The Project's Budget Breakdown provides a comprehensive analysis of a project's hours and financial values from allocations, time registrations, task estimates, internal cost and expenses for the project's team members, tasks, or dates. Breakdown is available for projects with at least one values calculation setting based on allocations to provide details for the project's values (hours and financials) based on their source. If none of a project's values calculations are based on allocations, instead the project will have the previously existing Task Breakdown page.
This article covers:
- Accessing the Project Financials Breakdown
- Reviewing your project's Financials Breakdown
- Differences between Task Breakdown and Breakdown
- Understanding the calculations of the Financials Breakdown
Accessing the Project Financials Breakdown
Access to Breakdown or Task breakdown is enabled for Admins, Controllers and Managers. Admin and Controller profiles have full financial access, while Manager profile has access to revenue-only financials, and thus will not see details for cost, profit or margin. For more information about permission profiles see, About Permission profiles and how they work.
With custom permission profiles, profiles must be enabled for “Manage projects” along with either of the financial permissions, “View financial information” or “View financial information - revenue only”. Those with “View financial information - revenue only” will not see cost, profit or margin. Learn more about custom permission profiles in Creating and Managing custom permissions.
To view the Project Financial Breakdown
- Click on Projects from the top bar.
- Select All Projects from the dropdown.
- Click on the desired project.
- From within the project, click Financials in the sidebar.
- Select Breakdown/Task Breakdown.
- If you are using allocation based or combination financial values, select the tab that corresponds to the data you wish to see.
- Click to expand the values details.
- Depending on the value, the next rows will display team member name, allocation dates, tasks or time registrations.Note: Expenses will appear for each value type regardless of any value calculation setting and are grouped by team member.
Reviewing your project's Financials Breakdown
The Breakdown page is dynamic and its reports may vary depending on the project financial values configured (tasks or allocations, see Configuring project financial values).
By default projects are based on task estimates and time registration financial values and therefore will have first access to the project's task detail using Task Breakdown within the project's Financials. Projects that have at least one allocation-based financial value setting configured manually, will see Breakdown, which is also accessible within the project's Financials.
This page displays project values from allocations, time registrations, task estimates and expenses across four value types: Planned, Actual to date, Forecast to complete and Total at Completion.
Differences between Task Breakdown and Breakdown
Task Breakdown | Breakdown | |
Task estimates/ time registrations based values | Allocation-based values | Combination of allocations and task estimates or time registrations |
Task Breakdown provides project values by task and can be customized to display selected project values, grouped by project, client, role or person. |
When all project values are sourced from allocations, all tabs within Breakdown will be grouped as allocations. |
Each tab within Breakdown will group based on the source of the value. This results in some values appearing grouped as Allocations while other values may appear grouped as Task Estimates or Time Registrations. Each value is calculated based on its financial value setting. Projects with different value settings for Forecast to complete and Actuals will see groupings for allocations and task estimates/time registrations in Total at completion. |
Understanding the calculations of the Financials Breakdown
If allocation-based or a combination of allocation and time-based values are selected, the Breakdown page will display additional financial reporting tabs:
Tab | Description |
Baseline | Project Baseline values will be included in Breakdown if Baseline is enabled on the project. Baseline values reflect the work and expense estimates within the project's Baseline. To learn more about enabling Baseline in projects, see Setting and Reviewing Project Baseline. |
Planned | Total hours estimated on tasks or total hours allocated to team members, including soft and hard allocations, on the project. |
Actual to date | Total time registered or the total of past allocations, including soft and hard allocations, on the project. |
Forecast to complete | Total remaining estimated hours or unfinished tasks, or the total of future allocations, including soft and hard allocations, on the project. |
Total at Completion | Actual to date + Forecast to complete |
The Report
Each reporting tab displays expenses, allocations, time estimates or time registrations depending on the report (e.g. Planned, Actual to date or Total at completion).
The table displays several columns that are calculated in the following way:
Item | Description |
Name | The source of the value, Allocations, Tasks Estimates or Time Registrations. |
Hours | Total hours for the value. |
Revenue |
Revenue is accurate to revenue recognition and budget type. For Fixed Price projects, the total revenue is equal to the project's fixed price. For Time & Materials projects, revenue is equal to Billable Time x Rate plus Price of Billable Expenses. |
Cost | Total cost for the value, or Hours x Internal hourly cost + Expenses |
Profit | Revenue - Cost. |
Margin | Profit / Revenue x 100. |
Value of Service |
Value of service shows the value that would be charged should all time and all expenses be billed. (All Time x Rate plus whichever is higher on each expense, cost or price). |
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