy period. Data is copied to the target plan based on this start period and the target plan start period.
      Default
      : The source plan start period.
    • FINISH PERIOD
      Defines the end copy period. Data is copied to the target plan based on this end period and the target plan end period.
      Default
      : The source plan end period.
    • SCALE BY %
      Defines the percentage by which to scale (increase or decrease) the dollar values in the copied plan.
      Example:
       Enter 75 percent to increase the values from the source plan by 75 percent from their original.
      Default:
       0%. No change in values.
    • PLAN NAME
      Defines the target plan name.
      Default:
      The name of the source plan is prefixed with
      Copy of
      .
    • PLAN ID
      Defines the target plan unique ID.
      Default
      : The ID of the source plan is prefixed with
      Copy of
      .
    • PLAN DESCRIPTION
      Defines a description of the target plan.
      Default
      : The source cost plan description.
    • PERIOD TYPE
      Displays the fiscal period type.
      Default
      : The fiscal period type of the source plan. You cannot change the default period type.
  4. Click
    CREATE
    .
    The copied cost plan appears for you and other users to view or edit.
Set the Plan of Record
The plan of record (POR) is the cost plan that you intend to use as the budget plan for a project. If you already have an existing approved budget plan, you can use the POR to create a new budget plan. To prepare a cost plan for budget approval, make it the plan of record (POR). The POR cost plan always appears at the top of the Plan List page. On the Plan Details page, the PLAN OF RECORD image appears at the top, next to the plan name.
Complete one of the following steps:
  • On the
    Plan List
     page, click the
    ⋮  Actions
     menu next to a cost plan and select
    MAKE PLAN OF RECORD
    .
  • On the
    Plan Details
     page, click the
    ⋮  Actions
     menu next to the plan name and select
    MAKE PLAN OF RECORD
    .
05_Plan of Record.jpg
Delete a Cost Plan
You can perform similar steps to delete a cost plan that you no longer need. You can delete the plan of record if it is the only cost plan available for a project. Otherwise, make another cost plan the POR before deleting the current POR.
Sync Project and Financial Data With Actuals
To keep your project and financial data synchronized with the latest posted actuals, run the jobs in the following table in the listed order in classic
Clarity PPM
. The list of jobs that you run depends on the method that you are using for posting your actuals.
Method for Posting Actuals
Jobs
Notes
Timesheet Entry
  • Post Timesheets
  • Post Transactions to Financials
  • Post to WIP
  • Time Slicing
  • Investment Allocation
Run the Post Timesheets job to update the project. Next, run the Post Transactions to Financials and Post to WIP jobs to update the financials.
Transaction Entry
  • Post to WIP
  • Import Financial Actuals
  • Time Slicing
  • Investment Allocation
Create the voucher automatically to validate the entry on the user interface. Next, post the entry to WIP to update the financials and the Import job to update the project.
XOG
  • Post Transactions to Financials
  • Post to WIP
  • Import Financial Actuals
Run the Post Transactions to Financials job to validate the transaction. Next, run the Post to WIP job and post the transaction to financials and the Import job to update the project.
WIP Adjustment
  • Import Financial Actuals
  • Time Slicing
  • Investment Allocation
Approve the WIP adjustments before running the Import Financial Actuals job. After the adjustment to the financials is approved, run the Import job to update the project.
Analyze Cost Plans
06_Analyze Cost Plan.jpg
  1. In the main menu, click
    Projects
    .
    If you have access to Project Tiles, click
    Project Tiles
    .
  2. Open a project and click
    Financials
    .
    The POR appears.
  3. To view other plans, click 
    Plan List
    . Click a plan or click
    Return to Plan Details
    .
  4. Use the following views from the
    View
     menu to analyze your data:
    • Planned
      : This view displays the planned cost by time period. Double-click a planned cost cell to edit it.
    • Planned to Actuals
      : This view helps you compare the planned and actual costs. This view also provides Remaining Cost and % Spent Cost data. The costs are calculated as follows:
      • Remaining Cost
         =
        Planned Cost
         −
        Actual Cost
      • % Spent Cost
         = (
        Actual/Planned
        ) ×
        100
    • Actuals
      : This view displays actual costs posted during the fiscal period. The Cost Plan now shows the actuals for Team Resource based upon individual team members time entry.
