Loading Budgets and Daily Rates - an example

Daily Rates (also known as Rate Cards)

• Are loaded against supply teams.

• Represent cost per person per day for a person from that supply team

• Are hierarchical - a daily rate at the top level of the hierarchy will be used for all descendant teams unless a different rate is defined by a descendent team.

• Are used in calculations in planner and forecast for a planning period as follows:

  • (FTE x Daily rate of member’s supply team x Number of working days defined in the planning period)

• The total cost of a demand team is a sum of the above calculation across everyone in the demand team. This is the Planned or Forecasted Total Cost of the demand team

Budgets

• Each demand team can be given a budgeted value for people from a supply team. This represents the expected financial amount for the resources consumed by the demand team from the supply team. This is the Budgeted Total Cost of the demand team against that supply team for a given planning window.

• This value is compared against the Planned or Forecasted Total Cost of the demand team to see if team composition is tracking under or over budget.

• Creating budgets against the supply team at top level of the supply hierarchy can be thought of as allowing the specified demand teams to pull from everybody in the organisation. This can simplify loading of budgets (it can be done in one row) but will prevent the ability to see planned or forecast costs against budget for lower supply teams such as chapters.

Loading Budgets and Daily Rates

The ‘teams csv’ import is used to set up data related to budgets and daily rates.

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Here is an example teams import file.

The organisation has two demand teams, A00057 Capture and Release and A00058 Goonsquad

In the import file,

• Team ID is the TeamForm internal ID

• Name is not required in the import file - is included in this example just to make it easier to refer to the teams

• Capabilities is the highest level supply team in our structure. We define our budgets against this team, for a duration equal to a planning period (often a quarter).

• The daily rate for people in the Capabilities team and its descendant teams is $100

  • Analysts is a supply team that is a descendant of Capabilities, and we override its daily rate to $200. Descendants of Analysts will also have a $200 daily rate

• We use two columns to define budgets in this example, one for each planning period for which we seek to define budgets.

  • The column headers take the format Budgets:<planning_period_id>. Planning period ids can be found via: Settings → Data integrations → Allocation datasource

  • The cell values are one or more combinations of a demand team id and the dollar budget amount, in the format: <team1_id>:<$amount>;<team2_id>:<$amount>;…

  • In the above example, the demand team ‘Capture and Release’ has a $20,000 budget allowed from ‘Capabilities’ in planning period T1 (T1_0000001) , and $30,000 in T2.

  • ‘Goonsquad’, another demand team, has a budget of $10,000 allowed from ‘Capabilities’ in T1, and $15,000 in T2.

Viewing budgeting information in planner and forecast

Budgeting functionality needs to be enabled in the UI with these toggles:

• For Planner: Settings → Planner Config → Budget Config → Enable Planner budget target → Save

• For Forecast: Settings → Forecast Config → Budget/Financial Config → Financial forecasting → Save

Once the teams import has been completed successfully, TeamForm will show budgets and the forecasted total cost against the relevant teams

Budgeting in Planner

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In the above image from Planner we can see the budgets and daily rates in effect. ‘Capture and Release’ is using $16.8k of its $20k budget assigned to it from the import. The breakdown of cost is shown on a per supply team basis. For ‘Finance’ there is 1 FTE at $100 per day, and the planning period ‘T1’ is 20 working days long. 1 x 100 x 20 gives $2,000. For Analysts, the daily rate is $200 for 1 FTE over 20 days, giving a total of $4,000.

The same calculations can be seen for Goonsquad.

Budgeting in Forecast

The same information is shown in Forecast, over more than one planning period:

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This screenshot shows budgets defined across 4 planning periods. The same calculations are performed on each planning period, and results are summed into the budgeting column. Total forecasted cost changes based on the forecasted FTE entered by users into the cells.

Summary

• Budgets and Daily Rates provide a way to track budgeted cost and total forecasted cost of demand teams

• Planner & Forecast can be used to visualise budgeted cost and total forecasted cost once imported