Tracking project finances in Tempo Budgets for Server

To create a new folio in Budgets, you need to have Tempo Budgets Super Administrator permissions:

1. From the Tempo menu, click more... in the FOLIOS section.

2. On the Manage Portfolios page, click the Create New Folio button

   

   or Create a folio link in the sidebar.

3. Select a folio scope. The Folio scope is a list of Jira issues, defined by a Jira saved filter. Select from:

   1. Jira projects – All issues from the selected Jira projects will be part of the folio's scope. A private filter will be created under the folio's creator.

   2. Issues – All selected issues will be part of the folio's scope. A private filter will be created under the folio's creator.

   3. Jira Saved filter – All issues derived from the Jira saved filter will be part of the folio's scope. The filter is reused as is.

   4. Custom JQL (Advanced) – All issues derived from the custom JQL will be part of the folio's scope. A private filter will be created under the folio's creator based on the entered JQL.

   5. Customers – All issues associated with an account linked to at least one of the selected Tempo customers. A private filter will be created under the folio's creator.

   6. Accounts – All issues associated with at least one of the selected Tempo accounts. A private filter will be created under the folio's creator. 

      

4. Select what to track:

   1. Simple Costs – Plan and track costs only.

   2. Costs and Revenue – Plan and track costs, revenue, and profitability.

   3. Earned Value – Plan and track costs using the Earned Value Management(EVM) technique.                               

      

5. Enter information about the new folio:

   1. Name – Enter a name for the new folio. Note that the ampersand (&) character is not supported as part of a title for folios or portfolios. Instead, type the word 'and' within your title.

   2. Main Currency – Select a default currency for your folio.

   3. Start Date – Select the start date for the folio. The start date and the end date for the folio will determine which worklogs are included in the folio cost and revenues.

   4. End Date – Select the start date for the folio. The start date and the end date for the folio will determine which worklogs are included in the folio cost and revenues.

   5. Projects – Select one or more projects to include in the folio. The issues in the project(s) will determine which worklogs are included in the folio cost and revenues.

   6. Portfolios – If you want to include this folio in a larger portfolio, select it here.

   7. Project Manager – Select a project manager.

   8. Risk Level – Select a risk level for this folio:

      1. High Risk

      2. Medium Risk

      3. Low Risk

   9. Description - Enter a description of the folio (maximum 500 characters).

6. Click Create.

Any folio that you create will automatically grant you Folio Administrator permissions for that folio.

To plan human resource costs in Tempo Budgets for Server based upon estimates you need to be a Folio Owner or Folio Administrator:

1. From the Tempo menu, click the folio name. You can also click more... to open a list of all folios.
2. Click the Costs tab, and then click Planned at the top-left.
3. Click Plan from Estimates.
4. Under Select effort to plan for, select either the entire scope of the folio, or narrow it down using a filter or JQL function. 
5. Under Plan Staff:
   1. Name - select a name for the positions created.
   2. Role - select a role for the positions created.
   3. Cost Rate - select a planned Cost Rate for the positions. This rate is individually set, it doesn't necessarily conform to the global user rates.
   4. Effective Date - select a date for the work to start, or choose the Folio's start date.
6. Click Plan. Tempo Budgets for Server will set human resources based on the folio's scope.

Human resources are the salary expenses you plan for the folio to incur at one point or another. The planned costs page shows the calculated cost for each Human resource and Human resource group (title). The cost displayed on group title rows is simply the sum of the costs of the Human resources in that group. You can collapse or expand a group of Human resources by clicking the triangle icon (

To plan human resource costs in Tempo Budgets for Server, you need to be a Folio Owner or Folio Administrator:

1. From the Tempo menu, click the folio you want to open. If you don't see the folio you are looking for, click more..., and then find it on the Manage Portfolios page.
2. Open the Costs tab, and then click Planned to the left.
3. Click the Plan a Human Resource button

   

