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Procore

Set Up a Labor Budget to Actual Report

Objective

To set up a Labor Budget to Actual Report that shows a comparison of labor hours to budgeted hours for each cost code in the project.

Background

This feature allows users to upload budgeted labor hours from outside the Budget tool. They can view the comparison of Timesheet hours to these budgeted hours in a Labor Budget to Actual Report. The primary value of this report is to see the percentage of hours used for each cost code and includes calculated values like remaining and job to date hours.

Things to Consider

  • Required User Permission:
    • Admin on the project's Directory tool. 
  • Supported Import File Type:
    • CSV
  • Prerequisites (If Budget tool is enabled):
  • Additional Information:
    • You do NOT need to have the Budget tool enabled to create or view the Labor Budget to Actual Report.
    • The 'Unit Quantity Based Budget' section in the project's Admin tool is only available to those who have the Timesheets tool enabled.
    • It is recommended that you only import your Budgeted Hours once. However, if you choose to import a newer version of the Budgeted Hours, any new items will be added to the report and changes to the “original” Budgeted Hours will be overwritten with the most recent version.
    • If your project has the Budget tool enabled:
      • Importing a cost code and cost type that doesn't already exist on the budget will create a new Budget Line Item (BLI).

Steps

  1. Navigate to the project's Admin tool.
  2. In the right side pane under Project Settings, click Unit Quantity Based Budget.

    unit quantity based budget button.jpg
     
  3. Under Import Budget CSV, click Download Template.

    download template button.jpg

    The system downloads a copy of the import_unit_quantity_based_budgets.csv file to the download location for your web browser.
    Important!  You must always add your project's budgeted hours into the provided template CSV file. For compatibility reasons, it's strongly recommended that you only use the provided template (import_unit_quantity_based_budgets.csv) for importing your budgeted hours data for the Labor Budget to Actual Report.
  4. Before updating the CSV file, be aware of the following:
    Important! 
    • DO NOT rename any column headings in the CSV.
    • DO NOT add, remove, or change the order of the columns in the CSV.
    • You do NOT need to delete any unused data rows. Procore will neither import data nor create items for any rows where the Labor Hours field is blank.
  5. Enter the number of budgeted hours estimated for each cost code in the Labor Hours column (Column E).

    set up LBR updated 1 5-3-18.jpg
     
  6. Save your changes to the CSV file.
    Important!  Always save the file in the Comma Separated Values (.csv) file format.
  7. Navigate back to your project's Admin tool.
  8. In the Import Budget CSV area, click Choose File.
  9. In the window that appears, select your CSV file. Then click Open.
  10. When the file name appears next to the 'Choose File' button, click Import.
    Notes:  
    • A banner at the top of the page will appear confirming the line items imported.
    • If your project has the Budget tool enabled, the file will only import if the Budget is unlocked.

      import budget csv.jpg
  11. Check the import and verify that all the budgeted hours that were entered in the Labor Hours column were properly imported by viewing them on the Unit Quantity Based Budget page or in the Labor Budget to Actual Report.

    admin page laor budget 1.jpg

    Note: If you see the message below on your Labor Budget to Actual Report, or are missing certain cost codes after you have imported budgeted hours, you will need to enter time against the missing cost codes in one of the time reporting tools in Procore (Timesheets, Daily Log or Company Timecard).

    no items found labor report.jpg

 

 

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