  5. Planned to Forecast:
    This view helps you compare the planned and forecast costs.
    The
    f
    orecast cost is the total cost that will be incurred. The
    f
    orecast cost combines the actual value from the past period with the planned cost for current and future time periods. The forecast values are calculated as follows:
    • For the past time period,
      Forecast
       =
      Actual
    • For current and future time periods,
      Forecast
       =
      Planned
    • Forecast
       (Calculated) =
      Actual
       +
      Forecast Remaining
    • Forecast Remaining
       =
      Actual Cost
       (posted through the last complete fiscal period) +
      Planned Cost
       (remaining in the cost plan of record after the last complete fiscal period)
      For example, the time period is set to
      monthly
       and the project
      as of
       date is 05/20/2020. Here, the Forecast remaining is actual cost through 04/30/2020 plus planned cost in fiscal periods after the fiscal period ending 04/30/2020.
    • Variance
       =
      Planned
       −
      Forecast
    • % Variance
       = (
      Variance
      ÷
      Planned
      ) ×
      100
Review Transactions Associated with Actual Costs
In the Planned to Actuals or the Actuals view, you can view the transactions behind an actual cost. Every Actual Cost value appears as a hyperlink. You can click an individual cost and row level or column level actual aggregates. The Transaction Review window displays Transaction Date, Resource, and Task columns pinned on the left. Units, Unit Cost, and Actual Cost appear pinned on the right.
All the grouping attributes that you select appear in between the pinned columns as shown in the following example.
To work with a focused list of items, filter the transactions list using ROLE, RESOURCE, or RESOURCE DEPARTMENT as shown in the following image.
Actuals Shot.png
Review Transactions Associated with Team Time Entry
You can also view the actuals for a team based upon individual team members time entry. Transaction Review displays expected data for the Team resource based upon individual Team members time entry.
Prerequisites
  • Ensure that a team is associated with a project. The team is listed as one of the resources for the project and the cost plan for the project is calculated for the team.
  • Verify that team timesheet is submitted and approve for the work completed for a Task that is assigned to a Team. The time entered by the individual will therefore be recorded for the team.
  • When allocating Teams via Project Staff, and Team member allocations are 0%, the Project allocations will not populate because individual Team member allocations are not > 0%.
  • Should individual Team member allocations be updated (to > 0%), Project Staff Team allocations are not updated automatically. However, should individual Team member allocations be updated (to 0%), Project Staff Team allocations are updated automatically.
  • A Team allocation can only be removed from investments if there are no associated actuals posted for that Team allocation (same rules that exist for single resources – if actuals have been posted, an allocation cannot removed from the investment).
Example:
Consider a scenario where Ian has entered a team named
Team Time
in the project
Automated Security Enhancements
. Ian has submitted the timesheet for Team Time for the month of August for the tasks assigned to his team. The plan of record (POR) for the project Automated Security Enhancements now displays the actuals for Team Time.
Cost Plan for Team Resource Based on Individual Team Member Entry.jpg
Ian drills down to view the Transaction Review for Team Time. The Transaction Review displays the following details:
  • Time is captured for Team Resource
  • Each day is properly recorded
  • Unit cost is extracted from the Rate Matrix based upon the individual team member.
  • Total Cost is aggregated
Review Transaction For Team Resource Based on Individual Team Member Entry.jpg
Follow these steps
  1. Navigate to
    Projects
    ,
    Financials
    . P.O.R opens by default.
  2. From
    View
    click the drop-down list and select
    Planned to Actuals
    .
  3. Scroll to the period where the timesheet was entered for the team. Actuals for the team is displayed
  4. Click the actual cost to drill down to the
    Transaction Review
    . The Transaction Review displays the transaction date, tasks, resource, unit cost, and actual cost breakdown among other values with the aggregates.
Group by team task to view the task versus period cost breakdown for the team for a given duration.
The team timesheet entered now displays the actual cost incurred for the task given to the team in a project.
Edit Cost Plan Line Items in the Grid
You can update the line item details for a cost plan by editing the rows inline in the grid. You can edit the planned costs in all views (Planned, Planned to Actuals, or Planned to Forecast).
  • You cannot edit the planned costs in the Actuals view.
  • You can edit the cost plan details in the same period type in which the cost plan was created. For example, if you create a cost plan using the
    monthly
     period type, then you can add, edit, or delete line items for monthly time periods only.
