Project Budget Setup

User Personas: Project Management

The project budget allows for a job’s original estimated costs and hours to be compared to the job’s actual committed costs and hours as you document the work that your team performs for the contract. Configuring the project budget allows you to take advantage of various job costing reports in eSUB Fusion. Your project budget can be set up manually or imported via the provided spreadsheet template.

To perform the actions described in this article, a user must have the Project Admin - Project Settings permissions.

Use the links below to quickly jump to a topic:

• View and Manage the Project Budget
  • Budget Features
  • Manually Enter Estimates into the Budget
  • Import Estimates into Budget
  • Edit the Project Budget
• Budget Setup with Systems and Phases
• Manage Project Cost Codes

View and Manage the Project Budget

1. Select a project from the project list, then select Budgets under Settings in the slide out menu

Budget Features

Search and Sort the Project Budget

• Use the Search bar at the top of the page to enter your search criteria
• Use the filter button that appears next to the Search bar to make your desired sorting selection

See the Navigating through the eSUB Fusion Interface article for more guidance.

Cost Codes

Cost Codes are used to break down a project's expenses into different activities and cost categories. Using cost codes effectively can enhance the job cost reporting details on your projects so that your organization can become more cost-efficient when budgeting jobs.

The Budget page displays cost codes that are enabled for the project under Settings > Cost Codes. See the Project Settings article for more guidance.

Units and Units of Measure

Units allow your company to define, estimate, and track your production assets for each job.

New Units of Measure can be created by an admin under Settings > Tags Management > Units of Measure. See the Company Settings article for more guidance.

Labor Hours

Enter the estimated labor hours for the job, broken down by cost code.

Cost Categories

Enter the estimated costs associated with each cost category for the job, broken down by cost code. Cost code estimates can be input for any cost category and are not limited by the selected category settings for the cost code.

Manually Enter Estimates into the Budget

From the Budgets page:

1. Select Edit on the action button
2. Use the inline fields to enter the budgeted values for each cost code
3. Select Save when finished

Import Estimates into Budget

From the Budgets page:

1. Select Import on the action button
2. Download the file template and fill it out with your project budget
   • Cost Code Name and Number are required for each budget row
   • Existing cost codes on the import form that have a differing name will be renamed for the given project
   • Use only whole number values and avoid negative values for the hours, units and cost fields
   • If entering units, use the abbreviation for the unit of measure
   • New cost codes on the import form will be created as new company cost codes, if the user has permissions to do so
3. Select Choose File and upload the filled-out file template
   • Make changes to estimates using the inline fields if desired
4. Select Save when finished

If your estimates change, you can re-import your updated budget to overwrite the existing budgeted values.

Edit the Project Budget

From the Budgets page:

1. Select Edit on the action button
2. Use the inline fields to edit the estimates for each cost code
3. Select Save when finished

Budget Setup with Systems and Phases

Systems and phases are an advanced project budget configuration tool that lets you break out your estimates and commitments to a more granular level than what is possible with the default project budget configuration. Using systems and phases can provide additional layers of tracking and organization to your projects which provides more detailed data to better understand where projects are going over or under budget. This information can be beneficial to managers and executives and help to improve planning for future projects.

See the Understanding Systems and Phases as a Budgeting Tool article for more guidance on how to use this feature (this is highly recommended).

If you are already familiar with the feature and want to jump into the setup steps for systems and phases, see the Budget Setup with Systems and Phases article.

Manage Project Cost Codes

Cost codes can be automatically added and/or renamed on your project while importing the project budget. If you are entering your project budget manually and need to make changes to your project cost codes, that can be done by going to Settings > Cost Codes.

*Available in a future release