   . You can also press o on your keyboard.
4. Enter information about the Human Resource:
   1. Name – A name for the position, for example, J2EE Developer 1, Database Administrator, etc.
   2. Category -– Either Operational Expenditures or Capital Expenditures.
   3. Role – A role for the position, for example, Developer, Q&A, Management, etc.
   4. Repeat – The number of positions to create. Example: if you select 6, Tempo Budgets will create six positions.
   5. From – A date for the position(s) to start, or select the Folio's start date.
   6. To – A date for the position(s) to end, or select the Folio's end date.
   7. Planned Effort – Amount of time the position is planned to be active during this folio, either in fixed hours, or as a percentage of total capacity.
   8. Cost Rate – A planned Cost Rate for the position(s). This rate is individually set, it doesn't necessarily conform to the global user rates.
   9. Account – An account to associate the position with.
   10. Labels – A Jira Issue Label to associate with the human resource.
   11. Description – A description about this position.
5. Click Plan to add this human resource cost, or select Plan another, and then click Plan to plan another human resource cost.

To plan expenses in Tempo Budgets for Server, you need to be a Folio Owner or Folio Administrator:

1. Click

   

    or select Tempo > Budgets.
2. In the Manage Portfolios view, select a folio,
3. Select the Costs tab, then click Planned at the top-left to view planned costs.
4. Click the Plan an expense 

   

   icon.
5. Fill in the Plan an Expense dialog box:
   1. Name - enter a name for this expense.
   2. Category - select either Operational Expenditures or Capital Expenditures.
   3. Type - click in the field to select from a list of pre-defined expense types.
   4. Amount - enter an amount.
   5. Currency - select a currency.
   6. Recurring - select Once, or select a frequency and start date for a recurring expense.
   7. Amortized - select this option to spread the expense in equal amounts over a specified period.
   8. Account - select an account for the expense.
   9. Labels - select labels to add to the human resource.
   10. Description - enter a brief description for this expense.
6. Click Plan to create the expense.

You can approve planned costs and revenues to help you track their evolution. Approving a budget sets it as a baseline, storing it for future reference. A baseline is a point of comparison or a benchmark. You can create multiple baselines, so you can compare and contrast various planning scenarios and approve the one that best suits your budget. Once a budget has been approved, you can always switch back to draft mode to continue editing it. The latest baseline is used for all calculations throughout the folio, from the financial information and health indices displayed in the Overview, to the forecasts and reports.

To approve a budget and set it as a baseline in Tempo Budgets for Server you must be the Folio Owner or be an Administrator for the folio:

1. From the Tempo menu, click the folio you want to open. If you don't see the folio you are looking for, click more..., and then find it on the Manage Portfolios page.
2. Open the Costs or Revenues tab, and then click Planned on the left.
3. In the top-right corner of the folio, click Approve.
4. Enter information about the baseline:
   1. Name – the name of the baseline. Each baseline must have a unique name.
   2. Approved By – the name of the user who will approve the baseline.
   3. Description – a detailed description of the baseline.
5. Click Save. The view is switched to Baseline mode and the budget cannot be edited. 

To open a baseline in  Tempo Budgets for Server, you must be the Folio Owner or Folio Administrator:

1. From the Tempo menu, click the folio you want to open. If you don't see the folio you are looking for, click more..., and then find it on the Manage Portfolios page.
2. You can open a baseline for Planned Costs or Planned Revenues. Depending on the baseline you want to edit, open the Costs or the Revenue tab, and then click Planned to the left.
3. In the top-right corner of the folio, click the ellipses (...).
4. Click Open Baseline.
5. Select the baseline, and then click Open.

You can change a baseline's name, select a different approver, and edit the description. To edit a baseline in Tempo Budgets for Server, you must be the Folio Owner or Folio Administrator for the folio:

1. From the Tempo menu, click the folio you want to edit. If you don't see the folio you are looking for, click more..., and then find it on the Manage Portfolios page.
2. You can open a baseline for Planned Costs or Planned Revenues. Depending on the baseline you want to edit, open the Costs or the Revenue tab, and then click Planned to the left.
3. In the top-right corner of the folio, click the ellipses (...).
4. Click Open Baseline.
5. Select the baseline, and then click the pencil icon.
6. Make the desired changes in the Edit baseline dialog box:
   1. Name – The name of the baseline. Each baseline must have a unique name.
   2. Approved By – The name of the user who will approve the baseline.
   3. Description –  A detailed description of the baseline.
7. Click Save.

