Analyze Project Budget/Forecast

Explanation

This activity describes different features you can use to analyze a budget/forecast. Depending on what kind of analysis you want to do, there are different features:

• Drill Down
• Periodical Cost Graph
• WBS Summary
• CBS Summary
• Budget vs Forecast
• Project Budget Analysis

By performing the Drill Down feature it is possible to gain knowledge about objects' underlying values and their connections. Periodical Cost Graph is a graphical overview showing accumulated values outlined over the activities' separate periods. This makes it possible to perform a quick comparison between different values. The WBS and CBS Summary are an overview for the whole project which shows both a summary for the level in the structure you have chosen and a summary for lower levels. There is also a detailed summary for the WBS and CBS elements on the lower levels. You can use both the WBS navigator and the CBS navigator to find the required level in the structures where you want to work. The Budget vs Forecast is a graphical overview of the budget compared to the selected forecast. It displays graphs for margin, profit and costs. It is also possible to break down the costs to lower levels. Use the Project Budget Analysis window to view the project key performance indicators.

Prerequisites

• Drill Down feature requires that a snapshot has been created and has an Estimated value or higher (e.g. Planned).
• Periodical Cost Graph requires that the forecast values have been spread.
• CBS Summary requires that the project has a CBS Structure.
• Project Budget Analysis requires an active budget.

System Effects

None.

Window

Project Forecast
Project Forecasts
Project Forecast Version Line
Project Periodical Cost Graph
Project Budget Analysis
Project Snapshot Details

Related Window Descriptions

Project Forecast
Project Forecast/Cost
Project Forecast/WBS Summary
Project Forecast/CBS Summary
Project Forecasts
Project Forecast Version Line
Project Periodical Cost Graph
Project Budget Analysis
Project Snapshot Details

Procedure

Use the following procedure to perform a Drill Down using the Project Forecast window:

1. Open the Project Forecast window and query for a project forecast version for which you want to perform a Drill Down.
2. Right-click on a line in the Cost tab or Revenue tab, point to Drill Down and then click either Snapshot Data or Live Data, depending on which type of snapshot you have connected to that forecast.
3. Observe the detailed cost/revenue for each specific object.
4. To view more details for a particular object, right-click on that object and then click Object Details.
5. Additionally, to view the voucher connected to the object, if it exists, right-click on that object and then click Connected Vouchers.

Use the following procedure to perform a Drill Down using the Project Forecast Version Line window:

1. Open the Project Forecast Version Line window and query for a project forecast version for which you want to perform a Drill Down.
2. Right-click on the window, point to Drill Down and then click either Snapshot Data or Live Data, depending on which type of snapshot you have connected to that forecast.
3. Observe the detailed cost/revenue for each specific object.
4. To view more details for a particular object, right-click on that object and then click Object Details.
5. Additionally, to view the voucher connected to the object, if it exists, right-click on that object and then click Connected Vouchers.

Use the following procedure to view a Periodical Cost Graph on an existing forecast version:

1. Open the Project Forecast or Project Forecasts window and query for a project forecast version for which you want to view a Periodical Cost Graph.
2. Right-click on the window, and then click Periodical Cost Graph.
3. Observe the graph and the cost/revenue spread across periods.
4. Click on the Data tab to get more information about the data in the graph.

Use the following procedure to view a WBS Summary using the Project Forecast window:

1. Open the Project Forecast window and query for a project forecast version for which you want to view a WBS Summary.
2. Click on the WBS Summary tab.
3. Select Cost or Revenue from the Display what list box according to the requirement.
4. Choose desired level in the WBS navigator.
5. This level shows the cost/revenue directly reported on the selected WBS node.
6. Lower levels shows the accumulated cost/revenue of all sublevels underneath the selected WBS node.
7. Detailed information about the lower levels is specified in a separate table.

Use the following procedure to view a CBS Summary using the Project Forecast window:

1. Open the Project Forecast window and query for a project forecast version for which you want to view a CBS Summary.
2. Click on the CBS Summary tab.
3. Select Cost or Revenue from the Display what list box according to the requirement.
4. Choose desired level in the CBS navigator.
5. This level shows the cost/revenue directly reported on the selected CBS node.
6. Lower levels shows the accumulated cost/revenue of all sublevels underneath the selected CBS node.
7. Detailed information about the lower levels is specified in a separate table.

Use the following procedure to view the Budget vs Forecast using the Project Forecast window:

1. Open the Project Forecast window and query for a project forecast version for which you want to analyze the budget against the forecast.
2. Click on the Budget vs Forecast tab.
3. Observe the graphs for margin, profit and cost breakdown. In the Profit and Breakdown of Costs graphs the bars to the left displays information from the budget and the bars to the right displays information from the selected forecast.
4. Select which level of the breakdown of costs you want to display. You can choose between Top, CBS level 1 and Cost Element level.
   Note: CBS Level 1 is only displayed if the project has a CBS structure.
5. Optionally, click on a bar in the Breakdown of Costs graph to drill down to the relevant forecast lines.
   Note: This can only be done when you have chosen the Top or Cost Element level.
6. Optionally, select the Display Data check box to get more information about the data in the Breakdown of Costs graph.

Use the following procedure to view the Project Budget Analysis:

1. Open the Project Budget Analysis window and query for a project forecast version that you want to view.
2. The header shows the projects' selected Forecast Version ID and the Budget Version ID of the active budget.
3. If a forecast line has the same Sub Project, Activity ID and Cost Element as the active budget, that line shows both the forecast values and the budget values from the active budget.
4. Observe the key performance indicators for the selected forecast version.