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where do i enter budget information in pwa RRS feed

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    I am wanting to just enter a general budget number for the Project and also want to display cost of the budget.  I cannot find out how to put a budget number of a project.  Is this something that I do by putting a resource (like a software package, etc.) and putting a cost on it?  Sorry...rookie....trying to read and ramp up on things like this.

    Cletus51

    Monday, April 9, 2012 6:29 PM

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    Hi cletus51,

    You can only use a budget concept, by using "budget resources". Those budget resources, you can only assign to the project summary task!

    This is not possible in PWA! You should do this in MSP...

    Regards
    Wim


    Monday, April 9, 2012 7:44 PM
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    If you don't want to spread the overall budget across the time dimension (e.g. 100k$ for 2012, 50k$ for 2013) and are only interested in the total budget per project, you could simply create a project custom field of the type "cost" and track this information there. This will also be easier to maintain and can be done in PWA or Project Pro.

    If you do choose to work with cost resources: You don't necessarily have to use a budget cost resource for this purpose, you could also use a normal cost resource and named it "Budget" or something like that. When working with budget cost resources you're limited to entering the budget on the project summary task, whereas with normal cost resources you can enter costs at every task level with the exception of the project summary level -- so choose wisely... :)

    Hope this helps.


    Wednesday, April 11, 2012 3:14 PM
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    cletus51 --
     
    If it were me, I would create an Expense Cost resource called Software Licenses.  I would then assign the Software Licenses to the task in which the resource purchases the software licenses.  Then navigate to the Task Usage view, temporarily insert the Cost column, and enter the $50,000 of cost in the Cost column for the Software Licenses resource assignment.  This number WILL NOT roll up to the Budget Cost for the project shown on the Project Summary Task (Row 0), so if the $50,000 is not already part of that Budget Cost amount, you should increase the Budget Cost by that amount.  The additional cost to the project for the Software Licenses will shown in the Cost column for the Project Summary Task (Row 0), however.  Hope this helps.
     

    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Sunday, April 15, 2012 5:40 PM
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    Thanks.  I appreciate the help.  I think I know how I will need to handle this now.  This answers my question.  Thank you !!

    Cletus51

    • Marked as answer by Portfoliodude Monday, April 16, 2012 1:30 AM
    Monday, April 16, 2012 1:30 AM

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    Hi cletus51,

    You can only use a budget concept, by using "budget resources". Those budget resources, you can only assign to the project summary task!

    This is not possible in PWA! You should do this in MSP...

    Regards
    Wim


    Monday, April 9, 2012 7:44 PM
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    As Wim van already mentioned there is a concept available of budget resource & work available in MS Project

    follow the article and you should be able to assign budget in cost / work for your project

    http://office.microsoft.com/en-us/project-help/budget-cost-fields-HA010167372.aspx?CTT=5&origin=HA010236930

    Let us know if this helps

    Thanks | Sunil Kr Singh | http://epmxperts.wordpress.com

    Wednesday, April 11, 2012 11:56 AM
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    If you don't want to spread the overall budget across the time dimension (e.g. 100k$ for 2012, 50k$ for 2013) and are only interested in the total budget per project, you could simply create a project custom field of the type "cost" and track this information there. This will also be easier to maintain and can be done in PWA or Project Pro.

    If you do choose to work with cost resources: You don't necessarily have to use a budget cost resource for this purpose, you could also use a normal cost resource and named it "Budget" or something like that. When working with budget cost resources you're limited to entering the budget on the project summary task, whereas with normal cost resources you can enter costs at every task level with the exception of the project summary level -- so choose wisely... :)

    Hope this helps.


    Wednesday, April 11, 2012 3:14 PM
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    I am about there....  If you can guide me a little more, i think i may be off and running. 

    I got the budget fields added into project pro, published back to server, etc; seems to be working; the work and cost budget is showing up at the project summary level.  couple more questions.

    1. how do I account for a software purchase.  in other words, if the software costs $50,000, how do i put an entry in the project for puchasing the software, put the cost on it and it roll up to go against the actual budget cost?

    2. Embarrased by this next question....  when entering the Budget resource types, i mistakenly named the Budgeted Work with the name Budgeted Cost.  I got the type right on it so of course it is in the right type but it is now really confusing because when i assign the budget resources to a new project I am going to have to remember that this field is really Budgeted Work.  For the life of me, I cannot find out how to rename this.  can I delete this and add it again or just rename it?  As you can see from pics below, I am afraid I will delete all my resources if I delete this type now.....if it can be deleted.  I had rather just rename it..  Any idea?   The pic on the left is how it shows up and the pic on the right with the resource name of Budgeted Cost should be Budgeted Work.

    Cletus51

    Saturday, April 14, 2012 9:28 PM
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    I figured out question two above.....duh on my part.  Finally saw where I could rename the resource. 

    However, I still am having trouble with understanding the next issue.

    1. how do I account for a software purchase.  in other words, if the software costs $50,000, how do i put an entry in the project for puchasing the software, put the cost on it and it roll up to go against the actual budget cost?  Does it somehow go against actual cost?  Cost and actual cost continue to confuse me as to how its calculated..

    Cletus51

    Saturday, April 14, 2012 9:35 PM
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    cletus51 --
     
    If it were me, I would create an Expense Cost resource called Software Licenses.  I would then assign the Software Licenses to the task in which the resource purchases the software licenses.  Then navigate to the Task Usage view, temporarily insert the Cost column, and enter the $50,000 of cost in the Cost column for the Software Licenses resource assignment.  This number WILL NOT roll up to the Budget Cost for the project shown on the Project Summary Task (Row 0), so if the $50,000 is not already part of that Budget Cost amount, you should increase the Budget Cost by that amount.  The additional cost to the project for the Software Licenses will shown in the Cost column for the Project Summary Task (Row 0), however.  Hope this helps.
     

    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Sunday, April 15, 2012 5:40 PM
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    I got what you suggested working and I think i can make that fly but I do have a question (and thanks for your help).  Does project not account for the handling of things like travel and living expenses, software purchases, airline ticket purchases, etc., etc. for budget purposes?  In orther words, where I have say 500k for a budget and I roll up all of the work expenses but I cannot roll up the non-work expenses to hit against the budget?  I am new to budgeted with project and I just concerned that I cannot do that.  Am i misunderstanding this?

    Cletus51

    Monday, April 16, 2012 1:17 AM
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    Not directly. You could create a Budget Cost resource for each of these categories to account for the budget estimates. Then create a 'normal' cost resource for each of them to track the real expenses.

    OR

    You could just have several 'normal' cost resources, estimate the expenses and then save your baseline. the baseline cost for these cost resources woudl be saved and that could be seen as your budget. Then the Actual Cost for each of these resources would be entered as you spent the money. Then the cost variance for these resources would be the difference between your budget and your actuals.

    just a thought.

    Brian Kennemer - Project MVP
    DeltaBahn Senior Architect
    endlessly obsessing about Project Server…so that you don’t have to.
    Blog | Twitter | LinkedIn

    Monday, April 16, 2012 1:22 AM
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    Thanks.  I appreciate the help.  I think I know how I will need to handle this now.  This answers my question.  Thank you !!

    Cletus51

    • Marked as answer by Portfoliodude Monday, April 16, 2012 1:30 AM
    Monday, April 16, 2012 1:30 AM