Rolling Planning - Distribution#

General#

The "Distribution" sub-module of rolling planning is explained below. This planning method allows you to see the current project status and progress at a glance. At the same time, it provides an overview of the future planning process, which minimizes uncertainties in the planning. The planning can be continuously updated and an automatic distribution proposal can be used if required.

The distribution module provides an overview of the planned budgeting. You also have the option of customizing the proposed distribution in order to design the budget control of your project according to your needs.

Rolling planning can be carried out in the same way as a work breakdown structure, both on the WBS line and on the budget line.

Setup#

Projects Setup#

Distribution#

Rolling Planning#

The other non-editable fields in the "Forecast" and "Distribution" groups show whether there are corresponding facilities. If facilities are available, this is indicated by "Yes". Clicking on "Yes" or "No" takes you to this facility. The facilities for the "Distribution" sub-module are as follows: Distribution formulas, distribution matrix work package assignment and distribution template setup are relevant.

Distribution Calc. Formulas#

You can call up the distribution formulas via a lookup using the "Distribution formulas setup" field in the "Projects setup" or via the user search.

Distribution formulas are transferred to projects and used there. If a distribution formula is subsequently changed, the "Update projects" function can be used to update the distribution formula in the projects. Only projects with the "Distribution active" indicator are updated.

If the "Test data (preview)" area is filled with corresponding test values, the progression of the formula can be seen in the info box.

Chaotic Formulas#

You can call up the "Chaotic formulas" via the user search.

The chaotic formulas combine several of the other formulas. To do this, the period is divided into any number of equal phases and a proportion of the total quantity is defined. A distribution formula can then be stored for each phase.

General#

Lines#

Distribution Matrix Work Package Mapping#

You can call up the "Work package assignment distribution matrix" via a lookup using the "Work package assignment distribution matrix" field in the "Projects setup" or via the user search.

In this facility, the visibility of matrix row types in the distribution matrices is defined for each work package.

For example, the line types of the billing quantities etc. can be hidden for work packages that contain non-billable internal services.

This setup data is transferred to projects and used there. This means that if an allocation is subsequently changed, this change must be transferred to the projects using the "Update projects" function. Only projects with the "Distribution active" indicator are updated.

Distribution Templates#

You can call up the "Distribution templates" via a lookup using the "Distribution templates setup" field in the "Projects setup" or via the user search.

Distribution templates can be used to define a distribution in projects for each work package code. These fields are used for this purpose:

Update projects#

This function can transfer subsequent changes in the "Distribution matrix work package assignment" and "Distribution formulas" settings to the projects at the same time. The update function can be executed from the two setup pages; either only one of the two or both can be updated at the same time. In general, the update only takes place in projects with the "Distribution active" indicator set.

New PSP version option values#

Setup for standard assignment of the WBS Copy report. See chapter Forecast

Project Templates#

Important parameters for new projects can already be specified on the "Lines" and "Distribution" information tabs in the project templates.

Lines#

Distribution#

Work Packages#

There are also setup fields for distribution in the work package master.

Priority of the furnishing fields#

As described above, there are setup fields that can be defined in the work package master, in the WBS line and/or in the project. How these are prioritized is described below.

Distribution always takes place per WBS line. The fields of the WBS line are checked first, then the project settings and finally those of the work package master. With "Only use distribution fields of lines", the "Project" and "Work package master" levels can be deactivated so that only the setup on the WBS line is taken into account. No distribution takes place without defined fields.

User Setup#

Create project#

When creating a new project using the wizard and a project template, rolling planning fields (e.g. Active distribution) can already be checked in the wizard and adjusted for the new project if necessary. Of course, these fields can also be checked and adjusted directly on the project card on the "Planning" info tab.

Due to aggregations in the course of evaluations, it is recommended to maintain the fields "Distribution formula template" and "Period unit" in the project instead of controlling them exclusively via the WBS lines or the work package master. Ideally, these two fields should therefore already be defined in the project template.

If the WBS is also generated from the project template, the distribution setup fields contained in this template are adopted. However, these fields can be adjusted manually in each WBS line.

The "Distribution of remaining budget" field is not preset by the project template. This field determines how the remaining budget is handled when a WBS line is completed but there is still a remaining budget.

Most of the distribution setup fields are also available in the budget lines and are pre-assigned with the values from the WBS line.

The following fields are available on the WBS line and the budget line for distribution control:

In the PSP on the "Distribution" info tab, the switch with the same name is activated for an active distribution.

Distribution View#

In the ribbon of the project card, you have two distribution views analogous to the two WBS views ("Work breakdown structure" and "WBS with budget view"). The views enable a detailed view of the work breakdown structure by adding a "distribution matrix".

Distribution Matrix#

The distribution matrix is the essential element of the distribution views.

In the "WBS distribution view", the distribution matrix refers to the active WBS line. In the "WBS distribution with budget", it looks at either the active WBS or budget line, whereby budget lines are shown and hidden dynamically.

