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Add a Real-Time Labor Productivity Budget View

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Objective

To create a real-time labor productivity budget view that leverages data from Procore's icon-external-link.png Field Productivity tools.

Background

You can leverage flexible Work Breakdown Structure (WBS) when budgeting the resource hours and associated cost, as well as a production plan based on units to install for production quantities. Flexible WBS allows your team to budget, track time and units installed in Timesheets, and report at the right level of granularity, for an enhanced real time labor productivity cost Budget View.

Example

With Flexible WBS:

example-with-flexible-wbs.png

Without Flexible WBS:

example-not-flexible-wbs.png

This guide shows you how to configure a real-time labor productivity budget view that integrates with Procore's icon-external-link.png Field Productivity  tools. This view provides the project's Budget tool with the ability to instantly leverage the timecard entry hours submitted by your project's field personnel in the Timecard, Timesheets, My Time (Android), and My Time (iOS) tools and update the project's budget view immediately after timecard hour entries are submitted.

For project managers, this eliminates the need to wait for timecard data to be manually input into a budget. This functionality is particularly useful for self-performing contractors who want to gain real-time insight into a project's actual labor costs, and can help to minimize the potential for labor overruns to occur on a project.

Example

Real-Time Labor Productivity Budget View in the Budget Tool

The illustration below shows you the recommended layout for the 'Real-Time Labor Productivity' budget view, as it will look when applied to your project's Budget tool. 
 
budget-view-rtlc.png

Things to Consider

  • Required User Permission:
    • To add a new budget view, 'Admin' on the Company Admin tool
  • Additional Information:
    Your field team can submit timecard entry hours using these project tools: 
  • Limitations:
    If you are using this budget view on your Procore project:
    • For companies using the ERP Integrations tool, you will NOT be able to add the 'Actual Cost' or 'Actual Units' columns, without performing the additional configuration steps noted below. 

Prerequisites

Workflow

This workflow shows the setup instructions as well as the time entries needed to see that information in the budget view.

diagram_budget_real-time-labor-costing-budget-view.png

Steps

Create a New Budget View

  1. Navigate to the Company Admin tool. 
  2. Under Tool Settings, click Budget. 
  3. Click Set Up New Budget View. 
  4. Under Standard Views, select Procore Labor Productivity Cost.
  5. Click Create.
  6. Name your view as follows:
    1. View Name. Enter a name for your new view. In this example, we named it: Real-Time Labor Productivity
    2. View Description. Enter a description for your view. In this example, we entered: Recommended view for real-time labor productivity
  7. Click Configure Columns.
    This opens the Configure Columns window pictured below. From this point, continue with the next step to Add Recommended Columns.

    configure-blank-budget-view.png

Add the Recommended Columns

 Important
This is a recommended budget view. Your company's Procore Administrator creates the budget views used on your projects, so the column settings detailed below may be different in your environment. For other budget view recommendations, see Which budget views should I add to my Procore project?

These are the recommended column settings for the Real-Time Labor Productivity budget view:

Column Name Column  Type Column Format Description
Approved COs Amount Source Currency This is a hidden column that you create to perform a calculation for the values appearing in the 'Revised Budget Amount' column.
Approved COs Unit Quantity Source Number This is a hidden column that you create to perform a calculation on the values appearing in the 'Revised Units' column.
Revised Units Calculated Number This shows the original Budget Unit Qty + Approved COs Unit Qty.
Budget UOM Standard n/a This shows the Unit of Measure (UOM) for the budget line item.
Budget Change Production Quantity Source Number Represents internal changes to budgeted production quantities to be installed (outputs). It includes Unit Quantity and UOM.
Budget Change Unit Quantity Source Number This shows the Unit Qty and UOM amount from a Budget Change.
Revised Budget Production Quantity Calculated Number Shows the original Budgeted Production Qty + Approved CO Production Qty + Approved Budget Changes Production Qty.
Revised Budget Unit Quantity Calculated Number Shows the original Budget Unit Qty + Approved CO Units + Approved Budget Changes Unit Qty.
Revised Budget Amount Calculated Currency This shows the Original Budget Amount + Approved COs Amount.
Actual Cost Source Currency This shows the Direct Costs amount.
Actual Units Source Number This shows the Direct Costs Unit Quantity.
Actual Unit Cost Calculated Currency This shows the Actual Cost/Actual Units.
Timesheet Hours Source Number This shows all Timecard Entry Hours.
% Hours Used Calculated Percent This shows the Timesheet Hours/Revised Units.
Estimated Real-Time Cost Calculated Currency This shows the Actual Unit Cost x Timesheet Hours.
Hours Remaining Calculated Number This shows the Revised Units - Timesheet Hours.

