Field Productivity and Unit Quantity Based Budget: Setup Guide

This workflow allows customers, without Procore Project Financials, to upload budgeted labor hours and production quantities without using the Budget tool.

After your hours are budgeted and production quantities are established, your field teams can use Timesheets to record time against these budgeted tasks and submit and add quantities for the units installed daily in Timesheets. 

In reporting, your imported budget can be used in the Labor Budget to Actual Report, where users can compare timecard hours entered in Procore with the labor hours in your imported budget. The primary value of this report is to see the percentage of hours used for each cost code, and includes calculated values like remaining hours, and job to date hours.

For production quantities, your imported budget can be used in the Field Production Report, where users can compare production quantities entered in the Timesheets tool with the production quantities in your imported budget. The primary value of this report is to track the progress of products installed on site by seeing the percentage completed for each cost code. It also includes calculated values like budgeted, actual, and remaining quantities. This gives the teams real-time insight into the percentage of work completed for tasks on site.

To take the steps in this guide, users need the following permissions:

Company Level

• 'Admin' level permissions in the company's Admin tool.

Project Level

• 'Admin' level permissions in the project's Admin tool.
• 'Admin' level permissions in the project's Directory tool.
• 'Standard' level permissions or higher in the project's Timesheets tool.

Some of these tasks can be performed with lower level or granular permissions. See the User Permissions Matrix for the full list of actions taken in all other tools.

1. Navigate to the Company level Admin tool.
2. Click Work Breakdown Structure.
3. Click the Configure Settings icon.
4. Configure one or more of the following settings:
   • Sub Jobs
     • Make sub jobs an option on any projects within your Company. 
       Note: Once sub jobs are in use on at least one project's budget code structure, this setting cannot be turned off.
   • Budget Code Structure Edits at Project Level
     • This setting allows users to change the order of segments in the budget code structure at the Project level.
   • Custom Budget Code Descriptions
     • ​​​​​​​This setting allows users to create custom budget code descriptions for all projects within your company.
       Note: Once this setting is enabled at the Company level, the budget code descriptions setting must be enabled on an individual project's Work Breakdown Structure configuration settings. 
   • Copy Over WBS Sub Job and Cost Code Details When Project Templates Are Used
     • ​​​​​​​When this setting is enabled, sub job and cost code information along with all other WBS details are automatically carried over to new projects when using project templates.
5. Click Save.

1. Navigate to the Company level Admin tool. 
2. Under 'Company Settings', click the Work Breakdown Structure link. 
3. In the 'Segments' table, click the Add Segment button. 
   
4. In the 'New Segment' window, do the following:

    Note

   An asterisk (*) in the list below indicates a required field. 
   
   • Segment Name*. Enter a name for your new segment. This is a required field. Duplicate segment names are NOT permitted. A 'Segment Name is in use' message appears to notify if you attempt to enter a name that already exists. 

      Tip

     Not sure what custom segments to create? To learn how other Procore clients use Work Breakdown Structure, see What custom segments should we create for our company's Work Breakdown Structure?
   • Segment Structure*. Select a value from the drop-down list. This is a required field. Your choices include:
     • Flat. Select this option to add your segment to the list with no hierarchy.
     • Tiered. Select this option to nest your segment into a tree (hierarchical) structure.

        Tip

       What's the difference between a flat and tiered segment? To learn the difference, see What is the difference between a flat and tiered segment in Procore's WBS?
5. Under the Project Level Actions section, choose one (1) or all of these options:

    Note

   When the 'Project Level Actions' settings are turned ON, your project administrators (users with 'Admin' level permissions on the Project level Admin tool) are permitted to perform specific tasks on segments and segment items at the project level. These settings are turned OFF by default. 
   • Add/Edit/Delete Project Level Segment Items. Place a mark in this checkbox to provide project administrators with the ability to add, edit, and delete unused segment items on a project. This setting is turned OFF by default.

