This tutorial describes how to setup and use the ]po[ budget tracking

1. ]project-open[
Budget Planning and Tracking

2. Budget Planning and Tracking
 The ]po[ “intranet-planning”
package allows you to:
– Plan project budgets based on a
variety of dimensions including:
• Project Phase
• Time (month, quarter or year)
• Cost Type
• Project Resource
– Log different types of actual
costs against the budget items
and
– Track planned vs. actual costs
(Screenshot of budget entry screen. Budgets are
planned by project phase and cost type in this example)

3. Budget Planning and Tracking
 Budget Planning
 Actual Financial Data
 Progress Entry
 Reporting

4. Budget Planning
 The ]po[ “intranet-planning” package
allows you to define planning a
detailed budget plan for each project.
Please make sure the package is
installed and that you have the
permissions to work with the package.
 You can plan based on exactly two
out of the following dimensions:
– Project Phase (subprojects of 1st
degree)
– Time (Month, Quarter or Year)
– Cost Type (External cost, Timesheet,
…)
– Project Member
 A slide further below explains how to
configure the planning dimensions.
 Please consult the ]po[ team if you
want to use different or more
dimensions.
Vertical
dimension
(project phase)
Horizontal
dimension
(cost type)

5. Defining a Project Template (1)
 “Project Templates” allow you to
define standard tasks for a project,
so that you don’t have to enter the
same stages or tasks every time
again.
 Create a new project of type
“Consulting Project” (maybe soon
renamed to “Gantt Project”) and
Import the project schedule. You
should now see the stages as “tasks”
below the main project.
 Please make sure to check the
“Template?” field in the “Project Base
Data”. Please see further below on
how to configure the “Template?”
DynField if it doesn’t appear on your
screen.
(A Sample 7 Stage Project Template im MS-Project)
(“7 Stage” Tasks after importing into ]project-open[)

6. Defining a Project Template (2)
 Once you have defined a project template, you
can use the “Add New Project from Template” link
in order to create a new project based on the
template. If the link does not appear in your
system, please go to Admin -> Parameters ->
intranet-core and set the parameter
“EnabledNewFromTemplateLink” to “1”.
 In the next screen please select the “7 Stage
Project Template” we have defined above.
 The next screen allows you to define which
structures of the template should be copied. You
can set the default values for the checkboxes
using the parameters Admin -> Parameters ->
intranet-core -> CloneProject*.
 As a result, you should see a long screen with
messages detailing the copied data structures.

7. Enable the “template_p” DynField
 The “Template?” field of “Project” may not be enabled in your default ]po[ configuration. If
you don’t see the “Template?” field in a project, please go to Admin -> DynField -> Object
Type -> Project and check if the DynField is present.
 If the DynField is not present, then please use “Add an attribute that already exists in the
DB” and create the meta-information for the template_p field.
 After that, please see the “Attribute Type Map” for the “template_p” field and make sure the
field is enabled for all project types.

8. Planning Cost Types Semantics
Cost Type
 3704 – Provider Bill
 3722 – Expense Bundle
 3726 – Timesheet Budget
 3736 – Timesheet Hours
 (no cost type selected)
External provider costs
Travel costs
Internal cost ($$$)
Internal cost (hours)
Budget sum (ext+int+travel)

9. Budget Planning and Tracking
 Budget Planning
 Actual Financial Data
 Progress Entry
 Reporting

10. Entering Actual Financial Data
 The Project’s “Finance” tab (not
the one on the very top!) shows
you the financial status of a
project.
 For testing purposes, you may
create manually a “Provider Bill”
(external costs) or log some hours
(internal timesheet costs).
 Below we will explain the
automatic load of financial items
from back-end ERP systems.

11. SAP FI Import
 The ]po[ “Enterprise Edition” includes a “batch
importer” for SAP external costs.
 For testing, SAP data can be extracted manually
via a standard FI report and imported into ]po[.
Later the interface can be automated via a SAP
development that returns the same data as the
standard report.
 For more information please see:
www.project-open.org/en/package_batch_importer

12. Planning Cost Types Semantics
Cost Type
 3704 – Provider Bill
 3722 – Expense Bundle
 3726 – Timesheet Budget
 3736 – Timesheet Hours
External provider costs
Travel costs
Internal cost ($$$)
Internal cost (hours)

13. Budget Planning and Tracking
 Budget Planning
 Actual Financial Data
 Progress Entry
 Reporting

14. Project Progress Entry
 The “Tasks” tab of each project
allows the project manager to
enter “% Done” values for each
stage.
 The “% done” values are
aggregated to the main “up” to the
main project based on the “Plan”
hours. Aggregating will NOT
WORK if planned hours are not
entered.
 The Open/Closed status of the
tasks controls whether users are
able to log time sheet hours on
the task or not.

15. Budget Planning and Tracking
 Budget Planning
 Actual Financial Data
 Progress Entry
 Reporting

16. Standard Budget Reporting
 The report “Budget Check for Main
Projects” provides for a standard
comparison of planned vs. actual values
per main project.

17. Custom Budget Reporting
 Budget planning items are available in the table “im_planning_items”
with a simple structure:
– Item_id: A unique ID
– Item_object_id: The main project of the item
– Item_project_phase_id: Optional: The phase of the project
– Item_project_member_id: Optional: The project member for whom to plan.
– Item_cost_type_id: The type of cost
– Item_value: The numeric planning value
 Creating customer reports is easy. The following example provides a
summary of planning per cost type:
select sum(item_value) as budget,
im_category_from_id(item_cost_type_id) as cost_type,
acs_object__name(item_object_id) as project_name
from im_planning_items
group by project_name, cost_type
order by project_name, cost_type;