Manage project resources and budget

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Sales Creatio

For new Creatio instances this functionality is available for Creatio version 8.0.9 and earlier. Existing Creatio instances keep the Classic UI section after updating to Creatio version 8.0.10 and later.

Add a resource 

Project resources are employees or roles required to complete the project.

To add a resource:

  1. Go to the Projects section and open the needed record.
  2. Click btn_chapter_mobile_wizard_new_role.png in the List of resources detail on the General information tab.
    Project The name of the current project. This is a non-editable field.

    Name

    Resource name. For example, an employee's name or role in the project: “Analyst,” “Developer,” or “Designer.” The field is required.

    Contact A Creatio contact who will work with the project. The field is required.

    Expected working time, h

    Employee's planned working hours within the project. The field is non-editable and is calculated by the system automatically as a sum of all planned working hours of the project tasks within the project. Planned working time for the project task is stored on the Resources detail.

    Actual working time, h

    The number of hours actually spent on the project by the employee. This is a non-editable field. The Calculate actual working time action automatically calculates the value for this field.

    Wage

    The prime cost of the resource for the company. The field is filled in automatically if the external fee specified on the Wages detail for the selected contact is valid at the project start date.

    External fee

    Cost of employee's work for the customer. The field is filled in automatically if an external fee, valid at the project start date, is specified on the External fees detail for the selected contact.

  3. Click Save.

As a result, a new resource will be added to the plan record page.

Add a cash flow 

Keep a record of the project financial operations using the Cash flows detail on the Financial indicators tab

To add a new cashflow:

  1. Go to the Projects section and open the needed record.
  2. Click btn_chapter_mobile_wizard_new_role.png in the Cash flows detail on the Financial indicators tab.

    Number

    Operation sequence number. This is an automatically populated non-editable field.

    Type

    Type of the cash flow, for example, “Inflow” or “Outflow”. The field is required.

    Date

    Planned or actual cash flow date.

    Purpose

    Cash flow purpose.

    Amount, base currency

    Total cash flow amount in the base currency. The field is populated by the user in the currency in which the operation was performed and is automatically recalculated taking into account the exchange rates.

    Project

    Name of the project the operation is related to. This is a non-editable field.

    Status

    Operation status – “Budget,” “Completed” or “Canceled.” The field is required.

    Category

    Cash flow category, for example, “Compensation of expenses” or “General expenses.”

  3. Click Save.

As a result, a new cash flow operation will be added to the plan record page.

Calculate financial indicators  

The project’s financial information is based on the data from the Cash flows and the List of resources details. When calculating the financial indicators, Creatio includes the rates from the project tasks’ Resources details and the project’s List of resources detail.

To calculate:

  1. Go to the Projects section and open the needed record.
  2. On the Cash flows detail on the Financial indicators tab, click The [Calculate} button.

As a result, the following financial indicators will be calculated:

Revenue

Expected

Expected revenue amount of the project. The calculation is done based on cash flows of the “Inflow” type that have the “Budgeted” status.

Actual

Actual revenue amount of the project. The calculation is done based on cash flows of the “Inflow” type that have the “Performed” status.

Total outflow

Expected

Expected outflow amount of the project. The calculation is done based on cash flows of the “Inflow” type that have the “Budgeted” status.

Actual

Actual outflow amount of the project. The calculation is done based on cash flows of the “Outflow” type that have the “Budgeted” status.

Total cost

Plan

The expected estimated cost of the project for the customer. The value is calculated as a sum of products of expected working time and external fees for the project participants.

Actual

The actual estimated cost of the project for the customer. The value is calculated as a sum of products of actual working time and external fees for the project participants.

Prime cost

Plan

The expected estimated cost of the project for the company. The value is calculated as a sum of products of expected working time and wages for the project participants.

Actual

The actual estimated cost of the project for the company. The value is calculated as a sum of products of actual working time and wages for the project participants.

Margin

Plan

The expected financial result of the project. The value is calculated by subtracting the expected outflows and prime cost from the project's expected revenue.

Actual

The actual financial result of the project. The value is calculated by subtracting the actual outflows and prime cost from the project's actual revenue.

Margin, %

Plan

Percentage of expected margin to expected revenues of the project.

Actual

Percentage of actual margin to actual revenues of the project.

Deviation

Deviation of the obtained values from the planned values. The value is calculated as a difference between actual and expected values, for example, between actual and expected revenues.

Deviation, %

Percentage of deviation from the expected value.