Keeping Track of Your Original Budget

Overview

Resource Hero allows you to forecast the time that your resources will spend on a project and allows your resources to track their actuals once the project has started.  Over time, however, the scope of the project may change or you realize that you over or underestimated the amount of work: deadlines change, resources get added to the project that you didn’t originally plan for, work takes longer than expected, etc. With Resource Hero, you can easily update your forecast to reflect these new realities.

That said, it would be incredibly useful to be able to report on how this revised forecast compares to your original forecast when the project was first envisioned.  This original forecast is what we will refer to as the Original Budget.

Begin with the end in mind

Our goal is to be able to generate a report that compares our original project budget to tracked actuals and current forecast:

Implementation Summary

We are going to create the following items to implement the Original Budget functionality:

  1. a custom number field on the Resource Forecast object that will hold the original budget details
  2. a checkbox on the opportunity or project that will indicate whether the budget has been locked
  3. a process builder process to keep the new Original Budget field updated
  4. a visual workflow to delete ’empty’ forecast records when needed

Note: We reference the Opportunity object in this example; however, the same steps can apply and be followed for any other standard or custom object that you have configured Resource Hero on.

Required Tools

Implementing this functionality will require use of the following Salesforce tools:

Process builder

As per the Automate Basic Business Processes with Process Builder trailhead module:

The Process Builder tool allows you to easily automate business processes using a convenient graphical representation of your process as you build it. Automated processes in the Process Builder consist of:

  • Criteria that determine when to execute action groups
  • Immediate and scheduled actions to execute when those criteria are met

Any change that causes a record to match the criteria automatically triggers the action group.

Additional documentation on Process Builder can be found on the Salesforce Help site under Lightning Process Builder.

Visual Workflow

As per Salesforce Help:

Visual Workflow enables you to create flows, which are triggered by users rather than events. Unlike Workflow, which always executes rules and actions behind the scenes, Visual Workflow offers screens for displaying and collecting information from the user running the flow.  Flows aren’t tied to any one object. They can look up, create, update, and delete records for multiple objects.

In case you’re wondering, the “visual” in Visual Workflow refers to the ability to visually build flows using the Cloud Flow Designer. Its drag-and-drop user interface lets you build flows without writing any code.

Additional documentation on Visual Workflow can be found on the Salesforce Help site under Visual Workflow or on the Collect Information from Users and then Operate on It with Visual Workflow trailhead module.

Setting things up

This (quick) video will walk you through the steps to set up original budget tracking.  Use the controls at the bottom to go full screen and pause the video as needed while you follow along in your own org.

Next Steps

While the steps in this post are a great place to start, there are a number ways that you can further enhance this process:

  • Security controls to ensure users can’t delete original budget records
  • Keep data in sync while allowing users to unlock their budget, make changes, then re-lock it
  • Automate your budget locking process to changes in the opportunity stage (or any other field, for that matter)

 

If you have any questions, thoughts or would like to speak to someone to help you implement this functionality, send us an email at support@resourceheroapp.com or reach out on Twitter!

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