VPVI-85:Project Reports: Where does the data come from?

Deb Eastberg, SilverEdge

AgendaSummarized Project ReportsOptions that affect valuesWhere data comes from:

Billing Value and Refresh Billing Extensions

Compensation and Contract amounts

Billed, Revenue and Unbilled

ETC, EAC and Budgets

Calculations

Summarized Project Reports

Project Earnings

Office Earnings

Which Report?Office Earnings vs. Project EarningsDo you need to see:

Cost, billable value or both?

Total Billed or Billed by Revenue Type?

Overhead or promotional projects included?

Do you need a drill down to labor, expenses?

Differences: Project Earnings (PE)

Less Rows on the reportColumns (not rows) for Current, YTD, Custom

Period or JTD amountsReport has columns to show Cost and BillingCan include Overhead and Promo ProjectsFields for Budgeted Labor, Expense, ConsultantTotal Billed only (not by Revenue Type)No drill down capability to more detail

Can show Cost and Billing, and different periods on the same line.

No Drill down capability for Labor or Expense amounts.

Single row for each WBS level

JTD Billed, but not Labor Billed, Expense Billed, Consultant Billed, etc.

Budget Amounts can show category values.

Differences: Office Earnings (OE)

Separate row for Current, YTD, Custom Period or JTD amounts

Report will show either Cost or Billing

Will not include Overhead or Promo Projects

Additional Billed values by category fields

Drill down capability for Labor and Expenses

Spent for Labor\Expense Amount is either Cost or

Billing.

Drill down capability for Labor or Expense

amounts.

Row is created for Current, YTD, JTD and/or Custom

periods.

Billed and Revenue by Category

(Labor, Consultant, etc.)

Total Budgeted Amount Only

Showing Project Level Values

Values from the Project are shown.

Sorting to show Phase Values

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Phase values display and are added up for project totals

Activity Options affect amounts on report

Phase 07, which had no activity, was excluded.

Compensation Totals did not include Phase 07

compensation amount.

Questions on PE/OE Options?

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Where do amounts come from?

Compensation vs. Contract CompensationTotal BilledRevenueUnbilledSpent @ Billing

Where do Fee amounts come from?

Project\Budget & Revenue

Compensation = Direct Labor + Direct Expense

Direct Consultants

Reimbursable Allowance = Reimbursable Expense + Reimbursable Consultant

Total Compensation = Compensation + Direct Consultants + Reimb Allowance

Contract Amounts can be date sensitive on reports.

Contract Management report can show unsigned contracts.

It can also show how much business you won in a particular period.

Contract amounts can be assigned to employees.

Contract Management – A Fee History

Contract Fields and OE/PE Reports

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You can include all contracts or only those that have a specific Status or Type.

If you assign a period Contract Amounts on Project

Reports will be date sensitive.

Configuration\Accounting\System Settings

Are your fees entered:

At any level?

At the bottom level (and will roll up to higher levels)?

On Contract Management tab and pushed to Budget and Revenue tab?

Configuration Settings

• Configuration/Accounting/System

Project Fee Entering Method

Note: Don’t change to Lowest Level without first talking to a consultant or testing in your sandbox.

Configuration\Accounting\System Settings

Option to update Budget & Revenue amounts from Contract Management

Backfilling Contracts from Compensation

If you enable the Synchronize Fees from Contract to Project Vision tells you about a Utility you can run.

When you create a contract Vision offers to build a historical contract for you if Budget & Revenue amounts already exist.

Amounts can be pushed to Budget & Revenue

If “Include in Fees” is checked the amounts will update the

fields on the Budget & Revenue tab.

If a contract is entered the Budget & Revenue fields are

disabled.

Budget & Revenue fields

Backlog = Total Compensation – JTD Revenue

Project Reports Columns: Budget & Revenue

Budget &

Revenue fields

Contract

Management fields

Contract Backlog = Contract Total Compensation – JTD Revenue

Project Report Columns: Contract Management

Questions on Fee Amounts?

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Revenue vs. Billed vs. Amount Bill

Invoice Income Accounts are mapped to Project Columns for: Fees Labor Expense Consultant Add-ons Units

Configuration\Accounting\Accounts Receivable

• Billed = Invoiced

• Revenue = “It’s complicated”

JTD Billed and JTD Revenue

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If this box is unchecked Revenue = Billed.

• If Revenue Generation feature is enabled, then you will assign a revenue method at the lowest work breakdown structure level of each regular project.

Configuration\Accounting\User Defined Revenue

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Vision comes with standard methods…

…or you can create your own methods.

