Manage project resources and budget

note

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 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 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.

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See also

Create a project

Manage project tasks

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Resources

Project management