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Working with the budgets

Monitoring budgets

1.Task list

Navigate to the Task List -> add filter Budget name -> filter tasks by the Budget. After this, you will able to see all the budget tasks in all your active projects.

If you want to see all the tasks, linked to specific budget, you should select one task linked to this budget and click twice it ‘budget ticket’. Also, you can click on link sign after budget ticket’ and open the budget task in the Jira.

2. Dashboard

Budget view is a visualization mode for the dashboard which contains Budget Utilization % (men hours) of the Projects in accordance to Lead time %. Here you can monitor dependency between Project Priority and Budget buffer

3. Burnup

The main strategy here is to have a periodic overview from Project Manager side to control budget and flow of the project. You need to control the situation and do not allow running out of the estimated Budgeted area and furthermore fit into Approved expenses.

Viewing budget tasks

1.1 In the task list of Epicflow you can filter on the budgets and its related task in the “budget” column. The budget column describes from which budget the task consumes its budget.

When filtering on a specific budget, then all tasks that are directly related to this budget are showed plus the budget task itself. The budget tasks are marked by an orange dot before their task name.

1.2 Example:

Based on out MS-project budget example, we now filter on the “Budget of Engineering module 01” budget, resulting in our three tasks with 90 mh of work in total and the budget task itself.

Note that for the buffer task (the task with orange dot):

  • The 10 mh in the remaining column denoted the buffer left.
  • The 90 mh in the spend column denotes how much of the man hours is used from this buffer.
  • Spend and remaining are calculated automatically, you are only allowed to change the Total mh.
  • These values are synchronized with the MS-project file. You see the same values in our MS-project file example.

1.3 Hierarchy of buffer tasks. The related buffer of the buffer task itself is “Budget for Engineering”. When filtering in the “Budget” column for all task related to engineering, you can see the hierarchy. If a buffer task is is at the top of the hierarchy (so it can’t consume from any other buffer) then you see [Budget] in the buffer column. See the example below.

Effect of budgets on future load

Budget tasks influenced load on Future load graph, it indicates the future work. After linking tasks and uploading the remaining hours info load on the Future load graph decreased.

The priority of a budget task

Priority depends on time duration till nearest milestone, the same as the ordinary task.

The effect of scope changes

Adjust the budget task (add man hours in Total) in case of scope change.
Epicflow will indicate the scope increase by adjusting Total expected in Burnup graph. Project Manager should monitor the dependency between Total expected and Approved not to spend more than planned.

The effect of scheduling tasks belonging to a budget

When you create tasks linked to a budget, budget remaining man hours will decrease.

Closing the budget

When all hours you specified in budget task closed in sub tasks (remaining – 0) the budget is closed.

If you spend fewer hours than the plan you can close Budget task manually:

– in the external system, you can lower Remaining hours to 0 (and change the status to “Done” in the case of Jira).

– OR in Epicflow Tasklist section you can change Total such that the remaining hours become zero. Note that you are not allowed to change Remaining or Spent for budget task – that calculates automatically.

Important: Spent for Budget task is not the same as for the ordinary task, it is the sum of remaining for all linked tasks, this is why you can’t change it.

Updated on December 12, 2018

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