To plan a revenue in  Tempo Budgets for Server, you must be the Folio Owner or Folio Administrator:

1. Select your folio using Tempo > (folio name).
2. Using the top bar, view planned costs by selecting Revenue, and then Planned.
3. Select Plan a revenue (a).
4. Enter information about the revenue:
   1. Name - enter a name for this revenue
   2. Category - select either Operational Expenditures or Capital Expenditures.
   3. Type - select a type for the revenue.
   4. Amount - enter the amount of the revenue.
   5. Currency - enter the currency for the expense.
   6. Recurring - select Once, or select a period for a recurring revenue.
   7. Amortized - select this option to spread the revenue in equal amounts over a specified period.
   8. Account - select an account to link.
   9. Labels - select labels to add to the human resource.
   10. Description - add a description about this position.
5. Click Plan to complete revenue planning, or select Plan another and click Plan to continue planning revenues.

To plan consulting revenue in Tempo Budgets for Server, you must be the folio owner or be an administrator for the folio:

1. Select a folio using Tempo > (folio name).
2. Select the Revenue tab then click Planned to view the Total Planned Revenue page.
3. Click Plan a consulting revenue (o).
4. Enter information about the planned revenue:
   1. Name - enter a name for the revenue
   2. Role - select a role for the planned consultants.
   3. Repeat - select the number of human resources to plan the consulting revenue for.
   4. From - enter the date to start calculating revenue, or select the Folio start date.
   5. To - enter the date to stop calculating revenue, or select the Folio end date.
   6. Planned Effort - enter the planned effort for the position, either in fixed hours, or as a percentage of total capacity.
   7. Price Rate - enter or select a Price Rate for the consultants.
   8. Account - select an account to link.
   9. Labels - select Jira issue labels to associate with the human resource.
   10. Description - enter a description about this position.
5. Click Plan to complete consulting revenue planning, or select Plan another and click Plan to continue planning consulting revenues.

You can approve planned costs and revenues to help you track their evolution. Approving a budget sets it as a baseline, storing it for future reference. A baseline is a point of comparison or a benchmark. You can create multiple baselines, so you can compare and contrast various planning scenarios and approve the one that best suits your budget. Once a budget has been approved, you can always switch back to draft mode to continue editing it. The latest baseline is used for all calculations throughout the folio, from the financial information and health indices displayed in the Overview, to the forecasts and reports.

To approve a budget and set it as a baseline in Tempo Budgets for Server you must be the Folio Owner or be an Administrator for the folio:

1. From the Tempo menu, click the folio you want to open. If you don't see the folio you are looking for, click more..., and then find it on the Manage Portfolios page.
2. Open the Costs or Revenues tab, and then click Planned on the left.
3. In the top-right corner of the folio, click Approve.
4. Enter information about the baseline:
   1. Name – the name of the baseline. Each baseline must have a unique name.
   2. Approved By – the name of the user who will approve the baseline.
   3. Description – a detailed description of the baseline.
5. Click Save. The view is switched to Baseline mode and the budget cannot be edited. 

To add staff members to a folio in Tempo Budgets for Server, you must be the Folio Owner or be an Administrator for the folio:

1. Select your folio using Tempo > (folio name).
2. Select the Staff tab, then select Staff Members at the top-left.
3. Click Add a staff member (o).
4. Enter information about the staff member:
   1. Staff Member - select the name of the staff member from the list of Budgets users.
   2. Role - select a role for the staff member in this folio.
   3. Overtime Rule - if applicable, select an Overtime Rule to use for the staff member.
   4. Weekly Schedule - select a Weekly Schedule for the staff member.
   5. Holiday Schedule - select a Holiday Schedule for the staff member.
   6. From - enter the start date, or select the Folio start date.
   7. To - enter the end date, or select the Folio end date.
   8. Availability -  enter the availability for the staff member, either in fixed hours, or as a percentage of total capacity.
   9. Cost Rate - enter the Cost Rate for the staff member. This can be individually set, or if the folio uses Global User Rates, the rate will be set automatically.
   10. Description - enter a description for the staff member.
5. Click Add to add a new staff member, or select Add another and then Add to add more than one staff member.

