Sync Budgets to Resources

The Sync Budgets to Resources dialog allows you to utilize effort calculated when assigning Resources to tasks (either estimated across entire task or specifically scheduled over time) to create initial or additional budgets. This leverages the work already performed by assigning resources to streamline creation of budgets.

You may also easily add budgeted organizations and update budgets to match current Resource assignments. This keeps budgets in sync with changes made to resource assignments.

Note: To effectively use this process, it is important that you are familiar with BST11 Project concepts such as project controls (Budget Method, Variance Level, Organization Variance Responsibility, Budget Category Variance Responsibility), task structure, variance level tasks, budgeted organizations, budget categories, task authorizations and the types of resources that may be assigned to tasks as well as the estimated and scheduled assignments for those resources. For more information on these topics, see Project Budgeting Overview and age Resource Plan.

Overview

The Sync Budgets to Resources dialog box allows you to select the project’s task structure as well as organizations that will be affected by the process and allows you to align organization budget effort for the selected tasks with the previously calculated effort for resources.

The user selects tasks and / or organizations in the dialog and elects whether to set Labor and / or Expense budgets to Estimated or Scheduled resource effort values. When the feature is invoked from the dialog, budgeted organizations / budgets are immediately synchronized on-screen (added or updated) so that you can see the results in real-time.

The dialog box displays the following elements.

Field	Description
Scope	Select the type of resource effort and budget effort that will be included in the sync process in terms of Budget Category classification. Choices are: Expense, Labor, or Labor and Expense (the initial default). The last value chosen by project will be stored and presented subsequently.
Source	Select the type of resource hours (labor resources) or cost (expense resources) that result in calculated effort based on the pricing terms of the project. Choices are: Estimated (the initial default) or Scheduled. The last value chosen by project will be stored and presented subsequently.
Target Budgets	The grid displays rows that match the tasks displayed in the Budgets tab. Beneath the tasks are organizations listed in the dialog as target organizations. These are the budget organizations that will be updated or added by the sync process. The rows display current budgets, resource effort that is eligible to become budget effort and resource effort that is not eligible to become budget effort. Company and task Status are also available for informational purposes. Name: Displays the name of either task or organization. Current Budget Effort: Displays the current (effective) budget effort. It is blank on organization and task rows if no budget effort value exists. New Budget Effort: Displays the Resource effort that is eligible to become budget effort and any existing budgets for inactive / ignore budget categories. It is summed by organization; zero on organization and task rows if no budget effort will exist (i.e., budget will be cleared); blank for tasks that have no organizations beneath them or any descendant tasks. Ineligible Resource Effort: Displays the Resource effort that is not eligible to become budget effort; summed to the task level; blank if none exists; displays on task rows only and rolls up the task hierarchy. Company: On task rows, displays task’s owning company (which may be an inherited value). On organization rows, displays the company associated with the organization. Status: Displays the current effective task status.

Field

Description

Scope

Select the type of resource effort and budget effort that will be included in the sync process in terms of Budget Category classification. Choices are: Expense, Labor, or Labor and Expense (the initial default). The last value chosen by project will be stored and presented subsequently.

Source

Select the type of resource hours (labor resources) or cost (expense resources) that result in calculated effort based on the pricing terms of the project. Choices are: Estimated (the initial default) or Scheduled. The last value chosen by project will be stored and presented subsequently.

Target Budgets

The grid displays rows that match the tasks displayed in the Budgets tab. Beneath the tasks are organizations listed in the dialog as target organizations. These are the budget organizations that will be updated or added by the sync process.

The rows display current budgets, resource effort that is eligible to become budget effort and resource effort that is not eligible to become budget effort. Company and task Status are also available for informational purposes.

Name: Displays the name of either task or organization.
Current Budget Effort: Displays the current (effective) budget effort. It is blank on organization and task rows if no budget effort value exists.
New Budget Effort: Displays the Resource effort that is eligible to become budget effort and any existing budgets for inactive / ignore budget categories. It is summed by organization; zero on organization and task rows if no budget effort will exist (i.e., budget will be cleared); blank for tasks that have no organizations beneath them or any descendant tasks.
Ineligible Resource Effort: Displays the Resource effort that is not eligible to become budget effort; summed to the task level; blank if none exists; displays on task rows only and rolls up the task hierarchy.
Company: On task rows, displays task’s owning company (which may be an inherited value). On organization rows, displays the company associated with the organization.
Status: Displays the current effective task status.

Sync Budgets to Resources

From any of these tabs of the Project: Tasks, Budgets, Earned Value or Resources, highlight the task and / or organization rows to be processed.
Then right-click the right mouse button and select the Budgets to Resources option; or click the Tools button and then select Sync and Budgets to Resources.
The Sync Budgets to Resources dialog box displays with the corresponding tasks / organizations pre-selected.
If needed, in the Scope option, select the type of resource effort and budget effort that will be included in the sync process in terms of Budget Category classification.
If needed, in the Source option, select the type of resource hours or cost that result in calculated Effort based on the pricing terms of the project to be used.
If either of the previous options were changed for this run, the Target Budgets grid will be cleared. Use the Run button to refresh the grid. Depending on selections, you may have to reselect the rows to be processed.
At any time to this point, you may choose to change the rows to be processed.
Click OK when all changes are complete.
The sync process runs and all affected budget rows are updated, and you will be returned to the originating project screen.

Note: As the process runs, it validates that all tasks in the project have an organization. If any tasks have a missing organization, the process aborts with a message to that effect. Replying to the message returns you to the dialog.

Note: If current budgets exist, the process overwrites or clears them. Thus, if any values display in the Current Budget Effort column of the dialog for the rows selected to be synced, a message to that effect displays to remind you. You may choose to continue the process, or to terminate the process and return to the dialog .