New User Experience: Manage Financial Plans

As a financial manager or analyst, use the Financials page to quickly access the financial plans for a project. View all financial cost plans for a project on the Plan List page. Create and manage the line item details for a specific plan on the Plan Details page. The different cost plan views (Planned, Planned to Actuals, Planned to Forecast, and Actuals) provide a more detailed analysis of the plan. For example, you can perform the following tasks:
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As a financial manager or analyst, use the Financials page to quickly access the financial plans for a project. View all financial cost plans for a project on the Plan List page. Create and manage the line item details for a specific plan on the Plan Details page. The different cost plan views (Planned, Planned to Actuals, Planned to Forecast, and Actuals) provide a more detailed analysis of the plan. For example, you can perform the following tasks:
  • Reorder, sort, and group data by attributes.
  • Review the detailed transactions behind any actual cost or aggregated cost of a cost plan.
Similar to the functionality available in Classic PPM, if you have viewing rights on the project, you can access the Financials tab. To verify that you have the required access rights to perform the tasks described in this article, see the 
Financial Manager section 
in
 
 New User Experience: Compare with Classic CA PPM.
 
2
 
 
HID_newux_financials
Create a Cost Plan
You can create multiple cost plans for a project. You can flag only one cost plan as your plan of record. By default, the Financials page for a project displays the plan details for the plan of record cost plan. Click 
Plan List
 to see the existing cost plans for a project. By default, the list is sorted by the created date field, in descending order. You can change the list to sort by any other field. The changed sort persists even after navigating to another page, session time-out, page refresh, or application logout. The sorting applies to all cost plans except the plan of record which always appears at the top of the list.
Verify that an entity with active fiscal time periods is associated with the project in Classic 
Clarity PPM
.
 
Follow these steps:
 
  1. Open a project and click 
    FINANCIALS
    .
    The plan details for the plan of record appear.
  2. Click 
    Plan List
    .
  3. Click 
    NEW PLAN
    .
    The Create Cost Plan page appears.
  4. Complete the required fields including 
    PLAN NAME
    PLAN ID
    PERIOD TYPE
    START PERIOD
    FINISH PERIOD
    , and 
    GROUPING ATTRIBUTES
    .
    The 
    PLAN ID
     field appears only 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. Click 
    CREATE
    .
    The new cost plan appears. The 
    VIEW
     menu is set to 
    Planned
    .
  6. To add a new line item, click 
    Add Row
     (icon with plus sign).
  7. For each row, complete the following details:
    1. Enter or select the values for the Group By 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.
 
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 the 
    Settings
     icon.
    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.
    1. The 
      PERIOD TYPE
       and 
      CURRENCY
       fields are read-only and inherit their default values from the Cost Plan object in Classic 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.
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. From the Plan List page, select the plan to populate.
    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.
Group Cost Plan Details by Cost Type
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. Hence, the capitalization percentage for staff allocations is set to 0% by default. 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 the 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/rate matrix, based on 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/rate matrix.
  2. Open a project and 
    select STAFF
    .
  3. Select the 
    Column Panel
     and add the 
    Capitalization %
     attribute to the 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, 2018).
 
Follow these steps:
 
  1. From the Plan List page, select the cost plan that you want to copy.
  2. Click the 
     
    Actions
     menu and select 
    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 for 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
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 POR flag (if applicable to a cost plan) 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
    .
Delete a Cost Plan
You can 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. Else, make another cost plan the POR before deleting the current POR.
 
Complete one of the following steps: 
 
  1. On the Plan List page, click the 
     
    Actions 
    menu next to a cost plan and select 
    DELETE
    .
  2. On the Plan Details page, click the 
     
    Actions
     menu next to the plan name. Select 
    DELETE
    .
Analyze Financial Plans
  1. Click 
    Projects
    .
  2. Open a project and click 
    Financials
  3. By default, the cost plan that is designated as the Plan of Record appears. 
  4. To view a list of other available plans, click image2017-9-9 11:54:55.png 
    Plan List
    . Click a plan or click 
    Return to Plan Details
  5. Use the following views from the 
    View
     menu to analyze your data:
    •  
      Planned
      : This view displays 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 and % Spent 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.
    •  
      Planned to Forecast: 
      This view helps you compare the planned 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 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
         = 
        Planned
         − 
        Forecast
         
      •  
        % Variance
         = (
        Variance
        /
        Planned
        ) × 100
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. Also, 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 image2017-11-22 9:32:20.png 
    Add Row 
    next to the 
    View
     menu.
  2. Type in or use the lookup menu to specify the grouping attributes for the new line item.
  3. Right-click a cell or row and click 
    Insert Row Below
     to add a row below it. 
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 Operating versus Capital, group the data by Cost Type. You can also see the aggregates for each type of cost. Likewise, to know how much money is being planned for each department, select Department as one of the grouping attributes.
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 underneath.
    The aggregate of each row is shown in far right in the 
    TOTALS
     column as shown in the following example:
    Image to display how to group attributes on a cost plan page 
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.
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.
Image showing filtering of the transactions list by resource. 
Organize Columns on the Grid
You can organize the financial grids (cost plan and transaction review) 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.
    Image showing the context menu that appears when you hover over a column in the grid. 
  2. You can show and hide columns on the cost plan. Hover on any of the row header and click image2018-3-1 15:35:1.png. Select the columns that you want to see on the view. In the following example, Planned cost is displayed only under the Totals section but not under the 2018-02.
    Image displaying how to show or hide columns.