question Re: Budget cost on project form in SPM forum

Budget cost on project form

gay — Mon, 24 Oct 2016 05:50:37 GMT

Hi,

According to wiki, project will get the budget cost populated based on the budget allocations of the portfolio to which the project is related.

When i allocate budget to a portfolio after selecting a project, i could not see the budget cost auto populated. Can you please let us know why

Thanks

Re: Budget cost on project form

Balaji39 — Mon, 24 Oct 2016 15:15:34 GMT

Hi Gayathri, Where exactly are you looking for the budget cost to be populated?

You will find the Capex Budget and Opex Budget cost If you look in the Project Budget related list under that project, You will find the allocated value set to true if the project is budgetted.

Re: Budget cost on project form

gay — Mon, 24 Oct 2016 17:31:09 GMT

Once the budget is allocated for a portfolio, all the projects associated with the portfolio should get the budget distributed. After allocation, I could not see the budget cost getting auto populated on the project form. Please let me know why.

Thanks

Re: Budget cost on project form

arun_vydianatha — Mon, 24 Oct 2016 17:38:51 GMT

As per the screenshot I can see that Budget column has values

Even the widget Allocated Vs. Budget has values populated for budget.

So I am not sure what you mean when you say budget is not populated?

Re: Budget cost on project form

gay — Tue, 25 Oct 2016 04:14:38 GMT

Hi Arun,

Please find below screenshot from wiki which says budget cost will be auto populated once the budget is allocated on a portfolio.

I could not see this happening on my project record even after budget is allocated for that portfolio.

Re: Budget cost on project form

gay — Wed, 26 Oct 2016 04:09:51 GMT

Can anyone please help in understanding how budget cost get auto populated on project form and why it is not working for me.

Re: Budget cost on project form

Balaji39 — Wed, 26 Oct 2016 06:56:12 GMT

Hi Gayatri, I checked my instance and see the value is populated in the budget cost field. Can you go to the cost breakdown related list in the project form and update the budget value for any of the items? Does that change the budget cost value?

Re: Budget cost on project form

gay — Wed, 26 Oct 2016 12:04:48 GMT

Hi Balaji,

As suggested, I tried updating the project budget record manually with some opex and capex budgets and also made allocated true. This does not help as the budget cost on project cost is not yet auto populated.

According to the wiki screenshot shared earlier, this should be auto populated once the budget is allocated at portfolio level.

Please let me know why this is not happening.

Thanks

Re: Budget cost on project form

ITSMgal — Wed, 26 Oct 2016 13:40:18 GMT

HI Gayatri,

Here is the general process:

There is one prerequisite: The records for cost type definitions need to be complete. Can you ensure you have records that are completed in the Project Settings for Cost type definitions? If you do not have these records, the process will not work correctly. This is required to complete step 4.

1) Create demand and projects with cost plans for the year

2) In the portfolio workbench, go through the portfolio planning process to select a set demands and projects that will be in the portfolio for the year

3) Once those are selected, move to the step to allocate budget

4) if no budget plan is available, either create one and promote it or just if one is available and not selectable, it will just need to be promoted

- to promote the budget plan, login as a user with access to Financial Management --> Budget plans. Select the budget and promote it

5) once the plan is available (promoted) you will be able to select it from the Portfolio workbench on the allocate Budget screen

6) Once the budget plan is selected, click next on the screen and then the allocate button in the budget allocation pop up window

ensure the projects that you are allocating budget to have check marks next to them in the portfolio console (this happens by default)

7) Click complete on the portfolio workbench to complete the allocation process.

Please follow these steps and let me know if you have issues.

Re: Budget cost on project form

gay — Wed, 26 Oct 2016 14:07:11 GMT

Hi Arun/Balaji,

steps i followed to create a portfolio.

1. created new portfolio.

2. created new project also added this project under the above created portfolio and also cost plan which in-turn created cost plan breakdown.

3. clicked on portfolio workbench from the portfolio record and after setting target, selecting projects and demands, allocate budget, revise allocation and completing the portfolio, i still dont see the value populated in the budget cost field on project form.

4. I could not see the correct allocated budget in project budget related list under the project form. I shows me the budget but not the allocated budget

Please let me know if the above process is correct and also suggest a way forward.

Thanks.

Re: Budget cost on project form

Balaji39 — Wed, 26 Oct 2016 14:56:01 GMT

Can you tell me which patch of helsinki are you on? I will give it a try.

Also, are these the only related lists you are seeing in the project form? It doesn't seem right. Did you upgrade any PPS plugins after installing PPS with Financials?

Re: Budget cost on project form

ITSMgal — Wed, 26 Oct 2016 14:58:21 GMT

Can you verify you have the cost type definitions defined in Project Settings?

Re: Budget cost on project form

gay — Thu, 27 Oct 2016 03:45:19 GMT

Hi Balaji,

I am working on helsinki patch 4. I could see other related lists as well, the screenshot i posted did not capture all. We did not upgrade after installing pps with financials.

Thanks

Re: Budget cost on project form

gay — Thu, 27 Oct 2016 03:48:39 GMT

Hi Emily,

All the out of the box cost type definitions are available in the system, I did not add or delete any. Please let me know how the budget cost cost get rolled up on the project and also why it is not working for me.

I tried in two instances with the process i mentioned earlier, but it is not working for me.

Thanks

Re: Budget cost on project form

ITSMgal — Thu, 27 Oct 2016 12:26:53 GMT

Hi Gayatri,

When i was setting up my system, i had to populate the GL Account fields in all of the cost type definition records for this process to work. Do you have the GL field populated? Its not important what the values are in the GL field unless you plan to match actuals from the GL (instead of expense lines), but the field needs populated for the process to work correctly.

Re: Budget cost on project form

Balaji39 — Thu, 27 Oct 2016 12:37:48 GMT

Is that a project spanning multiple years? There is just budget, not sure what do you mean by allocated budget? Budget Cost field in the project form not being filled seems to be an issue. Otherwise things seems to be working fine. It will be great if you can share a quick screen grab of what you are talking about.

Re: Budget cost on project form

gay — Thu, 27 Oct 2016 18:26:47 GMT

Hi Balaji,

Please find the below screenshots

I did create a project with cost plan (600 - which got rolled up to estimated cost). Also created a portfolio and related this project to that portfolio.

On the portfolio workbench, i created a portfolio target of 1800 (900 - opex and 900 - capex).

In the second stage, i selected the project as shown below

On click of next, i created a budget plan and promoted the budget plan. After promotion of budget plan, allocation is done as shown in the below screenshot.

In the next stage Revise allocations, i could see the below details and graphs and then i clicked on complete which disabled the financial planning.

I expect the allocated budget(500) to be auto populated in the budget cost field on project form as shown below. This expectation is based on the description of budget cost given in wiki docs.

Please let me know why budget cost is not getting auto populated after budget is allocated at portfolio level. Also correct me if the above process is wrong.

Re: Budget cost on project form

ITSMgal — Thu, 27 Oct 2016 19:15:19 GMT

arun.vydianathan - I tested this on one of the internal practice showcase instances and I am seeing the same behavior that he is describing here - the Budget cost field on the pm_project table is not being populated after budget allocation.

Re: Budget cost on project form

kellykaufmann — Mon, 14 Nov 2016 01:43:32 GMT

Bumping this for updates. Gayatri or arun.vydianathan are there any updates? Is there a HI ticket on this?

Re: Budget cost on project form

gay — Mon, 14 Nov 2016 05:36:00 GMT

Budget cost is not getting populated on project form as mentioned earlier in this question. I am still waiting for any solution to make it work.