The distribution matrix shows values such as the planned quantity, broken down by planning periods, which are specified in weeks, months, etc. depending on the period unit. Which rows are visible in the matrix depends on the settings in the "Work package allocation distribution matrix".

The information contained in the individual rows of this matrix is essentially self-explanatory or will be discussed in more detail later. Therefore, only the following will be explained in more detail here:

Function Distribution Matrix#

In the distribution matrix, the following three functions should be used one after the other and in this order:

1. update actual values
2. transfer actual/distribution proposal to planning
3. update order backlog

The "Update distribution" function combines these tasks and executes them automatically in the correct order with a single call.

Update actual values#

The actual values shown in the matrix are updated based on the project items. Unused residual budget is automatically distributed to the next periods, which means that completed activity periods no longer contain any quantities in the distribution proposal.

See also Sequence of an update after completion of a performance period.

Transfer Distribution suggestion in Planning#

Once the distribution proposal has been incorporated into the planning, the planned billing quantities can be updated on the basis of the new planning.

See also "Sequence of an update after completion of a performance period".

Update Invoicing#

Once the distribution proposal has been incorporated into the planning, the planned billing quantities can be updated on the basis of the new planning.

See also "Sequence of an update after completion of a performance period".

Update Distribution#

Combines the three functions described above in a single call. This function automatically executes all three functions one after the other.

Reset Planning#

A manual distribution can be automatically redistributed using the "Reset planning" function on the basis of the distribution settings; the manual changes are lost in the process.

Distribution#

Planning quantity#

If a new budget line is created on the "WBS distribution with budget view" distribution page and the start and end date are specified, the budget quantity entered is automatically distributed in the distribution budget matrix based on the selected distribution setup. For example, from 01.11. to 30.06. there is a monthly linear distribution by quantity.

The top line in the distribution matrix (budget line description) shows the current planned quantity, which corresponds to the distribution proposal line after automatic distribution. If necessary, the planning can be changed manually in the first row, while the values in the distribution proposal row remain unchanged.

Planning amount#

Distribution by amount also automatically takes the setup fields into account and distributes the planning automatically as soon as all the data has been entered. In contrast to quantity distribution, however, the distribution here is based on the amount. A typical example of this is costs that are assigned to a G/L account with a quantity of 1 and a cost price in the budget line. In this case, it is not the quantity 1 that is distributed over the periods, but the amount. If the setting provides for the total quantity to be retained, the quantity is divided up, taking into account the rounding precision, so that the sum of the distribution items is again quantity 1. It is not the quantity that is relevant here, but the amount.

Automatic Update#

If planning-relevant fields such as "Cost price" or "Start date" are changed, the distribution can be updated automatically after consultation.

Distribution Entries#

The distribution items are parallel to the project budget items. Budgeting can be generated from these distribution items, making them the first planning stage from which the project budget items later emerge. The distribution items can be viewed, for example, using a lookup in the "Quantity distributed" field.

Distribution entries transfer value#

This function takes over a distribution in project budgeting by synchronizing the distribution items with the project budget items. Existing budget items are replaced in the process. With this transfer, the application closes the loop to the range of functions explained in the "Project planning" section.

Distribution transfer value#

There are two versions of this function, one for the current PSP line and one for all PSP lines. All planning levels are updated.

The distribution items of the budget lines update the budget items and thus the planning in the budget lines. The planned values are transferred from the budget lines to the corresponding WBS line.

Workflow#

Distribution in project budget lines#

(Initial planning according to bottom-up method)

Distribution level is the budget line

1. create budget lines with planning-relevant fields, especially the planned quantities
2. a distribution proposal is created.
3. transfer of the distribution proposal with the function "Transfer distribution proposal to planning"
4. possible manual change of the planning (= distribution)
5. transfer of the distribution quantity as new planned quantities in the budget lines with the function "Update values from distribution items"
6. transfer of the planning from the budget lines to the WBS lines.

Some of these functions can be executed automatically one after the other.

Distribution in WBS Lines#

(Initial planning according to top-down method)

Distribution level is the WBS line

1. rough planning takes place on the WBS line
2. a distribution proposal is created
3. detailed planning (if desired)

Sequence of update after completion of performance period#

An example will illustrate this update. In a budget line, 600 hours are distributed linearly over 6 months. The start month is January, the end month is June. In the initial planning, a distribution was created and transferred to the budgeting that contains the following values:

In January, 80 hours are booked (i.e. 20 less than planned). We are now in February. January will be completed and the planning will be updated.

With the "Update actual values" function, the 80 hours of actual values are transferred to the distribution matrix and a new distribution proposal is created at the same time, which takes into account the completed month of January with 0 and distributes the 20 hours not worked over the remaining months.

The distribution proposal can now be transferred to planning using the "Transfer distribution proposal to planning" function. However, the new planning has not yet arrived in the project budget items. The planning can still be changed manually.

The "Update order backlog" function is used to adjust the planned billing quantities to the new planning.

The budget line function "Update values from distribution items" can now be used to update the project budget items from the new distribution items.