Add Cost Data to a Project or Program on the Cash Flow Page Manually

Cost data is added to projects and programs for the initial purpose of budget negotiation between managers and budget planners. Keeping cost data up-to-date enables you to view accurate data when assessing the project or program and is used when planning for the next budget planning period.

Total cost is obtained using one of the following sources:

• Manual Entry
• Project Current Actuals from the Cost Sheet
• Configured Cost Sheet Field from the Cost Sheet
• Actual Cost from P6
• Integration with Unifier

If cost data is sourced from Project Current Actuals, Actual Cost from P6 values, or Integration with Unifier, then the data fields are read-only and can only be updated in the source.

If cost data is sourced from a configured cost sheet field, then Total Cost is read-only, but the time distributed values are editable.

To manually add cost data to a project or program:

1. In the object selector, select a project or program.
2. From the  Main Menu, select  Cost and Funds, and then select Cash Flow.
3. In the Planned Budget, Forecast, Actuals or Benefits rows, enter the Total Cost.

   Note: This amount appears in the Undistributed field until costs are allocated by time period.

4. To allocate the budget per time period, select the time period, and enter an amount. Years can be expanded into quarters, and then again into months by selecting  Expand.

   Notes:

   • If you change the Start Date value of a row that already has a Finish Date value, the finish date will shift by the same amount, keeping the duration constant. If you want to change the start date without changing the finish date, then change the finish date after you have changed the start date.
   • If you change the Finish Date value of a row that already has distributed values, the distributed values will adjust so that the same amount is distributed across the total duration.
   • If a value is entered for a year, it will be divided across all 12 months. If a value is entered for a quarter, it will be divided across 3 months.
   • The total allocated costs for all time periods are calculated in the Distributed field.
5. Select Save.

Tips

• You can copy values for Planned Budget into the Forecast row or Portfolio Approved Budget to Planned Budget.

  To copy the values for Planned Budget into the Forecast row, select Copy , then select Planned Budget to Forecast. The planned budget curve must be distributed for this to work.

  To copy the values for Portfolio Approved Budget to Planned Budget, select Copy , then select Portfolio Approved Budget to Planned Budget.

• You can allocate costs per time period before entering the Total Cost. The distributed totals appear in the Undistributed field until you enter a value in the Total Cost field.
• If the Planned Budget or Forecast source is from the cost sheet and values have been updated, a  Score is out of sync indicator appears in the Total Cost field on the Cash Flow page. Select  Refresh to update the total costs, and then update distributed values.