The screen is composed of two sections. The top section contains all portfolio items along with the financial data. The bottom section contains totals by financial category.
The upper section also shows the schedule of portfolio items as blue and gray bars. The blue bars are of portfolio items to which no project has yet been started. The gray bars are the schedule of portfolio items where a project has been started.
Ordering: using these icons, the ordering of portfolio items can be changed to theme, portfolio funnel or one list.
Number display: here you can set how the values should be displayed: as entered (x1), as thousands (x1,000) or as millions (x1,000,000)
Filtering: clicking here will bring up a panel on the left where all possible filters can be set. Filtering affects only the portfolio items that are at the top of the screen. The totals at the bottom of the screen always remain over the entirety of all portfolio items.
Input and Analysis: here all types of money can be set off against each other for the purpose of data input and analysis. As an example, some logical combinations:
- Planned (Portfolio) versus (Empty): this creates the possibility of filling in the first rough estimate for portfolio items. Since this is the first rough estimate, there is no project yet and you do this first rough estimate on the portfolio. The goal is to get a sense of costs for the medium and long term. This helps balance or prioritize the portfolio.
- Budget versus Planned (portfolio): the lower part of the screen shows, for each financial category, the amount of money set aside for this portfolio versus the budget given to the various portfolio items. Putting the budget next to the planned cost per portfolio item creates the ability to take over this coarse on the portfolio planned cost as the budget. In the lower part of the screen you can then see whether allocating budget to this particular portfolio item fits within the total money available in the longer term: useful for making annual plans, for example. Also, allocating the budget can serve as a starting position for a project.
- Budget versus Planned: in a project, finances are carefully planned. Setting planned costs against the given budget provides insight into any deviations. Indien de afwijking akkoord is, kunnen de geplande kosten met één druk op de knop overgenomen worden als nieuw budget.
- Budget versus Forecast: one step more formal is to use Forecast. in reporting from the project to the portfolio; Whereas planned cost is more something for the project manager, the forecast is intended to provide formal feedback on expected costs.
- Budget versus Actual: If the realization of costs is recorded in the FCC, it makes sense to periodically look at the difference between budget and these realized costs. This gives an indication of whether you are still on track in terms of costs.
Years display: this slider allows you to control how many years are shown in this financial grid.
Display period: here you can select whether the periods should be displayed in months, quarters or years.
Quick filter: if you want to quickly filter on a particular portfolio item you can enter the name or part of the name here.
Scenario mode: moving this switch to the right puts the screen into scenario mode. This gives you the buttons associated with the scenario mode. For example, it is then possible to call up stored scenarios or manage the stored scenarios. It is also possible to apply an already created scenario.
Filter by financial category: at the bottom of the screen are the financial categories. By clicking on the filter bar here you can choose a financial category. Both the top screen with the portfolio items and the bottom part of the screen with the financial categories are then filtered on this choice. It is possible to choose multiple financial categories at once here.
Quickly enter amounts
Amounts can be quickly entered under a portfolio item.
Choose the appropriate financial category here and enter the amount. The amount is then automatically distributed over the scheduled term of the portfolio item.
- Choose the type of money you want to enter.
- Choose the financial category on which you want to enter the money.
- Enter the amount.
- The amount is automatically prorated over the scheduled period of the portfolio item.
Attention! You may not be able to enter a value for each type of money. This has to do with the financial configuration of the portfolio. For example, spending may always be read in from the financial system and may not be entered manually.
Transfer values from one type of money to another type of money
At the touch of a button, you can transfer the values of one type of money to another type of money. This allows you, for example, to easily convert the costs planned on a project to the budget you release for this project.
- Choose the types of money you want to take over: on the left the type in which the amount is to be taken over, on the right the type that serves as the source.
- Press the 3 blue dots after which a small pop-up appears. Click on the message in this pop-up to transfer the amounts.
- Choose whether to apply, cancel or save the change as a scenario.