Approved COs Amount

Note: You must add this column before you can add a calculated column named 'Revised Budget Amount'. 

Steps from the Configure Columns window… Settings
  1. Click the Create button and choose Source from the drop-down list.
  2. Under 'New Source Column', do the following:
    • Column Name. Enter the name: Approved COs Amount
    • Column Source. Select Prime Contract. 
  3. Mark the checkbox for Change Orders.
  4. Under 'Status', mark the checkbox for Approved. 
  5. Click Create.
  6. Under Source on the left, hide the column from the budget view by removing the checkmark from the Approved COs Amount box.
 rtlc-approved-cos-amount.png

Approved COs Unit Qty

Note: You must add this column before you can add a calculated column named 'Revised Units'.

Steps from the Configure Columns window… Settings
  1. Click Create and choose Source.
  2. Under 'New Source Column', do the following:
    • Column Name.  Enter the name: Approved COs Unit Qty
    • Column Source. Select Prime Unit Qty. 
  3. Mark the checkbox for Change Orders Unit Quantity. 
  4. Under 'Status', mark the checkbox for Approved. 
  5. Click Create.
  6. Under the Source list, hide the box from the budget view by clearing the checkmark from the Approved COs Unit Qty.
 rtlc-approved-cos-unit-qty.png

Revised Units

Note: You must first create the 'Approved COs Unit Qty' column. See Approved COs Unit Qty.

Steps from the Configure Columns window… Settings
  1. Click Create  and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Revised Units
    • Format. Select Number. 
  3. Select these calculation settings as shown in the drop-down lists:
    •  Budget Unit Qty
    • Plus (+) sign
    • Approved COs Unit Qty
  4. Optional: If you want to show subtotals and grand totals on this column in the Project level Budget tool, mark the Allow Subtotals and Grand Totals check box. 
  5. Click Create.
 rtlc-revised-units.png

Budget UOM

Note: You must also remove all other columns under Standard Budget. 

Steps from the Configure Columns window… Settings
  1. Under Standard Budget on the left, place a checkmark in the Budget UOM box. 
  2. Clear the checkmarks from all other columns under the 'Standard Budget' section.
 rtlc-budget-uom.png

Budget Change Production Quantity

Note: This adds a source column named 'Budget Change Production Quantities.' You must add this column before you can add a calculated column named 'Revised Budget Production Quantity.'

Steps from the Configure Columns window… Settings
  1. Click Create and choose Source.
  2. Under 'New Source Column', do the following:
    • Column Name.  Enter the name: Budget Change Production Quantities
    • Column Source. Select Budget Change Production Quantity. 
  3. Mark the checkbox for Budget Change Production Quantities. 
  4. Under 'Scope', mark the checkbox for In Scope.
  5. Under 'Status', mark the checkbox for Approved. 
  6. Click Create.
 rtlc-budget-change-production-quantity.png

Budget Change Unit Quantity

Note: This adds a source column named 'Budget Change Unit Quantities'. You must add this column before you can add a calculated column named 'Revised Budget Unity Quantity'.

