Budget Project

Where can I budget a project?

In the Budget module of the required project

Open the project by

• opening a dialog window via the Extras → Go to menu or via CTRL+G and entering the ID of the required project or

• by clicking on the link on the ID of the required project in any module.

Who is allowed to budget projects?

All users who have access to the Budget module and modification rights for projects. These are, in PLANTA standard, managers of the respective project, their deputies, or multi-project managers. For further information on rights, please click here.

Information

• In PLANTA project, the budget of a project is planned, calculated and evaluated on the cost type groups per year. These cost type groups are based on the types defined in the master data and typical for the company.

• In the Budget module, the budget can

  • either be freely specify prior to the detailed planning of the project and later be compared with the calculated costs,

  • or it can be planned, requested and approved on the basis of the project planning and the costs calculated from it. Here is a description of the second variant:

Step 1: Plan project and calculate costs

1. In the Schedule module, the project manager plans on the tasks

   • Human resources and their expenses, which are automatically converted into costs on the basis of conversion factors or

   • direct costs in the form of cost or revenue resources.

2. The costs determined when calculating the schedule are automatically transferred to the Budget module, but here they are not displayed per activity, but per cost element group (budget planning in PLANTA project is carried out on the cost element groups, see above) and divided into individual years according to the duration of the project.

Step 2: Budget the project based on costs

1. Request budget: The project manager applies for a project budget based on the previously determined costs. To do so,

   • copy the calculated costs from the Total (w/o SP) column to the Requested (w/o SP) column by clicking on the arrow above the Requested (w/o SP) column. All costs of all cost type groups will then automatically be copied to the Requested (w/o SP) column.

     • If you only want to request the values of individual cost type group classes, copy the required value via Drag&Drop from the Total (w/o SP) field to the Requested (w/o SP) field in the line of the required cost type group.

2. Submit the requested budget for approval. To do so,

   • click on the arrow above the Requested (w/o SP) column. All requested values will automatically be copied to the Approved (w/o SP) column. You can also copy the required values manually to the individual Approved (w/o SP) fields via Drag&Drop.

3. Approve the budget: The multi-project manager or another person responsible for budget approval who possesses the respective rights can then approve the requested budget in the Budget module. The requested budget is always approved on a yearly basis. To do so,

   • activate the checkbox in the line of the year. The button will be framed in green, all fields of the Approved (w/o SP) column will be set to output. The budget is now approved.

4. Adopt the approved budget as the project budget: The project manager can adopt the approved budget as the project budget. To do so,

   • press the arrow button above the Budget column (w/o SP) to copy all approved budget values to this column.

   • press the Recalculate button so that all annual values are aggregated as a total on the project.

It is possible to freely enter the budgets directly in the Budget (o.TP) column without the approval process or to copy values from other data fields or columns. In the description of the Budget module you will find additional detailed explanations. A detailed description of different use cases for project budgeting with clear illustrations can be found here.