To use global rates for a folio in Tempo Budgets for Server you must be the Folio Owner or Folio Administrator:

1. Select your folio using Tempo > (folio name).
2. In the top bar, click Folio, and then Configure.
3. In the left sidebar, click Accounting.
4. Select or deselect Use Global Rates to synchronize the Cost Rates for staff in the folio with the Global Cost Rates.

To use price tables for consulting revenues in Tempo Budgets for Server, you must be the Folio Owner or Folio Administrator:

1. Select your folio using Tempo > (folio name).
2. At the top-right, click Folio, then select Configure from the dropdown.
3. In the left sidebar, click Accounting.
4. Select Use price table for consulting revenues to make all consulting revenues in this folio use hourly rates taken from a price table.
5. You can click the price table name to see a list of available Price tables. Select the table you want to use. Note that if the selected Price table is later deleted, the folio will revert to using the default price table and a warning will be displayed next to the Price table field. 

Click to enlarge

To copy planned revenue to actual revenue in Tempo Budgets for Server, you must be the Folio Owner or Folio Administrator:

1. Select your folio using Tempo > (folio name).
2. Using the top bar, view planned costs by selecting Revenue, and then Planned.
3. In the right sidebar, click on the ellipses (...) and select Copy to Actual (V).
4. The Planned Revenue will be copied to Actual Revenue.

To add consulting revenue to a folio in Tempo Budgets for Server, you must be the Folio owner or Folio administrator:

1. Click 

   

    or select Tempo > Budgets.
2. In the Manage Portfolios view, select a folio,
3. Select the Revenue tab, then select Actual at the upper-left.
4. Add a consulting revenue by:
   1. Select Add a Consulting Revenue (o) or
   2. In the Worklog Inspector, under Not registered as consulting revenue, use the plus sign (+) to add the staff member as a consultant.
5. Enter information about the consulting revenue:
   • Staff Member - the name of the staff member added as a consultant.
   • Role - select the role the staff member will perform.
   • Overtime Rule - select an overtime rule for the staff member.
   • Weekly Schedule - select a Weekly Schedule for the staff member.
   • Holiday Schedule - select a Holiday Schedule for the staff member.
   • From - enter a start date, or select the Folio start date.
   • To - enter an end date, or select the Folio end date.
   • Billable Ratio - enter the billable ratio as a percentage of total capacity.
   • Price Rate - enter the Price Rate for the staff member. You can set this individually, or if the folio uses Price Rate Tables, it will be set automatically.
   • Account - select the account to link to the consulting revenue.
   • Description - add a description for the staff member.
6. Click Add to add a new staff member, or select Add another and then Add to add more than one staff member.

To synchronize a folio with billed hours in Tempo Budgets for Server, you must be the Folio Owner or Folio Administrator:

1. Select your folio using Tempo > (folio name).
2. At the top-right, click Folio then select Configure. 
3. In the Folio Configuration sidebar at the left, select Accounting.
4. Select Synchronise with the Tempo billed hours to synchronize the the folio with billed hours.

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To configure a forecast report in Tempo Budgets for Server, you need Folio Owner or Folio Administrator permissions:

1. Select your folio using Tempo > (folio name).
2. Click the Report tab at the top (or press '5')
3. Click Show Report for the Forecast Report.
4. Configure the report:

   1. Enter a minimum and maximum amount in Min Amount and Max Amount fields at the top of the report.

   2. Use the date picker to select a Start Date and End Date. You can click Reset to start over.

5. Set the report parameters at the right: 

   1. From the For dropdown select either Costs or Revenues, and from the Account dropdown select the account to associate with this report.

