In the following video, you will get an overview of the Workload sheet. To get a global understanding please take a look at the rest of the article below.
In order to create a detailed budget based on hours and team members, you will want to leverage the workload sheet. In your project and the CONTRACT tab, click the drop-down menu More and select Workload sheet:
Before you begin, please validate that the Workload Sheet shows the Calculation view:
You have the option to bring all your contract lines at once or only define a detailed budget for one or two single contract lines. Both options are explained below:
1. Add all Contract lines:
Click Add all lines to bring all the contract lines into the Workload sheet.
A Confirmation dialog box will display, click Proceed.
Once you have all your Contract lines in your Workload sheet, these lines become Budget lines and you can start defining them. To do this click on the green + icon:
2. Add singular Contract lines:
As shown below, click Add line to define a single contract line:
A Calculation line dialog box will appear. Select the contract line for which you want to create a detailed budget line.
Click on the drop down menu and select the desired contract line. Click Save:
Back in the Workload sheet, the new line will be displayed. Click on the + icon to define this new budget line:
The Add/Edit resource dialog box appears. Complete the required fields as explained below:
Member: Select your project team member (not mandatory).
Project role: Select the role (this will determine the rate used for this budget line).
Description: Fill in a description (not mandatory).
Rate: This field will be automatically populated by the rate of the project role you will have selected earlier.
The new line will be displayed in the Workload sheet:
Tip: To add multiple budget lines under the same Contract line, click on the + icon again and follow the steps above. The results will appear as follows:
To select a new Contract line and create budget lines underneath it, click on the button Add line. Then, follow the steps described above.
Plan your resource budget
Now you are ready to define the quantity of hours per Month per budget line.
The current year is broken down by month by default but you can use the green arrows to navigate to the previous/following year:
Enter the number of planned hours per month in the field boxes. You can use the Tab key to navigate from one month to the other. Also, if the same hours are to appear in the subsequent month, click on the green arrow to copy the value to the next month:
Click on Timeline to change the view to a Timeline based on budgeted hours per month:
This will also show the hours budgeted for each month but in a linear view.
On the top of the page you see the total of the budgeted hours as well as their value.
At the bottom of each Contract line in the Calculation or Actuals view, you will find the total of planned (budgeted) hours and values per month. At the bottom of the Calculation and Timeline views, you will find the total for all contract lines (planned and value) for this project.
When you have completed the Workload sheet, you can update the budget of your project by clicking on Update budget. This will update the budget in the Contract lines of your project.
Note: If no hours have been planned/budgeted resulting in 0 hour values. PSOhub will update the contract line to a 0 value, overwriting any manually entered budget amounts at Contract level. To avoid this, delete the unwanted budget line(s) in the Workload sheet.
Click the orange back arrow to return to the Project: your contract lines will now have been updated accordingly:
In the Contract, the Budget column will now display the values of your Workload sheet:
Once you start booking time towards this project, you can navigate back to the Workload sheet to view your budget (Planned hours) versus Actuals (Used hours).
To do so, you will want to leverage the Actuals.
Click on Actuals and the view will change to the option between Hours and Amount. The Actuals will display the value of the Contract line(s):
Amount: At the top of the page, you will see the total amount of the used Hours and the Remaining budget for your project.
Hours: You will see at the top, the total Hours used and the Remaining hours for your Project.
At the bottom of the Amount page, you find the project's total for Planned and Used. When in the Hours page, the project's total for Planned and Used hours will be displayed. These values will match the project total at the top of the page.