Steps from the Configure Columns window… Settings
  1. Click Create and choose Source.
  2. Under 'New Source Column', do the following:
    • Column Name.  Enter the name: Budget Change Unit Quantity
    • Column Source. Select Budget Change Unit Quantity. 
  3. Mark the checkbox for Budget Change Unit Quantities. 
  4. Under 'Status', mark the checkbox for Approved. 
  5. Click Create.
 rtlc-budget-change-unit-quantity.png

Revised Budget Production Quantity

Note: You must first create the Budget Change Production Quantity column. See Budget Change Production Quantity.

Steps from the Configure Columns window… Settings
  1. Click Create  and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Revised Budget Production Quantity
    • Format. Select Number. 
  3. Select these calculation settings as shown in the drop-down lists:
    • Budgeted Production Quantity
    • Plus (+) sign
    • Approved CO Production Quantity
    • Plus (+) sign
    • Budget Change Production Quantity
  4. Optional: If you want to show subtotals and grand totals on this column in the Project level Budget tool, mark the Allow Subtotals and Grand Totals check box. 
  5. Click Create.
 rtlc-revised-budget-production-quantity.png

Revised Budgeted Unit Quantity

Note: You must first create the Budget Change Unit Quantity column. See Budget Change Unit Quantity.

Steps from the Configure Columns window… Settings
  1. Click Create  and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Revised Budget Unit Quantity
    • Format. Select Number. 
  3. Select these calculation settings as shown in the drop-down lists:
    • Budgeted Unit Quantity
    • Plus (+) sign
    • Approved CO Units
    • Plus (+) sign
    • Approved Budget Change Unit Quantity
  4. Optional: If you want to show subtotals and grand totals on this column in the Project level Budget tool, mark the Allow Subtotals and Grand Totals check box. 
  5. Click Create.
 rtlc-revised-budget-unit-quantity.png

Revised Budget Amount

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Revised Budget Amount
    • Format. Select Currency. 
  3. Select these calculation settings as shown in the drop-down lists:
    • Original Budget Amount
    • Plus (+) sign
    • Approved COs Amount
  4. Click Create.
 rtlc-revised-budget-amount.png

Actual Cost

 Note

For companies using the ERP Integrations tool:

  • Sage 300 CRE® can add this column only if the Direct Costs tool is enabled. 
  • For other ERP integrations (Viewpoint® Vista™, Integration by Procore or Sage 100 Contractor®), the 'Column Source' below must be set to 'ERP JTD Costs' column (instead of 'Direct Costs').
Steps from the Configure Columns window… Settings
  1. Click Create and choose Source. 
  2. Under 'New Source Column', do the following:
    • Column Name.  Enter the name: Actual Cost
    • Column Source. Select Direct Costs. 
  3. Place a checkmark in the Direct Costs box.
  4. Click Create.
 rtlc-actual-cost.png

Actual Units

 Note
For companies using the ERP Integrations tool, keep in mind that you will NOT be able to configure an 'Actual Units' column on a budget view unless the Direct Costs tool is enabled and you are using the Sage 300 CRE® connector to sync job cost transactions. See Add the Columns for Job Cost Transaction Syncing to a Budget View for ERP Integrations.
Steps from the Configure Columns window… Settings
  1. Click Create and choose Source. 
  2. Under 'New Source Column', do the following:
    • Column Name.  Enter the name: Actual Units
    • Column Source. Select Direct Costs Unit Qty. 
  3. Place a checkmark in the Direct Costs Unit Qty box.
  4. Click Create.
 rtlc-actual-units.png

Actual Unit Cost

 Note

For companies using the ERP Integrations tool, keep in mind that you will NOT be able to configure an 'Actual Units' column on a budget view unless the Direct Costs tool is enabled and you are using the Sage 300 CRE® connector to sync job cost transactions. See Add the Columns for Job Cost Transaction Syncing to a Budget View for ERP Integrations.

