IEE Budget and ResourcePlanning Proposal

November 7, 2013

AGENDA

» Overview» Benefits» Work Item Types

• Calendar• Budget/Forecast• Resource• Actuals

» Process» Project Server» Reporting

OVERVIEW

» Create same elements as current spreadsheet, but stored in TFS database

» Run Budget reports from SSRS, TFS, SharePoint, Excel» Input actual performance monthly (one WIT)» Run Performance reports from SSRS, TFS, SharePoint, Excel» Create Forecast updates at any time, run comparison reports

BENEFITS

» Easy to create, can close items that are not approved» Familiar interfaces (Visual Studio, TFS Web, Excel) for creating items» Eliminate possibility of mistakes from current spreadsheet» Can create different levels of reporting; drill down to any level of detail» Create Forecast updates at any time, run comparison reports» Automate delivery of reports via email» Sync with Project Server for high-level schedule view and resource

baseline

CALENDAR WIT

» One calendar per year, enter monthly working hours

» Link to all project budgets and resources

» Used in Monthly calculations

BUDGET WIT

» Created for each project for each resource type for each department for each burden rate

» Enter number of Resources per month

» Link to Resources, Calendar and Actuals

» Notes field for capturing logic, meeting decisions, etc.

» Attachments field for any spreadsheets or artifacts contributing or supporting this plan

FORECAST

» Use Budget WIT, change reason to Forecast

» Use for forecasting budget updates as necessary

» Reports generated from the latest update

RESOURCE WIT

» One Resource per project allocation (Ex. 8.2 = 0.5, IHES = 0.5). Sum of all allocations must total 1.

» Resource name drawn from AD list in TFS.

» Link to related project budgets and forecast updates

ACTUALS WIT

» One per month» Enter all department totals

provided from Accounting (or Oracle)

» Link to Budgets, Resources and Calendars

PROCESS DIAGRAM

PROJECT SERVER

» Using a separate instance of Project Server OR a network accessible .mpp file, sync the budgeted projects and resources with a project.

» Produce a baseline for the year.» Compare with actual project plans at the end of each (Month/Qtr/Year)

Sync Projects and resources

TFS Project Server

REPORTING» Queries:

• Resource $ per month• Project Resources per month• Project $ per month/Qtr/Yr• Department $ per month/Qtr/Yr• Resource Type $ per month/Qtr/Yr

» Budget Reports:• Project vs. Resource Balance by Month• Project Dollars by Month• Resource Dollars by Month• Project IN/OUT Totals by Month• Monthly Totals by Type

(R&D/MOL/Billable/Base)

» Analysis Reports:• Actuals vs. Original Budget• Actuals vs. Forecast Updates• Delta Trend by Department• Delta Trend by Resource Type• Delta Trend by Charge Type• Resource Delta Baseline vs. Final

(Project Server)• Schedule Delta Baseline vs. Final

(Project Server)

COMMENTS/RECOMMENDATIONS

» Project Server should sync with Active Directory» We need to be able to retain names when resources are removed from AD» We should have resource calendars turned on in Project Server (to add vacations, sick leave,

etc)

THANK YOU

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