The Planning and Budgeting modules enable an agency to define its estimated budget for the fiscal year, for its departments and for its asset maintenance tasks. These modules link to the Work Orders module to track actual costs of labor and materials, as well as to compare actual costs to the estimated budget amounts.
Below is a basic work flow for setting up these modules:
Turn on the Integration with Planning Modules option in Work Options. This option appears on the General Options tab.
In the header, select a Task from the pick list and link it to the Fiscal Year.
In the Setuptab, choose whether to associate the Planned Task with a Work Category. Then, associate the Task with the Department, Division, Sub-Division, Area, and Sub-Area used in the Department record.
In the Setuptab, if a Work Category was selected above, the system will complete the Asset field. If the selected Category has a designated field to sum or count in the Work Flow Setup > Categories module, the Units of Asset can be calculated by pressing F5. Otherwise, manually enter Units of Asset. Then, enter the Conversion Factor, Units of Measure, Daily Quantity, Number of Crews Available, and Crew Hours per Day. The system will automatically calculate the Crew Days Needed and Min Crew Days.
In the Resourcestab, identify all of the resources needed to complete one crew day's worth of work on the planned task (employees, equipment, materials, etc.).
If specific employee or equipment resources cannot be selected from the list, check the Work Flow Setup > Classification module. For each classification you wish to add as a resource in the planned task, you must select a Class Type. Then, enter the employee's availability. After setting up the employee resource availability in the Classifications module and assigned employee resources to the Planned Task module, the selected classifications are added to the Availability tab in the Departments module.
In order for a classification to appear in the department's Availability tab, the resource in that classification must be assigned to the department AND to any tasks associated with that department. If the classifications don't appear in the grid, right-click in the grid and select Populate Classifications.
In the Quantity tab, indicate how much work will be done on the Task each month.
Once you have added the resources necessary to complete the task and entered the setup and quantity information, the system will calculate the estimated Labor Days to complete the task and the estimated work Costs for this task.
After the Fiscal Year, Department, and Planned Task records are created in the Planning and Budgeting modules, users can create work orders with the new Planned Task. To calculate related costs, make sure the following fields match the data used in the Planning and Budgeting modules:
In the Work Order Header, select the Category and Main Task that were used in the Planned Task record.
If no Category was identified on the Planned Task record, any Category can be selected.
Make sure the Department, Division, Sub-Division, etc. is completed on the Work Order Location tab. These fields must match the Department and Division information entered in the Planning and Budgeting modules.
These dates must fall within the fiscal year in order to be calculated as part of the Actual Costs in the Planning and Budgeting modules.
Next, associate Resources with the Work Order Task so that the system can calculate costs. Use the Work Order Resources grid to complete this step.
Save and close the record.
Run the Toolkit Cost Calculations to perform the cost updates required to track: 1) how much money was spent in the fiscal year on planned tasks; 2) how much of the budget has been expended; and 3) how much of the budget remains.
These Toolkit calculations can be performed at any time; however, Lucity recommends that they are performed in the order below:
Execute the Match Work Order TasksToolkit function in the Planned Task module.
If a Category is selected in the Planned Task, the system finds all completed work orders with this subtask that have the matching Category, Department, and Fiscal Year.
If no Category is identified, the system finds all completed work orders with this subtask that match the Department and Fiscal Year (regardless of Category).
Execute the Perform Cost Update function. The system totals the Actual Amount, Labor Days, and Costs of the tasks from the previous step. The results are displayed on the Quantity, Labor Days, and Costs tabs.
Next, run the Toolkit functions in the Department module.
Execute the Perform Cost Update function to update the Actual and Estimated Costs on the Costs tab, as well as the Actual and Estimated Labor Days on the Labor Days tab.
Execute the Recalculate Fiscal Year Totals function to ensure that the Actual Cost calculations on the Cost tab are in sync and accurate. The Actual Costs and Labor Days totals are based on work orders completed by this department, in this fiscal year.
Finally, run the remaining Toolkitfunction in the Fiscal Year module: Recalculate Fiscal Year Totals. This tool recalculates the total estimated and actual costs and ensures that the calculations on the Generaltab are in sync.
Note: These Toolkit functions allow users to update the calculations on demand; however, these calculations run automatically each night when using the Lucity PM Service.