This document proposes creating budget and resource planning elements in Team Foundation Server (TFS) to replace a current spreadsheet-based system. It would include work item types (WITs) for calendars, budgets, forecasts, resources, and actuals. Benefits include easier creation and editing, eliminated errors, and automated reporting. The process would involve inputting data into the WITs and syncing with Project Server. Reporting would generate comparisons of budgets, forecasts, and actuals at different levels.

1. IEE Budget and Resource
Planning Proposal
November 7, 2013

2. AGENDA
» Overview
» Benefits
» Work Item Types
• Calendar
• Budget/Forecast
• Resource
• Actuals
» Process
» Project Server
» Reporting

3. OVERVIEW
» Create same elements as current spreadsheet, but stored in TFS
database
» Run Budget reports from SSRS, TFS, SharePoint, Excel
» Input actual performance monthly (one WIT)
» Run Performance reports from SSRS, TFS, SharePoint, Excel
» Create Forecast updates at any time, run comparison reports

4. BENEFITS
» Easy to create, can close items that are not approved
» Familiar interfaces (Visual Studio, TFS Web, Excel) for creating items
» Eliminate possibility of mistakes from current spreadsheet
» Can create different levels of reporting; drill down to any level of detail
» Create Forecast updates at any time, run comparison reports
» Automate delivery of reports via email
» Sync with Project Server for high-level schedule view and resource
baseline

5. CALENDAR WIT
» One calendar per year, enter
monthly working hours
» Link to all project budgets and
resources
» Used in Monthly calculations

6. BUDGET WIT
» Created for each project for each
resource type for each department
for each burden rate
» Enter number of Resources per
month
» Link to Resources, Calendar and
Actuals
» Notes field for capturing logic,
meeting decisions, etc.
» Attachments field for any
spreadsheets or artifacts
contributing or supporting this plan

7. FORECAST
» Use Budget WIT, change reason to
Forecast
» Use for forecasting budget updates
as necessary
» Reports generated from the latest
update

8. RESOURCE WIT
» One Resource per project
allocation (Ex. 8.2 = 0.5, IHES =
0.5). Sum of all allocations must
total 1.
» Resource name drawn from AD
list in TFS.
» Link to related project budgets and
forecast updates

9. ACTUALS WIT
» One per month
» Enter all department totals
provided from Accounting (or
Oracle)
» Link to Budgets, Resources and
Calendars

10. PROCESS DIAGRAM

11. PROJECT SERVER
» Using a separate instance of Project Server OR a network accessible .mpp file, sync the
budgeted projects and resources with a project.
» Produce a baseline for the year.
» Compare with actual project plans at the end of each (Month/Qtr/Year)
Sync Projects and resources

12. REPORTING
» Queries:
• Resource $ per month
• Project Resources per month
• Project $ per month/Qtr/Yr
• Department $ per month/Qtr/Yr
• Resource Type $ per month/Qtr/Yr
» Budget Reports:
• Project vs. Resource Balance by Month
• Project Dollars by Month
• Resource Dollars by Month
• Project IN/OUT Totals by Month
• Monthly Totals by Type
(R&D/MOL/Billable/Base)
» Analysis Reports:
• Actuals vs. Original Budget
• Actuals vs. Forecast Updates
• Delta Trend by Department
• Delta Trend by Resource Type
• Delta Trend by Charge Type
• Resource Delta Baseline vs. Final
(Project Server)
• Schedule Delta Baseline vs. Final
(Project Server)

13. COMMENTS/RECOMMENDATIONS
» Project Server should sync with Active Directory
» We need to be able to retain names when resources are removed from AD
» We should have resource calendars turned on in Project Server (to add vacations, sick leave,
etc)

14. THANK YOU
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