If you already have an overall Project Budget, you can break it down and plan out the workload in Runn, while tracking if your planning is within budget in real-time.
1. Add Project Budget
From the Project Planner, identify the project you would like to set up the budget
Click on the 3-dot icon next to the Project Name and select Edit Budget
Select the desired Pricing Model from the dropdown.
For the Budget Method, select Roles
Add the total Project Budget to this field.
2. Define Project Rates (optional)
By default, the Standard Rate Card is used (i.e. Default Role Rates). You can skip this step if you are using the default role rates.
If you need to use another rate card, click on Standard (column header of the rates column) to choose another rate card
3a. Add Project Roles and Role Budget
Click on Budget Tab at the top right
Add the Project Roles from the dropdown menu
Fill in either Hours per role OR the Role Budget column, Runn will calculate the amount in the other column for you.
You can also click on Hours to switch the unit to Days
Can I change to another Rate Card or customize the Project Rates after adding Project Roles?
Yes! You can change the project rates at any time.
Go to Project Rates tab
Pick another Rate Card, click on the grey arrow to apply the rates of the selected Rate Card
You can also customize the Project Rate per role by manually filling in the fields under the Project Rate column
3b. Add Other Expenses Budget (Optional)
If there are any non-labour expenses (Other Expenses), you can add them to the Other Expenses Tab
Enter the overall non-labour expenses budget in the Expenses Budget field
Enter the itemized expenses
Runn will compare the total of the itemized expenses and the Expenses Budget and flag if you are over- or under-allocated
3c. Check over- or underallocation
Once you have added the Role Budget and Expenses Budget, Runn will flag you whether you have over- or under-allocated based on the total Project Budget.
Example
In the example above, the sum of role budgets is less than the total Project Budget. As a result, Runn flags to you that you've under-allocated the budget.
4. Add Placeholders and Scheduled Hours on Planner
Once you've set up the Budget, you can start adding Placeholders and add scheduled hours (drag and drop assignments) from the Project Planner:
5. Track if the workload is over or under budget
The Project Planner now displays Total Hours / Role Budget Hours next to the role name on the Project, so you can keep track of whether your planning is within the budget you set!
In the example above, the budget is 112 hours for Cloud DevOps Architect and only 29.2 hours are scheduled, so there is more room to add more assignments for the role.
You can also click on Hours to toggle between different display units:
The overall budget tracker will keep you informed on whether you are over or under budget based on the Total Hours
If you have actual hours entered in Runn's timesheets, Total Hours will equal past actual hours + future scheduled hours