      Note

     When this setting is turned ON, project administrators can perform these tasks:

     • Add Segment Items to a Project
     • Edit Segment Items on a Project
     • Delete Unused Segment Items from a Project
   • Delete Segment Items Inherited from Company. Place a mark in this checkbox to provide project administrators with the ability to delete segment items inherited at the Project level from the Company level Admin tool. This is useful to project administrators who don't want new segment items created at the company level to be used on a project. See Delete Unused Segment Items from a Project.
6. Click Create. 
   Procore adds the new segment to the bottom of the 'Segments' list. 
7. Repeat the steps above for all of the new segments to add.

1. Navigate to the Company level Admin tool.
2. Under 'Tool Settings', select Timesheets or My Time.
3. Click the Task Codes tab.
4. Take one of the following actions:
   • Move the toggle to the ON  position to enable task codes.
   • Move the toggle to the OFF  position to disable task codes.

1. Navigate to the project's Admin tool.
2. Under 'Project Settings', click Active Tools.
   
3. Mark the checkboxes for to add the following tools to your project:
   • Daily Log with the Timecard Log (optional)
   • Timesheets
4. Click Update.

• Required User Permissions:
  • 'Admin' level permissions on the project's Admin tool. 
    AND
    'Admin' level permissions on the project's Directory tool. 
• Supported Import File Type:
  • XLSX
• Additional Information:
  • You do NOT need to have the Budget tool enabled to import labor hours and production quantities. If you have access to the Budget tool through Project Financials, Import a Budget.
  • The 'Unit Quantity Based Budget' section in the project's Admin tool is only available to those who have the Timesheets tool enabled.

1. Navigate to the project's Admin tool.
2. Under 'Project Settings' in the sidebar, click Unit Quantity Based Budget.
   
   
3. Under 'Import Budget Excel document', click Download Template.
   
   
   The system downloads a copy of the budget.xlsx file to the download location for your web browser.
4. In the XLSX file, enter your budget information into the relevant tabs.

    Note

   There are three tabs:

   1. Budget Line Items is used to budget labor or equipment hours. This will populate the pickers in the Timesheets & My Time tools so your teams know what is budgeted for the project. Add the labor and equipment hours to the Unit Qty column.
   2. Budgeted Production Quantities is used to budget units to install so that your team can record units installed when doing time entry in Timesheets.
   3. Importer Data Fields contains the data for the drop downs in the template, based on your project and company configurations.

   Do NOT make the following changes to the XLSX file:

   • Rename any column headings in the template.
   • Add, remove, or change the order of the columns in the template.
   • Delete any values on the Importer Data Fields tab.
5. Save your changes to the XLSX file.
   Important!  Always save the file in the .xlsx file format.
6. Navigate back to your project Admin tool's Unit Quantity Based Budget section.
7. Under 'Import Budget Excel document', click Choose File.
8. Select your XLSX file. Then click Open.
9. Click Import.
10. Check the import and verify that all budgeted hours and production quantities entered were properly imported by viewing them on the Unit Quantity Based Budget page.
    

1. Navigate to the project's Timesheets tool.
2. Select the date for which you want to create a timesheet. You can use the arrows to navigate day-by-day or select using the drop-down calendar control.
3. Click Create and select New Daily Timesheet from the drop-down list.

    Tip

   You can also use these options to create a new daily timesheet:

   • To create a new timesheet from a previous daily timesheet, see Copy a Previous Timesheet.
   • To create a new daily timesheet and update its timecard entries bulk, see Bulk Enter Timecard Entry.
4. Mark the checkbox(es) for the employees you want to create a timesheet for.

