PROJECT BUDGETS BY PERIOD

Use this screen to enter project budgets  by fiscal period for direct accounts, indirect pools and fees.. For each fiscal year, you can track multiple budget revisions. You can enter a default fee rate to be applied to each cost element in the Project Total Budget screen (Projects » Budgeting and ETC » Total Budgets). If you don't want to manually enter  indirect expenses budgets by pool, you can leave the Budget % and Amount blank  (in the Indirect subtask) and let the system update the indirect cost budgets for you. You can do this using  the Apply Indirect Costs to Budgets screen (Projects » Budgeting and ETC » Period Budgets).

If you use the Apply Indirect Costs to Budgets screen, the system will insert the pool rate from the designated period into the Budget % column and the computed budgeted burden amount into the Amount column (in the Indirect subtask). If the rate is a "composite rate," other pools are included in the base, and it will not be possible to arrive at the burden amount by multiplying the base amount, from the main screen, times the pool rate. In other words, the system computes the budgeted burden amount per your pool setup in the Cost Pools screen (Projects » Cost and Revenue Processing » Cost Pool Setup). For this reason, if you manually update this subtask, you must enter the pool rate and the burden and cost of money amounts.

Enter data in this subtask after you have initialized the project and set up budget revisions.  Remember to save this screen each time you use the Spread, Fill, Move, or Escalate buttons. Existing budget information can be lost if you do not save before adding new rows (accounts) to the Direct table.

Project

Enter a valid project, or use to select one. The description of the project will automatically be displayed next to the project.

Revision

Enter, or use to select, a valid revision number for this project and fiscal year.

To have accurate project-to-date budget information printed on your project reports, you must use the same revision number for all period budgets for a given project. When printing project-to-date budget information, the system sums the prior fiscal years/periods data for a selected budget revision. You cannot combine different budget revisions on a single report.

Organization

Enter a valid organization number or use to select one. The description of the organization will be displayed next to the organization number.

Fiscal Year

Use this drop-down list to select a valid fiscal year.

Direct

Account

Enter an account or use to select a valid account for this project and organization.

Period

Enter, or use to select, a valid period for the fiscal year.

Subperiod

Enter, or use to select, a valid subperiod for the fiscal year and period.

Amount

Enter a budgeted amount for this direct account.

Fee %

Enter the fee percent for this direct account or accept the default from the Total Budget subtask. The system will use this percent to calculate Fee Amt.

Fee Amt

Enter a fee amount for this direct account or accept the calculated amount. If you change the amount, the system will recalculate the Fee %.

Total Burden

This field is non-editable. The indirect costs in the Indirect subtask are accumulated for this account and displayed.

Total Burden Fee

This field displays the total fee on indirect costs associated for this account.

Total Fee

This field displays the total fee accumulated from direct and indirect fee for this account.

Total Amount

This field displays the total budgeted amount including fee for this account.

Function Code

This non-editable field displays the system-defined function code assigned to the selected account.  Function codes are established in the Project Account Groups screen.

Account Name

This column displays the name for the selected account.

Indirect

Click this button to open the Indirect subtask, where you can enter indirect pool budgets amounts. Use this button when you have highlighted a row on the main screen.

Total Budget

Click this button to open the Total Budget subtask. In this subtask you can view the total direct, indirect, fee percent, fee amount, other fee percent, other fee amount, and cost of money entered for this project, organization, fiscal year, and revision.

Adjust Actuals

Click this button to open the Adjust Actual Project Budget subtask, where you can adjust period budgeted amounts to the actual amounts incurred, or create a budget based on actual cost data. You can also spread variance amounts between budgeted and actual costs across selected periods within the same fiscal year.

Spread

Click this button to open the Spread Project Account Budgets subtask, where you can spread cost and/or fee amounts across designated periods. Please remember to click the Save icon on the toolbar after you use the subtask. Existing budget data can be lost if you do not save before adding new rows (accounts) to the Direct table.

Fill

Click this button to open the Fill Project Account Budgets subtask, where you can automatically fill selected subperiods with specified budgeted amounts. Please click the Save icon on the toolbar after you use the subtask. Existing budget data can be lost if you do not save before adding new rows (accounts) to the Direct table.

Move

Click this button to open the Move Project Account Budgets subtask, where you can move a specified budgeted value from one range of periods to another range of periods. Please click the Save icon on the toolbar after you use the subtask. Existing budget data can be lost if you do not save before adding new rows (accounts) to the Direct table.

Escalate

Click this button to open the Escalate Project Account Budgets subtask, where you can escalate budgeted amounts by a specified escalation factor. Please click the Save icon on the toolbar after you use the subtask. Existing budget data can be lost if you do not save before adding new rows (accounts) to the Direct table.

Table Information

Changes to this screen update the following tables:

PROJ_BUD_DIR

PROJ_BUD_FEE