In order manage the budget control development, the user first needs create approval mailing groups and assign individuals to these groups so that they get notified when RFC requests are made. Two approval groups are required to be set up via the Manage Subscriptions menu option
Below shows two groups that have been set up. On the left are the groups and on the right which individuals are within those groups that notifications will go out to for approvals
In order to use this functionality, the process begins from setting up the Programme where the user is able to flag that the budget will be managed manually. This is controlled by placing a Tick in the checkbox which then makes the approvals groups fields to appear, where they will add two tier groups with the first requiring a value nominated. Then the second tier would be invoked if the value is above the approval limit.
Once the Programme has been created, Projects can be assigned to the Programme, and each of these Projects could have their own individual budgets assigned to them
The user can create Projects from the Programme record via the Create Projects Icon at the top of the page
The following screen is shown. The user indicates how many Projects they want to create and then selects Next button
User then completes the Project create form and then clicks next
User is then presented with the next screen so that they can assign the projects to the related properties and they have the option to add more projects if needed and to be able to delete any that they may not need. This screen will also show any other projects that may already been assigned to this programme. Once completed, the user will select Finish button
The main screen now shows the Programme with the associated projects assigned
To manage the additional requests for budget is carried out from the individual Projects. The original budgets are entered into the Financial widgets on the Project. The user would populate the values and then check the Manual Budget checkbox and save the record
This will now all show on the Project RFC widget on the Project record. It is from here that the relevant user will request additional budget using the +Add New RFC button. This screen is also the screen that managers can review for progress of the Project budget and to see how requests of RFC are going as to whether they have been rejected or Approved. The Pie chart gives a visual indication of budget spend and any remaining values
Now that the Project and budgets have been created, the user can now start to create Request for Change (RFC) requests, which will then be passed onto the relevant approval groups set up earlier for approval or rejection
To set up an RFC, the user will click on the +RFC button within the Project RFC widget
The user is then presented with the TASK screen, where they would populate the General details widget. Ensure an Assigned name is entered, so that they will be informed by email notification if request is rejected
They would also enter the value of the RFC in the RFC cost widget
Once these widgets have been populated, then the user will select the ‘Create/Save then add Trades button. At this point, the user is directed to the Task screen to add which trade or Organisation this RFC relates to. The user will then select to Start the Workflow, at which point the relevant group relating to the value that needs approving.
The users that have been included into the relevant approval groups will then be notified to go in and approve the request. They will get a link to the record from which they would review the request and then Approve or Reject accordingly. If rejected, then they would have to include a comment.
The RFC can be seen on the Project RFC widget
Manually manage Budget changes on Projects
Users are able to detract from the original budget on a Project and to manually manage. There is also a mechanism to be able to add and track additional RFC (Request for Change) budget requests on the project.
The functionality also includes an approvals workflow, so any requests for additional budget notifies assigned approvers to action and provide full visibility.
In order to use this functionality, there are additional actions that need to be carried out in sequence within the following areas (Additional training materials are available that details the set up process)
- Subscriptions
- Programmes
- Associated Projects
RFC progress will now show on the Project RFC widget on the Project record. It is from here that the relevant user will request additional budget using the ‘+Add New RFC’ button.
From this screen managers can review the Project budget and to see whether the requests for RFC have been rejected or approved.
The Pie chart gives a visual indication of budget spend and any remaining values