    Notes

   • To appear in this list, the person must be added to a Directory and a checkmark must appear in the 'Is Employee of <Your Company>' box on their profile. For more information on how to check for this setting in a user's profile, see Edit a User Account in the Project Directory.
   • Employees who are only entered in the Company Directory can be selected if the 'Can Company Employees be Tracked on all Projects?' setting is enabled. See Configure Advanced Settings: Company Level Timesheets.
   • With the setting "Employees Can Be Tracked On All Projects" enabled, you must have at least 'Read Only' permissions on the Company Directory tool to see all employees and workers.
   • To select a crew, a crew must first be created in the Crews tool. See Create a Crew.
5. Click Add.
6. Select the Date.
7. Optional: Click the Add Employees button to to add additional employees
8. Enter the time entry information for each employee.
   Note: To apply the same time entry information to multiple employees Bulk Enter Timecard Entries.
   • Classification: Select a classification from the drop-down list. To learn which Procore tools interact with classifications, see Which Procore tools support 'Classifications'
   • Sub Job: Select from the drop-down list. The selections are added by a tool administrator. See Add 'Sub Job' Segment Items to a Procore Project..
   • Cost Code: Enter or select from the drop-down menu the cost code(s) associated with the timecard entry.

      Tip

     The selections that are available in the 'Cost Codes' drop-down list depend on how the 'Limiting Cost Codes by Cost Types' setting is configured in your Company level Timesheets tool. See Configure Advanced Settings: Company Level Timesheets. In addition, one (1) of the following items must also be true on your project:

     • The cost code/cost type combination must be included on a budget line item in the Procore project. See Add a Budget Line Item.
       OR
     • The cost code/cost type combination must have been imported to the budget using the 'Unit Quantity Based Budget' page of the Company Admin tool. See Import a Unit Quantity Based Budget.
     • Location: Select a location from the drop-down list. This should correspond to the location where the user performed the work. If you have the appropriate permissions to add a location, see How do I add a multi-tiered location to an item?
     • Time Entry. Enter the hours worked.
       Note: The format for time entry is configured in Advanced Settings: Project Level Timesheets.
     • Time Type: Select the type of pay being entered from the drop-down menu. Select from the following options:
       • Regular Time
       • Double Time
       • Exempt
       • Holiday
       • Overtime
       • PTO
       • Salary
       • Vacation
         Note: Time types can be created in the Company level Timecard tool (see Add a Custom Time Type) or the Company level Timesheets tool (see 'Manage Time Types' in Configure Advanced Settings: Company Level Timesheets). 
     • Billable: Choose Yes or No from the drop-down list to indicate if the hours are billable to the project. 
     • Add Description: Click to enter additional comments to the timecard entry.
     • Add Line Item: Click this option to create extra line items on a timecard entry. 
       Note: If using the Start and Stop 'Time Entry' method, the new line's Start Time will account for time already entered, and the new line's Stop Time will reflect the default Stop Time in your settings. Any time entered after the default Stop Time will be added in one hour increments.
     • Click Split to reallocate a single timecard entry into multiple timecard entries. See Reallocate Time to New Timecards on the Company Timesheets Tool.
9. Review the summary for the timesheet's hours, and the daily and weekly hours across all projects.
10. Click Submit or Submit and Add Quantities to add the quantities to your timesheet.
    Note: You can only add quantities if quantities have been uploaded to your project. See Add Quantities to a Timesheet.

Now that you have filled out your timesheet, perform the following actions before you submit:

1. Click Submit and Add Quantities.
   Note: This button will be disabled if quantities have not been uploaded to the project. See Import a Unit Quantity Based Budget.
   

2. In the 'Add Quantities' page, enter an amount in the Units Installed field.

    Notes

   • The Add Quantities page only shows cost codes that have an imported budgeted quantity associated with it.
   • If the Sub Jobs feature is enabled on your project (see Enable Sub Jobs on Projects for WBS), the 'Sub Job' associated with your 'Units Installed' entry will appear in the Add Quantities window. If Sub Jobs is disabled, the 'Sub Job' field will display the word 'None.'
   • The appropriate Percent Complete (%) and Unit of Measure (UOM) and Percent Complete (%) automatically with the data that was imported. See Import a Unit Quantity Based Budget.

3. Click Submit.
   

• View a Report from the Project's Reports Tool
• View a Report from the Project's Timesheets Tool

• From the project's Reports tool
• From the project's Timesheets tool