   2. Select the Folios, Categories, or Roles that you wish to include in the report.

To configure an issue costs report in Tempo Budgets for Server, you need Folio Owner or Folio Administrator permissions:

1. Select your folio using Tempo > (folio name).
2. Click the Report tab at the top (or press '5')
3. Select Issue Costs Report and click Show Report.
4. Configure the report:

   1. For - Specifies which financial data source to use.

      1. Actual Cost displays folio's Issues actual cost.

      2. Actual Revenue displays the folio's Issues actual revenues cost

   2. From - The Report Start Date. Click the Folio start link to set the report start date to the Folio's start date. If the report start date is before the Folio's start date, only expenses with an incurred date later than the Folio's start date are displayed.

   3. To - The report end Date. Clicking on the Today link sets the report end date to be today's date. 

   4. Account - This allows you to display amounts of all expenses/revenues and worklogs of issues link to the selected account.
   5. Label - This allows you to display cost of issues for the selected Jira Issue Label. (not available at the portfolio level). Only expenses with the specified label will be use to calculate issue cost.

   6. Custom Fields - In the image below, 'Country' and 'Invoice Number' are custom fields. All custom fields of the type SELECT and TEXT will be added as parameters. The options are based on the values used by the folio items. This allows you to display amounts for the selected custom field values.

   7. Issue Types - Issue types to display in the report.

To configure an expenses and revenue report in Tempo Budgets for Server, you need Folio Owner or Folio Administrator permissions:

1. Select your folio using Tempo > (folio name).
2. Click the Report tab at the top (or press '5')
3. Select Expenses / Revenue Report and click Show Report.
4. Configure the report:

   1. For - Determines which financial data source to use.

      1. Actual Cost displays Folio actual expenses within the selected Start and End date (Start and End date included).

      2. Planned Cost displays planned costs expenses.

      3. Actual Revenue displays actual revenues entries.

      4. Planned Revenue displays planned revenues entries.

   2. From - sets the report Start Date.Clicking on the Folio start link sets the report start date to be the Folio's start date. If the report start date is before the Folio's start date, only expenses with a incurred date later than the Folio's start date is displayed. 

   3. To - sets the report End Date. Clicking on the Folio end link sets the report end date to be the Folio's end date.There is no end date limitation like it is the case for the report's start date, therefore expenses incurred after today are future known cost. Unassigned positions of the folio are not included in the expenses report.

   4. Display Results By - This allows you to break down the information by week, 2 weeks, 4 weeks, Quarter, Calendar Year, or Fiscal Year. Total means no breakdown will occur; all issues for the selected period will be included in a single section. Note that report start date "day" will be the periods starting day. This means if your report start date is a Tuesday and the frequency is Weekly the report will display weekly expenses from Tuesday to next Monday. 
   5. Account - This allows you to display amounts of all expenses/revenues and worklogs of issues link to the selected account.
   6. Label - This allows you to display cost of issues for the selected Jira Issue Label. (not available at the portfolio level). Only expenses with the specified label will be use to calculate issue cost.

   7. Custom Field - All custom fields of the type SELECT and TEXT will be added as parameters. The options will be based on the values used by the folio items. This allows you to display amounts for the selected custom field values.

   8. Folios - if this report is for a portfolio, configure the folios associated with this portfolio here.
   9. Categories - Expenses or Revenues Categories to be included in the report.
   10. Roles - Salary or Consulting service titles to be included in the report.
   11. Types  - Expense or Revenue types to be included in the report.

To configure a steering committee report in Tempo Budgets for Server, you need Folio Owner or Folio Administrator permissions:

1. Select your folio using Tempo > (folio name).
2. Click the Report tab at top (or press '5')
3. Select Steering Committee Report and click Show Report.
4. Configure the report:
   1. Status as of - Status as of selected date.
   2. Compare to - Reference Date that allows you to see indices variations.
   3. Label - This allows you to display amounts for the selected label (not available at the portfolio level).