Add rows
You can add rows in the Planned, Planned to Actuals, and Planned to Forecast views only.
Follow these steps:
  1. Click 
    Add Row
     or right-click a row and select
    Insert Row Below
    .
  2. Type in or use the lookup menu to specify the grouping attributes for the new line item.
Edit Planned Cost
Click the cells in the Planned column to edit the planned cost values. The other columns that use planned cost in their calculations are updated accordingly for the view. You can copy planned costs from the same grid or an excel sheet and paste it elsewhere in your grid. All the calculations and costs get updated on all views of the cost plan.
Delete a row
To delete a row in the grid, right-click any cell in that row and click
Delete Row.
Group Data by Attribute
Group the planning data by any available grouping attribute to analyze how the funds are being allocated for each type within a grouping attribute. For example, to see how much cost is being planned for External Labor versus Internal, group the data by Transaction Class. You can also see the aggregates for each type of labor.
When you group planning data by the Resource attribute, you can see both resources and defined teams in the single column.
Follow these steps:
  1. Drag-and-drop the grouping attribute to the
    Group By
     section.
  2. Expand each group to view the individual rows.
    Group By.gif
Hide or Show Columns
In Planned to Actuals and Planned to Forecast views, you can hide or show all columns of one type. For example, show all Planned columns or hide all Actual columns. Click the respective color corresponding to a column name in the
SHOWING
 legend at the top-right of the page.
Work with Budget Plans
When a cost plan is approved, it becomes the budget plan for a project. You can submit a portion of a cost plan for approval by varying the start and end dates for the submission. Only the portion between the new start and end dates is submitted for approval. When a cost plan is approved, it becomes a budget plan with a new version number. If there is a previous budget, it is saved separately and can be viewed but not edited.
When submitting a cost plan as a budget plan, remember these rules:
  • If a budget plan exists, the submitted cost plan must include the same grouping attributes to merge the submitted cost plan data with the existing budget plan data. If the grouping attributes are not the same, replace the existing budget plan or cancel the submission.
  • You can only submit or approve one budget plan at a time.
  • When a submitted budget is approved, the budget plan becomes the POR.
  • You can edit a submitted budget, but you cannot edit an approved or rejected budget.
  • If an approved budget exists, the submitted cost plan data can be either merged with or can replace the approved budget.
Submit Cost Plans as Budget Plans
Submit a cost plan as a budget plan to create a new approved budget, or to update the budget after updating the cost plan. A cost plan must be designated as the POR before you can submit it for approval. If an approved budget plan exists, and you create or update a cost plan as the new POR, you can submit the POR to merge with the approved budget plan or to replace the budget plan.
Follow these steps
:
  1. Click
    Projects
    .
  2. Open a project and click
    Financials
    . By default, the cost plan that is designated as the Plan of Record appears.
  3. Click the
    ⋮ Actions
     menu and select
    SUBMIT FOR APPROVAL
    .
    To submit a budget plan, click
    Plan List
     and select the
    ⋮ Actions
    menu associated with the POR.
  4. Complete the following fields:
    • PLAN NAME
      Enter the name of the budget plan
    • PLAN ID
      Defines unique ID for the budget plan
    • PLAN DESCRIPTION
      Provide a brief explanation of the budget plan.
    • PERIOD TYPE
       (Non-editable)
      Displays the period type associated with the cost plan.
    • START PERIOD
      Displays the start period of the budget plan. To submit a portion of the cost plan rather than the whole plan for the budget, select a different start period.
    • FINISH PERIOD
      Displays the end period of the budget plan. To submit a portion of the cost plan rather than the whole plan for the budget, select a different end period.
    • BENEFIT PLAN
      Associate a benefit plan with the budget plan. If you have associated a benefit plan with the cost plan, the same benefit plan will get attached to the budget plan.
    • SUBMIT OPTION
      • Replace
        : Selected by default when you are creating a new budget plan.
      • Merge
        : Available when you revise a budget plan. Allows you to merge the changes with the existing budget plan.
  5. Submit the cost plan for approval.
Approve or Reject Submitted Budget Plans
Approve Budget.jpg
Follow these steps
:
  1. Click
    Projects
    .
  2. Open a project and click
    Financials
    . By default, the POR appears.