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Actual Unit Cost
    • Format. Select Currency. 
  3. Select these calculation settings as shown in the drop-down lists:
    • Actual Cost
    • Division (/) sign
    • Actual Units
  4. Click Create.
 rtlc-actual-unit-cost.png

Timesheet Hours

When adding a 'Timesheet Hours' source column to the budget view, it is recommended that you include timecard entries in both the 'Approved' and 'Pending' status. However, your company's Procore Administrator may prefer to use a different setting for your company's account. 

 Important
  • The 'Real-Time Labor Productivity' budget view is recommended for use by customers using Procore's Field Productivity tools. However, the 'Timesheet Hours' column can be added to other budget views. To learn how to add the column, see Can we import our third-party timecard entries to work with the 'Timesheet Hours' column in Procore's Budget tool?
  • To view hours in this column on the budget as a Procore Field Productivity customer:
    • A user with 'Admin' permission on the Company Timesheets tool must also configure the default cost types for timecard entries.  See Configure Advanced Settings: Company Level Timesheets.
    • When applying a new default cost type to your existing timecards by clicking the Apply to existing timecards button in the Timesheets tool, keep in mind this is a one-time action and can only be undone by contacting your Procore point of contact. 
Steps from the Configure Columns window… Settings
  1. Click Create and choose Source. 
  2. Under 'New Source Column', do the following:
    • Column Name.  Enter the name: Timesheet Hours
    • Column Source. Select Timecard Entry Hours. 
  3. Mark the checkbox for Timecard Entry Hours.
  4. To reflect both Approved and Pending timecard entry hours in your budget view, leave both checkboxes blank.
  5. Click Create.
 rtlc-timesheet-hours.png

% Hours Used

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  % Hours Used
    • Format. Select Percent. 
  3. Select these calculation settings as shown in the drop-down lists:
    • Timesheet Hours
    • Division (/) sign
    • Revised Units
  4. Click Create.
 rtlc-percent-hours-used.png

Estimated Real-Time Cost

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Estimated Real-Time Cost
  3. Select these calculation settings as shown in the drop-down lists:
    • Timesheet Hours
    • Multiplication (*) sign
    • Actual Unit Cost
  4. Click Create.
 rtlc-estimated-real-time-cost.png

Hours Remaining

 Note
To create the 'Hours Remaining' column, you must first create the 'Revised Units' and 'Timesheet Hours' columns as described above.
Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under 'New Formula Column', do the following:
    • Column Name. Enter the name:  Hours Remaining
    • Format. Select Number. 
  3. Select these calculation settings as shown in the drop-down lists:
    • Revised Units
    • Minus (-) sign
    • Timesheet Hours
  4. Click Create.
 rtlc-hours-remaining.png

Hide the Unused Blank Budget View Columns

If you created the 'Real-Time Labor Productivity' budget view from the 'Blank Budget View' template contains a few columns that can be hidden from this view. This is an optional step. 

Steps from the Configure Columns window… Settings
  1. Under Standard Budget, the 'Blank Budget View' is configured to show the following columns by default:
    • Budget Modifications
    • Cost Code
    • Cost Type
    • Division
    • Original Budget Amount
    • Sub Job
  2. (Optional) Hide these columns by clearing the checkmarks from these boxes. 
 rtlc-hide-columns.png

Assign a Budget View to a Procore Project

  1. Navigate to the Company Admin tool. 
  2. Under Tool Settings, click Budget.
  3. Under Budget Views, click the budget view that you want to add to one or more projects. 
  4. Place checkmarks next to boxes of your choice in the Assign to Projects list.

    assign-to-projects.png
    • To assign the budget view to all of your company's Procore projects, place a checkmark in the All Projects Selected box. 
      Note: If you have enabled the Direct Costs tool and/or the ERP Integrations tool, you will see additional menu options. To learn more see Direct Costs and ERP Integrations.
    • To assign to budget view to one (1) or more projects, place a checkmark next to the desired projects. 
  5. Repeat the steps above for each view that you want to add to your project(s).
  6. Click Done.

See Also