Deltek Insight 2012: Project Budgeting Using Costpoint Budgeting and Planning
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Project Budgeting Using Costpoint Budgeting and Planning
Robin J. Entrekin, VP Business Processes, Camber Corp.
Martha Manning, Principal Customer Care Analyst, Deltek
GC-51
2 ©2012 Deltek, Inc. All Rights Reserved
Introductions
Project Budgeting and Project Lifecycles – Martha Manning
Real-Life application – Robin Entrekin
Key practical features of Costpoint Budgeting & Planning
Application initialization, budgeting utilities, assumptions
Difference between project budgets & organization budgets
Overview and project budget
Key CBP reports for project budgets
Questions/Conclusion
Overall Agenda
4 ©2012 Deltek, Inc. All Rights Reserved
Project Lifecycle
Proposal BudgetMonitor/
EACProject
Closeout
MS Project/Primavera
If you use Schedule Software, it can be uploaded into B&P
You can use prior projects to create a proposal
Copy your proposal to a budget
Monitor your budget and create EAC’s with actual cost
Finalize your project and continue your cycle to the next project
9 ©2012 Deltek, Inc. All Rights Reserved
Project Lifecycle
Proposal BudgetMonitor/
EACProject
Closeout
MS Project/Primavera
Government Contractor
$500 M in revenues, 2400 employees
3 groups, 25 divisions, 80+ Orgs
Using Budgeting and Planning Module
since Summer 2009
Camber
10
Deltek Budgeting and Planning allowed Camber to rollout common processes and a tool to 3 groups, 25 divisions and
80+ orgs – all of which had their own processes and nuances when it came to planning and budgeting.
“With Costpoint Budgeting and Planning, we are able to accurately project revenues – something we could never do.
Before, everyone lived in spreadsheets and you never knew where you were. Now we have visibility and access to all
the project budgets and easily roll them up to the corporate budget. The on-screen analysis with drill downs make it an
invaluable tool for Finance and Project controls, managers and administrators alike.”
- Robin J. Entrekin, Director-Information Assurance
12 ©2012 Deltek, Inc. All Rights Reserved
Understanding the capabilities of CBP
See the value associated with using the product for budgeting
and forecasting
Understand the use of project budgets
Understand the differences between organizational and
project budgets
Understand how CBP can become an integral part of your
management information system
Key Takeaways
13 ©2012 Deltek, Inc. All Rights Reserved
Costpoint Budgeting and Planning provides managers with easy access to performance data for both projects and organizations.
Provides fully integrated set of budgeting, forecasting and reporting tools in a web-based environment
Enables seamless integration with Costpoint via overnight synchronization processes
Has an “Excel®” look and feel helping users become acclimated quickly Enforces Costpoint validations for budgeting Eliminates “spreadsheet chaos” assembling multiple workbooks from
various sources (wondering and hoping that you find all the boo-boos before you submit final budgets)
Provides “one stop shopping” for budgetary analysis from the highest level summary income statements down to the utilization for specific individual employees
Incorporates multiple report options for comparison of budgets and forecasts to actual results
Practical Features of CBP
Project Budgeting
©2012 Deltek, Inc. All Rights Reserved14
Initialization Requirements
Holiday schedule
Indirect pools and rates
Employee specifications
(categories, escalation, etc.)
Generic rate categories
Account mapping to tabs
Budget utilities
Historical loads
Status maintenance
Budget assumptions
Project level for budgeting (locked
in once selected) Charge level
Revenue level
Other level
Hours (resources) to be consumed
By period (within the PoP)
Revenue assumption (for
transaction based formulas) are
integrated.
All project budgets prepared in one
source. No more wondering about
calculations, roll-up budgets, etc.
Includes proposals, non-backlog, and
EAC budgets.