  3. Click 
    Plan List
     and click
    BUDGETS
     to review the list of budgets.
  4. In the
    Search
     bar, enter the name of the budget or the
    PLAN ID
     to identify the budget you want to edit.
  5. To approve or reject the budget, click the
    ⋮ Actions
     menu and then select
    APPROVE BUDGET
     or
    REJECT BUDGET
    .
  6. To edit a budget, click it.
    The budget opens.
  7. Add an additional row or remove a row from the budget.
  8. Edit the amounts in the
    BUDGET
     column.
  9. After you have finalized your changes, click the
    ⋮ Actions
     menu and select
    APPROVE BUDGET
     to approve the budget.
  10. To reject a budget, select the
    REJECT BUDGET
     option.
Budget Plan Changes
  • Combination Already Exists
    : If a
    Combination Already Exists
     error message appears, it means you added a new row to a budget plan with the same grouping attributes as a previous entry. In this situation, you can delete the unnecessary row.
  • Changing the Budget Plan Settings
    : When you click
    Settings
    , all the fields are editable except CURRENCY and PERIOD TYPE. If you change the TIME PERIOD from its default value, all the fields become read-only.
  • Cannot Edit an Approved Plan
    : After you submit a cost plan for approval, it becomes the submitted budget plan. You can edit the submitted budget plan; however, you cannot edit the budget plan after it is approved.
Analyze Budget Plans
Analyze Budget Plans.jpg
You can use the Budget view and the Budget to Forecast view to analyze budget plans.
  • Budget View
    Displays the planned cost for the entire project from inception through to the end of the project.
  • Budget to Forecast
    Combines actual costs from inception through prior period along with the planned cost from current period going forward. Consider an example where you have a project for six months and you are currently in the fourth month. This view will show you actual costs for the first four months and the planned cost for the next two months.
When you use the Budget to Forecast view, you can also see the variance, which is the difference between the budget and the forecast cost.
Follow these steps
:
  1. Click
    Projects
    .
  2. Open a project and click
    Financials
    . By default, the cost plan that is designated as the Plan of Record appears.
  3. Click
    Plan List
     and click
    BUDGETS
     to review the list of budgets that you can access.
  4. In the
    Search
     bar, enter the name of the budget or the
    PLAN ID
     to identify the budget you want to edit.
  5. Click the budget to open it.
  6. In the
    View
     drop-down list, select the
    Budget
     or
    Budget to Forecast
     view.
  7. Select the
    Budget to Forecast
     view. This view helps you compare the budgeted and forecast costs.
    The
    Forecast cost is the total cost that will be incurred. The
    Forecast cost combines the Actual value from the past period with the planned cost for current and future time periods. The forecast values are calculated as follows:
    • For the past time period,
      Forecast
       =
      Actual
    • For current and future time periods,
      Forecast
       =
      Planned
    • Forecast
       (Calculated) =
      Actual
       +
      Forecast Remaining
    • Forecast Remaining
       =
      Actual Cost
       (posted through the last complete fiscal period) +
      Planned Cost
       (remaining in the cost plan of record after the last complete fiscal period)
      For example, the time period is set to
      monthly
       and the project as of date is 05/20/2018. Here, the Forecast remaining is actual cost through 04/30/2018 plus planned cost in fiscal periods after the fiscal period ending 04/30/2018.
    • Variance
       =
      Budget
       −
      Forecast
    • % Variance
       = (
      Variance
       ÷
      Budget
      ) ×
      100
  8. Use the color codes associated with the
    SHOWING
     field to view or hide associated rows in the view.
  9. (Optional) You can review the underlying transactions with actual costs behind a forecast value. The value appears as a hyperlink in individual cells and for row-level or column-level aggregate values. Click the value to open the Transaction Review window, just as you can do with cost plans. See
    Review Transactions Associated with Actual Costs
     under
    Analyze Cost Plans
     above.
Create a Budget Revision
An approved cost plan becomes the budget plan for a project. Since projects are dynamic and continuously change, you can revise various parts of the budget, or can replace the budget entirely. You can make two types of revisions to an approved budget plan:
Merged Budget Plan Revision
  • Submit a cost plan with new line items and merge the changes with the existing budget plan.
  • Submit a portion of a cost plan by varying the start and end dates for the submission, or update the field values in specific time periods. You can submit only the changed time periods and can merge them with the budget.
