Add items to a budget plan

After you create a budget plan, add items to the plan, such as assets and configuration items. You can then track the estimated target cost of all the items in the budget versus the actual costs.

Before you begin

Role required: budget owner

About this task

These types of items can comprise a budget plan:
  • Budget Items: general budget items.
  • Hardware: hardware items.
  • Software: software items.
  • Labor: users in the User [sys_user] table.
  • External labor: users and groups.
  • Assets Depreciation: items in the Asset [alm_asset] table.
  • Contracts: items in the Contract [ast_contract].

Procedure

  1. Open a budget plan.
  2. Click one of the related lists.
  3. Click New.
  4. Fill out the fields on the form (see table).
  5. Right-click the form header and select Save.

    The application calculates the breakdowns automatically.

  6. Click Recalculate Item Amount if you update budget reference rates.
    Table 1. Form fields for budget plan items
    Field Available for these types of items Description
    Name All types A descriptive name for the item. Enter a name.
    Budget Plan All types The plan this item belongs to.
    Account Code All types The budget sub-account code for this item. You can select a code that is designated as a sub-code of the plan's code. Use this sub-code if you want items to be separated by different codes and assign those codes to different users. Items without an account code take the code of the plan.
    Item Type All types The type of item. Select from the following:
    • Operational Spending: classifies this as an operational expense.
    • Capital Spending: classifies this as a capital expense.
    • Business Transformation: classifies this as related to business transformation, such as consulting services. This option appears for budget items only.
    • Labor: classifies this as a general labor expense. This option appears for budget items only.
    Configuration Item Budget item, Software, Hardware The CI in the Configuration Item [cmdb_ci] table.
    Project Budget item A project in the system that this item is related to. Select the project.
    Item Cost in Plan Currency All types The actual item cost for the number of units and the cost per unit. This field uses the currency that the budget uses.
    Item Cost in Local Currency All types The actual item cost for the number of units and the cost per unit. This field uses the local currency selection that you make on the Cost Details tab.
    User Labor The user performing the labor. Select a user from the system.
    Resource Plan External Labor The resource plan that specifies the users or groups performing the labor. Select a resource plan.
    Contract Contracts The contract from the [ast_contract] table. Select a contract.
    Cost Details
    Local Currency All types Select the currency that pertains to the cost of this particular item.
    Unit Cost in Local Currency All types The cost of each unit in the item. Enter the cost per unit.
    Quantity All types The number of units in this item. Enter the quantity of this item.
    Is Prorated All types, except Asset Depreciation The breakdown is prorated if the start or end date falls in the middle of the time period for a breakdown record. Select this option to prorate the amount. This field is automatically selected and is read only for external labor.
    Is Monthly All types, except Asset Depreciation Assumes the amount entered in the Unit Cost in Local Currency field is not incurred annually, but monthly. The amount is then applied across the entire fiscal period until the specified end date. This field is automatically selected when Is Prorated is selected, and is read only for the external labor item type.
    Item Execution
    Planned Execution Start Date All types, except Asset Depreciation and Contract The date when this item is estimated to begin incurring an expense. The planned dates can determine which budget item breakdowns receive cost values.
    Actual Execution Start Date All types, except Asset Depreciation The date when this item actually begins incurring an expense. The actual dates take precedence over the planned dates in determining which budget item breakdowns receive cost values.
    Planned Execution End Date All types, except Asset Depreciation The date when this cost is estimated to stop incurring an example. The planned dates can determine which budget item breakdowns receive cost values.
    Actual Execution End Date All types, except Asset Depreciation The date when this item actually stops incurring an expense. The actual dates take precedence over the planned dates in determining which budget item breakdowns receive cost values.