Administrators and project managers (see Enterprise Plan: Project leader permissions) can choose between the view of their own projects and all projects for which they are authorized. You can switch back and forth between your own budget dashboard and the overall view.
1. Budget Dashboard - Personal View
In the view "Personal" only the own tasks and budgets are displayed, this corresponds to the view your employees have available in the Budget Dashboard.
2. Budget Dashboard - Project Leader View
As a project leader you have the overview of all hourly rates and time budgets in the Budget Dashboard.
Marker 1: In the "Tasks" overview, you can see all the tasks available for you.
Marker 2: In the "Users" area, you can see the users who are assigned to the tasks or are allowed to record for them. The bars show the hours "Used" visually separated into billable (green) and non-billable (orange). Red means, you are already over budget.
Marking 3 and 4: If a budget has been directly assigned to an employee, this is indicated by "Employee Budget" (3). If an employee can access a shared project budget, you will see "Project Budget" (4) here. For more information, see point 2. Project Budget vs. Employee Budget.
Marker 6: Select whether the bar view should be displayed "Absolute" or "Relative".
Marker 7: Activate this selection if you also want to "Include inactive tasks" in the listing.
Marker 8: Print or export the project status report.
To view details about a task or customer, simply click on it, this will take you down one level. In our example we are looking at details about the "Sample Website".
Marker 1: In the "Tasks" block you can see details of tasks and subtasks.
Marker 2: The path shows in which task you are. Selecting "All tasks" will take you back to the list of all tasks.
Marker 3: If a task with subtasks has been selected, you will see the details of the subtasks listed here.
Marker 4: In the "User" area you can find details about the employees and budgets. Here you can see if a budget has been directly assigned to the user (Employee Budget), or if the user can access a shared budget (Project Budget). For more information, see point 2. Project budget vs. employee budget.
2.1. "Hours" View
This view shows the planned as well as the consumed hours. Note: Only billable hours are included in the "Actual" consumption. "Non-billable" hours are only displayed in the bar chart, but are not included in the budget status.
You can change this setting to include the non-billable hours (see configuration of the budget pt. 3).
2.2. "Revenue" View
This view shows the hours multiplied by the applicable hourly rate. The hourly rate depends on the planning type, so it can be a fixed hourly rate per task or an external hourly rate of the employee. This view is therefore especially interesting for projects with planning type "User hourly rate" to see the revenue achieved per task.
Marking 1 and 2: If hourly rates are missing for assigned employees, you will see a red warning triangle at the project. In this case, the revenue cannot be calculated. The values in the overview are therefore not correct (see point 4. Adjust employee hourly rates).
2.3. "Costs" View
In this view you can see if you made a profit or loss with a project. So for example, if the hourly budget was already overdrawn, it's still possible that the project still generates a profit because the hourly rate might be higher than the hourly costs of the employee. This is important to see at a glance in order to make decisions about the project.
Marker 1 and 2: If hourly rates are missing for assigned employees, you will see a red warning triangle at the project. If the internal hourly rate is missing, the costs cannot be calculated. Therefore, the values in the overview are not correct.
Note: The internal hourly rate is always used for the costs (see pt. 4. Adjust employee hourly rates).
3. Project Status Report
As an administrator or project manager, you can create a project status report. To do so, click Project Status Report in the Project Manager view of the Budget Dashboard and select the desired format.
Choose the "Due Date" and add a comment if you want.
If you click now on "Create" a project status report will be shown.
4. Budget Warning-Email
You can activate budget warning emails in the "Administration/Settings/Project time". In the Plus Plan, these mails are sent to the administrator. In the Enterprise Plan or in the package of "Extended Authorizations", the project manager receives a warning email as soon as employees exceed certain budget limits.
Administrators must have project manager status to receive these warning emails as well. Details about budget warning emails can be found here.