A View to Budget Remaining when forecasting resources...

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  • Updated 6 months ago
  • Under Consideration
We are looking at transitioning off of a home-grown application for resource forecasting and leveraging the feature of Replicon, as we already use Replicon for Time Tracking & Expenses, etc.  The biggest feature we are missing is the ability to see the Budget Remaining when allocating resources to a project.  This should be in the from of both Hours (if budgeted) and/or Dollars.  This is invaluable when planning how far into the future a resource should be forecast on a particular project...
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Roll, Erik

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  • cautiously optimistic?

Posted 1 year ago

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Aashnee Kamboj, Community Moderator

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Hi Erik,

Thank you for using the Replicon Community!

I wish to confirm three things before we proceed to the solution:

1. How do you calculate a budget for a project? Is it a manual calculation you perform or is it something that you track based on some calculations in the Replicon System
2. Where do you currently track budget? And how is the budget related to resource allocation and resource actual hours?
3. Where do you want to see the remaining budget? Is it on the project screen or is a report fine for you?Is it alright if a report is emailed to you periodically with the budget details?

Thanks,
Aashnee
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Roll, Erik

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Hi Aashnee, typically we would want to use the Estimated Hours minus Actual Hours logged to date as the 'Available Hours' to forecast. As we allocate hours for a given resource, the entered forecast should then further reduce that 'Available Hours' to forecast number.  A report would not work as it needs to update in real time as forecasts are entered. 
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Aashnee Kamboj, Community Moderator

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Hi Erik,

What if we can give you a real time report that every weeks runs and emails you the forecast (Estimated-Actual) for each project? Would that work for you?

Thanks,
Aashnee
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Roll, Erik

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What we need is a field on the Resource Forecast page that updates in real time that can show Actual Hours booked + Forecasted Hours.   That way, if we know a task has 100 hours in the budget, and 32 hours have already been recorded, then we could see that we should forecast no more than 68 additional hours.  A report would not work, as this number should update as you forecast. In other words, if I assign a resource for a full week as a forecast (40 hours) I should see that I now have only 28 hours remaining to be forecast for this particular task or project...
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Aashnee Kamboj, Community Moderator

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Hi Erik,

Unfortunately, we don't have a provision to do that currently. However, I have put this forward for confirmation to our product management team if this is something in plans.

Thanks,
Aashnee
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Richard, Design Team Manager

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So for fields in our system,what you would like to see is:
  • Estimated Hours = The estimated hours set on each task
  • Actual Hours Booked = The time entered on timesheets towards the task
  • Forecasted Hours = Future allocations to that task (once it is in the past, use the actual hours instead)
All your tracking and planning is done at the task level, so the project level numbers would not work?  Do you do rollup calculations with your task data?
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Roll, Erik

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Rolling up from task to project has no special calculations - clean aggregation.  We'd be fine if it were at the project level (current system does this). Task level would be a "nice to have" but certainly not needed...