Proposed Budget based on Work Allocations

Requires the following solutions to be installed:

• Work Allocation Forecasted Hours and Cost based on User Rates (c28a99dc-352b-4587-9d6d-d7142c6dd1f2) (if you use User Rates)
• Work Allocation Forecasted Hours and Cost based on Team Rates (4e4e5065-4ed5-4b94-a709-b0627dad922a) (if you use Team Rates)
• Project Portfolio Budgeting v.2 (6e7634a0-8c47-4390-9044-e532b4b0b667)

Note: The solution only works if you use Month Period for planning Work Allocations. It doesn't support Week, Quarter or Year periods.

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Solution Overview

The solution allows calculating Portfolio Epic Proposed Budget based on User or/and Team  Allocations, representing what budget is needed to cover labor expenses of a Portfolio Epic. It'll connect Work Allocations monthly Forecasted Cost (via Demands) to Monthly Budgets of a Portfolio Epic, so that you can see Monthly, and then Quarterly and Annual Proposed Budget of a Portfolio Epic and a Portfolio considering all the created Work Allocations. It's also distribute Forecasted Costs between Run/Grow and CapEx/OpEx categories based on the entered values.

Now when creating a new Work Allocation, you'll have to se CapEx and Run Percentage values defining which part of a Work Allocation should be put into which financial bucket.

Money values will be calculated based on the entered percentage and distribute the Total Allocated Cost between those cathegories:

Note: Please keep in mind that when the solution is installed after you have used a system for some time and you have already had Work Allocations created, you'll need to set the correct CapEx (Percentage) and Run (Percentage) values for existing Work Allocations to get the numbers calculated into Proposed Budget. You can create a metric that will set the same values for all the Work Allocations or manually on each Work Allocation.

Solution Configuration

Connect existing Work Allocations to Monthly Budgets

If you were using Work Allocations before installing the solution, you need to connect existing Work Allocations (their Demands) to Portfolio Epic Monthly Budgets. To do that:

• Go to Settings -> Automation Rules
• Open the following automation rule:
  • Manual trigger - connect Demands to Work Allocation parent Budgets
• Click Save and Trigger button

Configure the solution for other entity rather than for a Portfolio Epic

By default, the solution works for Work Allocations connected to Portfolio Epics. If you do budgeting on some other rather than Portfolio Epic entity, for example, Epic or Initiative, you need to adjust several rules in the solution. To do that:

• Go to Settings -> Automation Rules
• Open the following automation rules:
  • Connect Demands to Work Allocation parent Budgets - main rule
  • Trigger - connect Demands to a newly created Budget
  • Manual trigger - connect Demands to Work Allocation parent Budgets
• Add the needed entity names, for example, Epic to the line instead of a PortfolioEpic
• Then click JSON
• Add Epic to the BudgetParents parameters instead of a PortfolioEpic
• Click Save button

Note: For now it only works for one parent entity. We'll allow to connect it to several entities Budgets (Product, Value Stream, etc) in the upcoming solutions.