Cost Plan and Budget Plan amounts don't match

Document ID : KB000025070
Last Modified Date : 14/02/2018
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Description:

I have an approved budget plan, I created a new cost plan and made it the Plan of Record (POR). When I submit and approve this new POR as the new Budget Plan, the amount shown for the new budget plan to be approved is different from what's in my POR.

Solution:

In version 13.1 and lower, when you submit a new or revised cost plan POR, the amount to approve for new budget plan is the union of the budget plan POR amount and the new cost plan POR amount.

In version 13.2 and up, an option has been made available to either 'merge' or 'replace' the existing budget plan POR, if the 'merge' option is chosen, it is functioning the same way as pre-13.2 and you could still see an expected mismatch between your cost plan POR and your submitted budget plan.

 

The following is an explanation on how Pre-13.2 and the new 13.2 'merge' option works:

Data in a budget plan that does not overlap the data in the cost plan will be preserved. Overlapped data will be replaced to match the cost plan, and new data from cost plan that doesn't already exist in the budget plan will be added to the budget plan.

The type of data can be duration of plan, group-by line item values, and/or sub-group-by line item values, and specific TSV cell values.

Here is an example where the cost plan has a different duration than the budget plan (but no change to the group by value such as Charge Code):

The project has an budget plan marked as approved and current, it has one detail row for $100 per month from January through December, total amount equals $1200. 

You then create a new cost plan for $1000 per month from March through December, the total amount for this cost plan equals $10,000.


When this cost plan is submitted as the new budget plan, the new budget plan will have a total of $10,200 where $200 ($100 each for January and February) is from the existing budget plan + $10,000 (March to December) from the new cost plan. Here the months of January and February are preserved on the budget plan, and the months of March through December are added from the cost plan.  

What if I want to discard the existing amount for January and February in my budget plan, but the version 13.2+ 'replace' option is not available or feasible for some reason?

You could do the following:

1. Create or update the cost plan so that it includes the months of January and February, the group by value should remain unchanged and matches the budget plan. 

2. Enter new values for January and February to have $0 amount, submit this cost plan as plan of record for approval.

Result: The total amount to approve will now be $10,000 because the $0 for January and February from the cost plan have replaced the $100 in the budget plan for the same months, while March through December are not changed.

Note: Populating zeros to clear existing data in budget plan can be easily accomplished by performing a XOG read action for the existing budget. Change the existing segment TSV cell data to zeros and perform a XOG write action into the application as a new cost plan. Once the new cost plan has been uploaded, mark it as the POR and submit it as the new Budget. A better option, if you are on version 13.2 or up, is to use the 'replace' option during budget submission.

Here is an example where you have new detail row and also an overlapping month: 

The project has an budget plan marked as approved and current, it has one detail row for $1,000 per month from January through June, total amount for the row as well as the whole plan is $6,000.

You then create or modify the cost plan POR so that the plan duration is June through December, June has $2,000 while the months of July through December has $1,000 each. Now the cost plan total is $8,000.

When this cost plan is submitted for approval, the new budget plan will have a new duration of January to December, still the same detail row but a total of $13,000 because January through May from the previous budget plan are preserved at $1,000 each; June is replaced by the June amount from the cost plan which is $2,000; and July through December with $1,000 each are added from the cost plan.

In addition to modifying data for existing detail rows on the Cost Plan, adding new rows will exhibit the same behavior


Still using the same example above, let's change the cost plan again so that it starts in January and not June, also add a second detail row with a monthly values of $1,000 per month for January through December. Now the second row has a total amount of $12,000, while the first row still has $8,000 ($0 for January through May, $2000 in June, and $1000 monthly for July through December), so the cost plan total is $20,000. 

If you submit this cost plan POR for approval, no change is needed for the budget plan's row #1 which has $13,000; and row #2 with $12000 total amount is added. Your new budget plan will now has two rows, and total amount of $25,000.