Replacement Budget Plan Revision
  • Submit a cost plan with deleted line items and replace the budget to remove those line items from the budget plan.
  • Create a cost plan, using different grouping attributes or time period types, and replace the budget.
Both revision types provide approval history. However, the replace feature enables you to delete line items that are no longer needed, and to revise grouping attributes and fiscal time periods.
When you submit a cost plan that revises an existing budget, you specify whether to merge or replace using the Submit Options pull-down list. This field appears only when there is at least one approved budget. If the new cost plan has a different structure than the existing budget, Replace is the only option.
When your cost plan is approved, it becomes the revised budget plan with a new version number. You can view the previous version of the budget, which is saved separately. You cannot edit either previous budget plans or the currently approved budget plan.
Example 1: Using the Merge Option
You have already submitted a budget for the first two months of a six-month project. You now need to add a database administrator as an additional resource and submit the budget for approval for the next two months. In such scenarios, you can revise your cost plan by adding a database administrator to your project and assigning them tasks for the next two months. You can then use the  POPULATE FROM ASSIGNMENTS option to update your cost plan. When you submit the cost plan, you can START PERIOD and FINISH PERIOD fields to submit the cost plan for the next two months.
Merge Budget.jpg
Follow these steps
:
  1. Click
    Projects
    .
  2. Open a project and click
    Financials
    . By default, the cost plan that is designated as the Plan of Record is displayed. The project manager has already added the database administrator as a resource and assigns them appropriate tasks.
  3. Click the
    ⋮ Actions
     menu and select
    POPULATE FROM ASSIGNMENTS
     to update the cost plan.
  4. Click the
    ⋮ Actions
     menu and select
    SUBMIT FOR APPROVAL
    .
  5. Enter the relevant details. Ensure that you enter the correct values in the START PERIOD and FINISH PERIOD fields.
  6. Select the
    MERGE
     radio button and click
    SUBMIT
    .
The relevant financial manager can now review the new budget plan and approve it.
Example 2:  Using the Replace Option
You have been planning a project for the past four months and have already submitted an estimated budget with the roles that you think you would need for your project. One month before the start of the project, you have created a cost plan with the actual resources and changed the grouping attributes to include Department and Location. You can then submit the new cost plan to replace the approved budget plan.
Follow these steps
  1. Click
    Projects
    .
  2. Open a project and click
    Financials
    . By default, the cost plan that is designated as the plan of record appears.
  3. Click 
    Plan List
     and click
    COST PLANS
     to view all the cost plans for the project.
  4. Click
    NEW PLAN
     to create a new cost plan. Enter various details such as
    PLAN NAME
     and
    PLAN ID
    .
  5. Select the
    Department
     and
    Location
     as grouping attributes.
  6. Click
    CREATE
     to create a new cost plan.
    Review the Create a Cost Plan section on this page to learn more about creating cost plans.
  7. Click the
    ⋮ Actions
     menu and select
    POPULATE FROM ALLOCATIONS
     or
    POPULATE FROM ASSIGNMENTS
     to update the cost plan. Since the project manager has already replaced the generic roles with specific resources, who would be working on the project the cost plan will have accurate details.
  8. Click the
    ⋮ Actions
     menu and select
    MAKE PLAN OF RECORD
     to update this cost plan as the plan of record.
  9. Click the
    ⋮ Actions
     menu and select
    SUBMIT FOR APPROVAL
    .
  10. Enter the relevant details.
  11. Select the
    REPLACE
     radio button and click
    SUBMIT
    .
The relevant financial manager can now review the new budget plan and approve it.
Another simple example where you might want to replace a budget is when you no longer need a line item in the budget plan. If you want to remove a line item from the budget plan, delete the line item in the cost plan. Submit the revised cost plan as a replacement for the budget plan.
Organize Columns on the Grid
You can organize the financial grids by using the grid controls described in this section.
Follow these steps:
  1. On the grid, you can hover on any column header and view more options. You can pin columns to the left or right. You can also auto-size or reset column width. The following image shows an example of the columns menu.
    Pin Column.jpg
  2. You can show and hide columns on the cost plan. Hover on the row header and click as shown in following image. Select the columns that you want to see on the view. In the following example, the Planned cost is displayed only under the Totals section but not under 2018-02.
    Hide Columns.jpg