Life cycle of the projects in LibrePlan Audiovisual, and management of budget templates, expenses forecasts, and filming productivities. LibrePlan Audiovisual is a sectorial adaptation of LibrePlan designed to solve common problems of the audiovisual production sector.

1. 1 Earnings are the straight-time hourly wages or
salaries paid to employees. They include incentive
pay, cost-of-living adjustments,
and hazard pay. Excluded are premium pay for
Projects Life cycle with
overtime, vacations, and holidays; nonproduction
bonuses; and tips. The mean is computed by
totaling the pay of all workers and dividing by the
number of workers, weighed by hours.
LibrePlan Audiovisual
Level 9 ..................................................
37.84 15.6 37.47 15.8 – –
Level 10..................................................
98.10 14.1 98.10 14.1 – –
Level 11..................................................
105.23 21.8 105.23 21.8 – –
Level 12..................................................
162.25 3.3 162.25 3.3 – –
Not able to be leveled....................................
18.39 4.0 18.91 4.1 13.03 4.0
First-line supervisors/managers of helpers,

2. Project context

3. Context
● LibrePlan Audiovisual is an adaptation of the application
LibrePlan developed by Igalia and Wireless Galicia with public
funding and the collaboration of Galician Audiovisual Cluster
(CLAG) to solve several problematics of the Galician Audiovisual
sector.
● The starting project LibrePlan on which it is based, is a Free
Software web tool for project planning, monitoring and control.
● This is a generic project and resources planning tool, with users
all over the world and an active development community..
http://www.libreplan.com/audiovisual

4. Context
● Being a web application, to allow all the users from an
organization to access LibrePlan from any location it's
necessary that it is installed on a web server with the
required GNU/Linux environment, and Internet
connectivity.
● To access to the LibrePlan Audiovisual application it's
only needed to have installed one web browser from
the supported ones (Chrome or Firefox) and connexion
to the Internet.

5. Phases of the life cycle on
LibrePlan Audiovisual
1. Budget templates management
2. Budget creation
3. Planning of the project from the budget
4. Costs and productivities monitoring and control

6. Life cycle
1. There is an administrable budget templates list.
2. A new budget is created from one of the existing
templates.
3. Costs are introduced for any of the budget items, and
new lines area added or removed if necessary
4. Estimations for the project costs executions are defined,
and the project is planned
5. Once the projects is planned, the automatic original budget
generated forecasts are finetuned if neccesary.
6. Start and end dates for the production are specified and
the filming productivity estimations are introduced.

7. Life cycle
7. Using cost sheets, the expenses produced are tracked
associated to each project item.
8. Project costs execution forecast are adjusted, and
decission projects are taken according to the expenses
associated to each project item cost.
9. Real filming productivities are introduced, to compare it
with the original estimations and readjust the forecasts.
10. Steps from 7 to 9 are repeated till the project ends.
11.The project finishes and all its data keeps stored for later
review and conclusions extraction.

8. Budget templates

9. Budget templates
● They are configurable structures with a tree organization that
groups the elements that will imply cost inside a project.
● Originally they would have a 'Chapter', 'Subchapter', and
'Item' structure.
● Only cost can be specified at an item level, and chapters and
subchapters show the aggregated totals.
● The costs of each item line would be calculated using the next
formula:
item cost = (unit cost * length * units )
+ holidays cost + severance (when appropriate).

10. Budget templates

11. Budget templates
● The list of existing budget templates is on Planning
> Budget templates.
● On this view it is possible to create new budget
templates, or modify the existing ones.
● During the edition of a template, the add button on
the template tree tab would add a new element at
the end of the tree, or inside the selected node.
● Default values are introduced into all the fields that
will be used when a project is created using that
template.

12. Budgets

13. Budget
● It is the result of creating a new project starting
from a budget template, filling in the specific
values of the costs and durations.
● It has two extra columns that allow specifying
the starting date and ending date estimated
for the cost execution of each item.
● New items or chapters can be added, or nodes
of the template that we don't want to use on this
particular budget can be removed.

14. Budget

15. Budget
● Clicking the New button from the main screen will
create a new budget, indicating the new project name,
the template to use and the global starting and end
dates.
● This creates a new budget by copying the data from the
selected template, on which the specific details would
be introduced.
● All the elements for which no particular starting or end
dates are specified, would assume to impute cost to the
total interval of the project.
● To see all the created budgets, access the Projects
List perspective.

16. Project plan

17. Project plan
● Once the budget is ready to be planned, the project plan is created by clicking the
close budget button.
● It is possible to plan the expenses on a chapter, subchapter or item basis,
according to the desired granularity to use on the project monitoring (by clicking on
the Plan icon on each row of a chapter, subchapter or item, respectively).
● In this way, the total cost of each planned element is automatically distributed
along the temporal range defined by the starting and end dates.
● All the modifications done to the project plan don't modify the original budget,
which can be reviewed on the corresponding perspective (Budget).
● The project plan can be accessed from the general data and WBS edition
perspective (Project Details), its Gantt graphical representation view (Project
Scheduling),or a numeric view with detailed information of the estimated forecasts
and real expenses distributed on the time (Advanced Assignment).

18. Project plan

19. Project plan
● To plan at an item level, we can expand the all tree, or open each node
with the folder button on each node.
● It is possible here to modify each item starting or end dates, which will be
used at the moment of pressing the plan icon on each element.
● On the Gantt diagram and on the advanced assignment perspective, only
planned task will be displayed.
● The way of adding or removing lines from the project plan it's analogous
to the administration of budget templates.
● Once the wanted modifications are finished, it's necessary to press on the
Save icon, to store the changes done.

20. Project plan
● From the Project Scheduling perspective it is also possible to
move or resize the tasks, which would redistribute that item
budget using an uniformous function on the selected period.
● There is a graph on the bottom showing realtime the aggregated
of the expenses forecast, and that allows comparing with the real
costs once they are being charged to the project.
● The Advanced Assignment perspective allows modifying with
the desired time detail level the forecasts of the budget assigned
per line, and to review the assigned real economic costs reported
through the expenses sheets.

21. Project plan

22. Project plan

23. Expenses sheets
● Under the menu entry Cost > Expenses, there is the administrable
listing with the expense sheets.
● The reported expenses can be grouped using into sheets with the
preferred temporal granularity.
● On each sheet, the expenses information are introduced and to which
planned elements are related to, as well as the date on which the
expense is reported.
● The button to show costs on the planning, shows bars that show a
length proportional to the percentage of the estimated budget
consumed, both on the individual items as on the grouping nodes.

24. Expenses sheets

25. % consumed per task

26. Filming productivity
● On the Filming progress perspective it is possible to introduce the
beginning and end dates for the dates on which the progress is
being measured.
● Select the unity type to measure, and the total number of elements
to produce.
● If necessary, the automatic lineal distribution done is adjusted, to
fine grain productivity estimations.
● Once the real progress are introduced, the system allows adapting
the future planning and shows the projections of the real
productivity compared with the real measurements and forecasts.

27. Filming productivity

28. Finishing project
● Monitoring, control and planning adjustment
tasks are repeated along all the project
execution.
● Once the project is finished and marked as
closed, it keeps being stored and it's useful for
checking its final deviation and costs.
● It is possible to calculate the benefits or losses
from the project, and which budget elements
caused those variations.

29. Doubts, comments, remarks
libreplan-audiovisual@igalia.com
http://www.libreplan.com/audiovisual/