Vision comes with standard methods…

OE and PE Unbilled (is not unbilled time and expenses)

Unbilled = Revenue – Billed

Unbilled is not unbilled time and expenses.

The only reports that show unbilled time and

expenses are the Project Detail and the Unbilled

Detail and Aging.

Billing Rates on Project Reports

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JTD Spent @ Billing

Potential Bill value – If I could have billed ever record at its original bill rate

Written off, Deleted, Hold all have Billing Value

Often compare to Total Compensation or Plan – How much more can I work on this job?

Use as Project Reporting Default Terms

The Use as Project Reporting Default Terms Only means the labor will not show on the invoice but will use the rates on PM reports.

If the labor method is NOT “No Labor Billing”then Vision uses that labor method.

No Labor Billing

If the labor method is set to No labor billing (regardless of the checkbox setting) then…

Vision will use the settings in Configuration\Billing\Reporting Default Terms for billing rates.

Labor Billing: Missing or inaccurate billing rates

Billing Rates are stamped on a record when posted.Verify Billing Rates on posting reports or Labor

Detail ReportRates are most often wrong because:Billing terms were not set up at the time of postingBilling Terms have changed since posting

– Billing Report\Missing Billing Terms– Use Refresh Billing Extensions to correct rates

Billing Rates

Corrected Billing Terms = Invoice is

correct, but report is still not correct.

Refresh Billing Extensions

Don’t run this for all

projects and a huge

date range!

Which accounting

periods?

Unbilled Only?

Updates labor

and expense

billing rates on Project Reports.

Refresh uses current billing terms

All time and expenses at the expected bill value (potential bill value)Project ReviewProject ReportsiAccessJTD Bill on PlansJTD Spent on Project Budgets\Labor Billing and

Expense Billing tabs

Labor Billing, Report at Billing, JTD Billing

Questions on Billed, Revenue & Billing Amounts?

Budgets and Budget ValuesTypes of BudgetsEstimate to CompleteEstimate at Complete

ETC and EAC from Budgets

JTD Spent + ETC = EAC

Job to Date Spent + Estimate to Complete = Estimate at Complete

Project Budget Worksheet

Project Budget Worksheet• Created in Accounting\Budgeting\Project Budget

• No option to budget by Employee

• Must budget labor by Labor Code

• No date sensitivity

• ETC and EAC must be updated manually.

Budget WorksheetConsultant LedgerOffice EarningsProject Review\Cost AnalysisProject Review\Billing AnalysisProject EarningsProject ProgressProject Summary

Project Budgets on Project Reports

Vantagepoint Plan\iAccess or Vision

Plan by employee or generic resource.

Plan for specific periods of time.

Consultant LedgerOffice EarningsProject Review\Cost AnalysisProject Review\Billing AnalysisProject EarningsProject ProgressProject Summary

**If you own Planning you can also see these amounts on Resource Planning and Project Planning reports.

iAccess\Planning\Vantagepoint Budgets on Project Reports

Project Report example

JTD Spent + ETC = EAC

Job to Date Spent + Estimate to Complete = Estimate at Complete

ETC and EAC from Planning is date sensitive

ETC and EAC from Project Budget is manually entered amount.

Project Review

If using Planning the Estimate to Complete

is calculated automatically based on future planned

values.

Select the Budget Source of Plan or

Budget.

Questions on ETC and EAC?

Creating Your Own FieldsCalculated Fields

Calculated Fields on Reports

Reporting Calculated Fields will be “personal”, so no one will be able to see them but you.

Configuration\General\Calculated Fields

Fields created within Configuration will be available to anyone with access to the report.

Using a Condition

Use a condition to create more complex calculations.

Also, use this to avoid “division by zero” errors.

Using a ConditionTotal Comp = 0JTD Billed = 12,000

This calculation will be 0 – 12,000 = -12,000

Total Comp = 0JTD Billed = 12,000

This calculation will show a result of zero.

Control Format

How to display zero values, negative amounts

Data Type of Numeric or Percent

Perform Calculation On…

Detail Lines (with option to Sum Up on Total Lines)

Each Row from the Query (same as Detail lines with Sum on Totals)

Last Group Line (with option to Sum Up on Total Lines)

All Detail and Total Lines

Tip: Modifying a Calculated Field

After modifying the field in Configuration open it here, so that the changes are refreshed.

Questions on Calculated Fields?

Thank you for attending!Questions & ContactsPlease visit me during lunch tomorrow in the Expo Hall at the SilverEdge booth.

Deb Eastberg1-800-438-6860 ext. 725Deb@SilverEdge.com