Project Budgeting
30,000
40,000
50,000
60,000
70,000
80,000
90,000
100,000
Revenue
$80,000
$20,000
Project Budgets Budget Risk
Total
Organization
Budget
CBP has the
ability to
monitor the
amount of
budget risk
inherent in your
organizations.Project
Budgets
* At Camber, we
eliminate the budget risk
by creating organization
budgets from
summarized project and
non-backlog budgets.
15 ©2012 Deltek, Inc. All Rights Reserved
Project vs. Organization Budgets
©2012 Deltek, Inc. All Rights Reserved16
More global in scope
Goal-oriented targets
Blended assumptions
Focus on the functional
Fiscal period focus
Outlines detailed activities by
specific project
Identifies resource
requirements needed for
execution
Lists specific project
cost, schedule and
performance assumptions
Constrains budgets by
contractual parameters
Period of performance focus
(by fiscal period)
Strategic Budgeting
(Organizations)
Tactical Budgeting
(Projects)
17 ©2012 Deltek, Inc. All Rights Reserved
OverviewA typical budget development launch screen for a budget
level project.
Functions
Navigation
Information
Reports &
Actions
The Launch Page
©2012 Deltek, Inc. All Rights Reserved18
Functions
Cost Analysis – Actual results, reports, visual displays, drill downs, etc.
Budget Development – Develop budgets, forecasts, EACs, utilities
Performance & Variance – Comparative reports, variance analysis
New Business & Proposals – Proposal budgets, non-backlog
projects, cloning utilities, etc.
AOP/Outlook Analysis – Budget/EAC status
Supplemental Reports – Special reports and graphs (PSRs)
Earned Value Management – Reports and utilities supporting EVM (basic
EVM functionality, not ANSI-748 compliant)
The Launch Page
©2012 Deltek, Inc. All Rights Reserved19
Navigation
Enter project ID directly – Actual
results, reports, visual displays, drill
downs, etc.
Point & Click – Develop
budgets, forecasts, EACs, utilities
Information
Important project
data provided
for user
The Launch Page
©2012 Deltek, Inc. All Rights Reserved20
Reports
Varied reports available for
projects with drill down
capabilities
Easy export to Excel®
Module specific
Actions
Change password
Add users to project
accessibility
The Project Budget
©2012 Deltek, Inc. All Rights Reserved21
Tabs to organize types of costs to enter
Validated point & click data entry
Data entry shortcuts
Export, save, commit, delete
Excel look & feel
The Project Budget
©2012 Deltek, Inc. All Rights Reserved22
Budget preparation tabs
Staff Hours – Enter hours by period for employees working on project
Materials – Enter material costs by period
Subcontractors – Enter subs (as a vendor cost)
Mat’l Handling (Other) – Enter other non-labor costs consumables
Travel – Enter travel budgets (by employee, event, etc)
Consultants – Enter consultant (as a vendor cost)
Other Direct Costs – Enter other sundry direct costs
Subcontractor Hours – Enter sub costs as hours by employee or PLC
Consultant Hours – Enter consultant costs as hours by employee or PLC
Staff Escalation – Enter employee escalation by employee in effective period
Burden Cost – Summary of entered budgets, including access to revenue setup
and revenue review.
Reporting…The sky’s the limit…
©2012 Deltek, Inc. All Rights Reserved23
Using Cognos 10, numerous and invaluable reports have been developed to provide management
with data used to evaluate projections. This particular report is one of many internally developed and
tailored to our needs.
Demonstrated the ability to create comprehensive project
budgets using comprehensive variables.
Briefly discussed the differences in the focus of preparing
project vs. organization budgets.
Reviewed ease of entry
Discussed reporting possibilities
Conclusion
Thank You!
Contact information for questions:
Robin Entrekin
rentrekin@camber.com
(256)508-9005
Martha Manning
marthamanning@deltek.com
(877)457-7765
Suggestions for other activities at Insight:
• GC-318 Costpoint Budgeting and Planning Roadmap
and Customer Round Table
• Visit the Costpoint Budgeting & Planning kiosk
in the Expo Hall
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