The Organization/Finances/Financial Summary Components/Fields tab is where you configure the fields available for use in financial summaries of any projects in your organization whose category includes the Financial Summary section. This common pool of summary fields ensures that rolled-up data and reporting across your organization's projects will use the same financial summary fields (apples-to-apples rollups/reporting).
When you create a summary fields you assign default values for general properties, apply data source constraints, and configure the data stream source for entries that have no child items. Depending on the behavior when no child item, you can potentially apply filters. Other things you can do on this tab is view references to the field (references exist when the field is in use), and delete fields.
Creating a Summary Field
- Navigate to the Fields tab and click the New button. The New Field dialog appears - make sure the General tab is displayed.
- Fill out the properties as described in the table below and click Save. These properties provide the defaults settings for the field. After you place the field on the summary structure you can edit any properties except (Title and Show on Reports) if you need to adjust them for the current project.
|Title||(Required) Enter a descriptive, unique title. Note that this value cannot be overwritten on the summary itself. If you want to che|
|Description||Optional) Enter any information you think will be useful to the end user, as the text you type here will be the hover text when the user hovers their cursor over the field label.|
|Show on Reports||
Note that this value cannot be overwritten on the summary itself.
|Multiplier||This value allows you to increase or decrease the effective value of the financial data. The value you enter here is the default multiplier to use when this field is added to a project's financial summary. The default is 1, which means the data is evaluated at face value. Use a value of "0" to allow the data to be represented in the summary but with no associated value.|
|Include in NPV Calculations||Not yet implemented. We will be including a calculated field for NPV. When this checkbox is selected, the field you are creating is included in the NPV calculation. This setting provides the default value - once this field is on the structure the setting can be enabled/disabled.|
|Include in ROI Calculations||
Not yet implemented. We will be including a calculated field for ROI. When this checkbox is selected, the field you are creating is included in the ROI calculation. This setting provides the default value - once this field is on the structure the setting can be enabled/disabled.
After you create the field, you configure its data sources.
Click the Data Source tab if you are not already there.
Constraints determine the type of money values that feed the data streams for a field. You can think of a constraint as a kind of filter that applies to the whole data stream. For example, you can choose to include Labor costs only, non-Labor costs only, or both. The table below lists the options. Note that when setting constraints, you'll need take into account what you will want, if anything, for sources when no child items (see below). If you use anything other than "Manually Entered", you'll need to make sure the constraints suit your needs.
When setting constraints, you'll need take into account what you will want, if anything, for the source when no child items (see below). If you use anything other than "Manually Entered", you'll need to make sure the constraints aren't too restrictive. For example, if you
Constraints are applied to each data stream define the type the values that will be feeding the summary. For example, if you select Timesheet Actuals for the Actuals Source when No Child Items, you might want to apply the Capitalized constraint the Actuals Data Stream that comes from timesheet entries * internal rate can be constrained to "capitalized" Constraints include:
- Cash Flow - Inflow or Outflow
- Capitalized - Capitalized, Non-Capitalized, Both
- Labor - Labor, Non-Labor, Both
Configure Source When No Child Items
When creating a field you will select the data feed for the budget, forecast, and actuals, from the following potential sources:
- financial entry forecasts (forecast)
- financial entry actuals (actuals)
- timesheet actuals (actuals)
- staffing role/resource allocations (forecast, budget)
- task estimated hours (forecast, budget)
- task scheduled hours (forecast, budget)
- task level budgets (budget)
- manually entered data (direct entry in the structure, budget, forecast, actuals)
Then, you further specify the source of the stream when the field has no child items (receives no rolled-up value). For example, if there are no child items for a Budget stream, source staffing allocations, task schedules, and even the option to enter a value manually. Each stream has a set of sources, plus the option of manual entry. For example, imagine you assigned the Forecast data stream to a field "Hardware" and choose to configure the Budget source as "Manually Entered", meaning the value is not derived from elsewhere but is entered by a appropriately permissioned user. Alternatively, you can create
Data stream values are constantly updated as new values are entered into the flow. For example, if you designate your Forecasts as a data stream and configure a field to display in the summary, the value in the summary will adjust accordingly as new forecasts are added or deleted or updated.
As mentioned in Configuring Summary Data Streams - General Tab, there are three data sources that feed into the financial summary: Budget, Forecasts, and Actuals. Each of these sources can be fed manually, or by various resources throughout the system, such as timesheet actuals, financial entries, staffing role/resource allocations, and task estimated/scheduled hours. When you select a data stream for a field, you also configure from where the stream's data is derived.
provide a way for permitted users to create financial summary fields from within Organization navigation area (not in Admin).
Note that for the above, relevant filters should be provided. See page 2 of Fin Sum SSA Fields spinoff wireframe. Also, data feeds related to tasks that do not inherently have dates (for example, task level budget) should be contoured/spread across the task dates.
To create a summary field
Navigate to the project Financials section and click the Fields tab.
User provides a Title (required), Description (to be shown on hover in main UI), Show on Reports (None, All, All & Common...default with All), Multiplier (default with 1.00), Include in NPV calculations (selected by default, when the field is added to the fin summary structure, is the default selection shown), and Include in ROI calculations (ditto).