Finances

Permissions

All functionalities of the Initiative/Release's financial part use the same principle for the permissions. For example to see the details of a budget line or to see the financial status, the system uses the same permission.

View

Here is the needed permission to display the financial part:

  • The user has the permission PORTFOLIO_ENTRY_VIEW_FINANCIAL_INFO_ALL_PERMISSION, or
  • The user has the permission PORTFOLIO_ENTRY_VIEW_FINANCIAL_INFO_AS_MANAGER_PERMISSION and he is the manager of the Initiative/Release, or
  • The user has the permission PORTFOLIO_ENTRY_VIEW_FINANCIAL_INFO_AS_STAKEHOLDER_PERMISSION and he is a stakeholder of the Initiative/Release or of a portfolio of the Initiative/Release, or
  • The user has the permission PORTFOLIO_ENTRY_VIEW_FINANCIAL_INFO_AS_PORTFOLIO_MANAGER_PERMISSION and he is the manager of a portfolio of the Initiative/Release

Update

Here is the needed permission to update (add, edit, delete or interact) the financial part:

  • The user has the permission PORTFOLIO_ENTRY_EDIT_FINANCIAL_INFO_ALL_PERMISSION, or
  • The user has the permission PORTFOLIO_ENTRY_EDIT_FINANCIAL_INFO_AS_MANAGER_PERMISSION and he is the manager of the Initiative/Release

Effort vs. Expense

The financial data of an Initiative/Release is divided in 2 major categories:

  • The efforts: represent the costs related to the allocated resources (Org Units, Competencies and Employees). They are automatically calculated (see below for more details).
  • The expenses: represent all other costs that are manually settled or externally imported.

The efforts are available only if the system preference Effort-based budget/forecast is enabled.

Effort calculation

The effort calculation is based on the allocated resources, meaning an allocated resource (Org Unit, Competency or Employee) implies the creation of effort for budget and forecast.

The calculation is done automatically once a day, and only if the if the system preference Effort-based budget/forecast is enabled.

The effort-based budget and forecast are created and maintained by a job that is running once a day (at night). The creations are not done directly after adding a resource. If wished, it is possible to manually trigger the effort calculation: simply use the refresh icons in the financial tables.

Budget

The general description of Initiative/Release's budgets is available here.

A new budget entry is created for every allocated resource. Its attributes are filled as follow:

Field Source Is updated
OPEX The flag “OPEX” from the planning package or, if no planning package, the flag “OPEX by default” of the Initiative/Release Yes
Ref ID - -
Name Org Unit: the name of the Org Unit
Competency: the name of the Competency
Employee: the first and last name of the Employee
No
Amount “Days” * “Daily rate” Yes
Currency The default currency of the BizDock instance Yes
Budget bucket - -

“Is updated”: define if the attribute is updated in the created effort when it is modified in the allocated resource. If “no” then the value is transmitted only once (at the effort creation).

If the “Source” is “-” or if the flag “Is updated” is “No”, then the attribute could be manually modified directly in the concerned effort.

Forecast

The general description of Initiative/Release's forecast is available here.

A new forecast is created when an Org Unit or Employee is allocated, nothing is done for Competency.

The generated forecast is defined by 2 new entries:

  • A cost to complete (not engaged Work Order)
  • An engaged Work Order

The attributes of the cost to complete are filled as follow:

Field Source Is updated
OPEX The flag “OPEX” from the planning package or, if no planning package, the flag “OPEX by default” of the Initiative/Release Yes
Shared Forced to false. Yes
Name Org Unit: the name of the Org Unit
Competency: the name of the Competency
No
Description - -
Amount (“Forecast days” - “Timesheeted days”) * “Daily rate” Yes
Expended Amount - -
Currency The default currency of the BizDock instance Yes
Package The planning package. Yes
Follow package dates The “Follow package date” flag. Yes
Start date The start date. Yes
Due date The end date. Yes

The attributes of the engaged amount are filled as follow:

Field Source Is updated
OPEX The flag “OPEX” from the planning package or, if no planning package, the flag “OPEX by default” of the Initiative/Release Yes
Shared Forced to false. Yes
Name Org Unit: the name of the Org Unit
Competency: the name of the Competency
No
Description - -
Amount “Timesheeted days” * “Daily rate” Yes
Expended Amount - -
Currency The default currency of the BizDock instance Yes
Package The planning package. Yes
Follow package dates The “Follow package date” flag. Yes
Start date The start date. Yes
Due date The end date. Yes

“Timesheeted days” is computed as follow:

  • Get all timesheeted entries for the resource (Org Unit or Employee) that match the Initiative/Release and Planning Package (empty case included)
  • Convert the “hours” to “days” thanks the system preference Number of hours per day
  • If the resource is an Org Unit then we consider the timesheeted entries for all Employees of the Org Unit (at the time they timesheeted)
  • A same timesheeted entry is logically matched at most once (even if it is “compatible” for many allocated resources). Firstly we try to match allocated Employees, then Org Units.
Example

Fact:

  • “Number of hours per day” is 8.
  • John Dev (Employee) belongs to Development (Org Unit)
  • Mary Marketing (Employee) belongs to Marketing (Org Unit)

Allocated resources for CRM upgrade:

# Type Resource Planning Package Forecast days
1 Org Unit Development DEV 2
2 Org Unit Marketing - 1
3 Employee John Dev DEV 5
4 Employee Gustav Archi Analysis 3

Timesheeted entries for CRM upgrade:

Employee Hours Planning Package Match
John Dev 12 DEV 3 (and not 1 because we try to match Employee before Org Unit)
John Dev 16 - - (because no allocated resource for John Dev or Development without Planning Package)
Gustav Archi 24 Analysis 4
Mary Marketing 8 - 2 (because she belongs to the Org Unit Marketing)
Steven All 4 Analysis -

There are 2 timesheeted entries that do not match: a warning message is displayed in the financial page in order to alert the Manager of the Initiative/Release.

So we get the following distribution

# Type Resource Planning Package Forecast days Timesheeted days
1 Org Unit Development DEV 2 0
2 Org Unit Marketing - 1 1
3 Employee John Dev DEV 5 1.5
4 Employee Gustav Archi Analysis 3 3

Details page

The Details page is composed by 3 areas:

  • The budget: list of budget lines
  • The cost to complete: list of not engaged work orders
  • The engaged amounts: list of engaged work orders or/and list of Purchase Order Line Items associated to the Initiative/Release but not engaged by a work order. Note: the Purchase Order Line Items table is not represented in the below image.

The purchase order line items table is not displayed if the system is configured to don't use the purchase order, see System preferences.

Usually there is only one table for the engaged amounts: either the company process engages the work orders or not.

The refresh icons (all tables) are used to recompute the efforts based on the allocated resources. By clicking on one icon, all tables are refreshed. The icons are displayed only if the system preference Effort-based budget/forecast is enabled.

Status page

The status page is an overview of budget, cost to complete and engaged amounts.

The amounts used in the computations are the ones in the default currency, all others are ignored.

The chart

The chart is a 4-bars view with for each a split OPEX/CAPEX:

  1. The effort budget (only if the system preference Effort-based budget/forecast is enabled)
  2. The expense budget
  3. The effort forecast(only if the system preference Effort-based budget/forecast is enabled)
  4. The expense forecast

The forecast represents the “cost to complete” plus the “engaged amounts”.

The table

The 2 first rows of the table are the totals for the budget and the forecast.

The deviation row is computed with:

forecast - budget

The value of the status row is computed with:

deviation / budget