FY2011 Capital Budget Tracking v1.0

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FY2011 Capital Budget Tracking v1.0 Powered By Docstoc
					                                                      Commonwealth of Massachusetts
                                                             CommonWay
                                                          Capital Budget Status
    Project Name
    Project Manager
    Project Advisor

                                               Capital Project Budget Status (Summary)
        Month                 Labor                                Materials                          Telecomm               Training          Other        Total Budget
                      Employee      Contract                 Hardware     Software
     YTD Variance

        Jul-10                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Aug-10                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Sep-10                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Oct-10                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Nov-10                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Dec-10                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Jan-11                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Feb-11                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Mar-11                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Apr-11                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        May-11                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0
        Jun-11                    $0                 $0                  $0                      $0                 $0                  $0             $0             $0

    Grand Totals                  $0                 $0                  $0                      $0                 $0                  $0             $0             $0

                                                             Project Monthly Spending as a Percentage



                         100.0%
                          90.0%
                          80.0%
                          70.0%
                          60.0%
                          50.0%
                          40.0%
                          30.0%
                          20.0%
                          10.0%
                          0.0%

                                  Jul-10   Aug-10   Sep-10   Oct-10   Nov-10   Dec-10   Jan-11    Feb-11   Mar-11   Apr-11   May-11   Jun-11



09598b5f-596a-488c-b461-a6f55485912d.xls                                           1 of 6                                                                           3/22/2011
                                           Commonwealth of Massachusetts
                                                  CommonWay
                                               Capital Budget Status




                                                 Category Breakdown



                                                       0%
                                                        0%
                                                      0%0%




                                                                           Employee Labor
                                                                           Contract Labor
                                                                           Hardware
                                                                           Software
                                                                           Telcom
                                                                           Training
                                                                           Other




09598b5f-596a-488c-b461-a6f55485912d.xls                  2 of 6                            3/22/2011
                                                                                                 Commonwealth of Massachusetts
                                                                                                        CommonWay
                                                                                                     Annual Capital Budget




                                                          Annual Capital Budget as of xx/xx/xxxx (Capital Dollars only)                                                                                             Performance YTD
Category     Code Description           Jul-10       Aug-10       Sep-10       Oct-10       Nov-10       Dec-10       Jan-11       Feb-11       Mar-11       Apr-11       May-11       Jun-11   Total FY11         Spent           ETC       Variance
             AA    Employee         $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             BB    Reg Emp. Exp     $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             CC    Special Emp.     $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Labor
             DD    Pension/Ins.     $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             C23   Contract Adm.    $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U05   Consultants      $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Summary                                     $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0             $0   $           -   $         -
             U03   Software         $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U06   Cabling          $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U07   Equipment        $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Materials
             U08   Telp             $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U09   Rent/lease       $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U10   Maintenance      $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Summary                                     $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0             $0   $           -   $         -
             U01   Data             $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Telcom.
             U02   Voice            $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Summary                                     $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0             $0   $           -   $         -
             EE2   Training         $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Training
             J50   Trainers         $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Summary                                     $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0             $0   $           -   $         -
             EE    Admin. Exp.      $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             FF    Facility Ops.    $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             JJ    Ops. Services    $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             KK    Equipment        $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Other        LL    Equipment        $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             NN    Infrastructure   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U04   Chargeback       $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             U98   Travel           $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
             XX                     $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -   $        -    $         -   $           -   $         -
Summary                                     $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0             $0   $           -   $         -

Total FY11                                 $0            $0           $0           $0           $0           $0           $0           $0           $0           $0           $0           $0            $0    $           -   $         -

ETC = Estimate to Complete
AA = Projects must have prior ANF approval to apply ITD capital to FTE costs




09598b5f-596a-488c-b461-a6f55485912d.xls                                                                                3 of 6                                                                                                               3/22/2011
                                           Commonwealth of Massachusetts
                                                    CommonWay
                                             Capital Expense Categories


Object                                              Object
 Class                Object Class Name              Code                                  Object Name
AA       REGULAR EMPLOYEE COMPENSATION             A01       Salaries: Inclusive
AA       REGULAR EMPLOYEE COMPENSATION             A06       Stand-By Pay
AA       REGULAR EMPLOYEE COMPENSATION             A08       Overtime Pay
AA       REGULAR EMPLOYEE COMPENSATION             A13       Vacation-In-Lieu
BB       REGULAR EMPLOYEE RELATED EXPEN            B01       Other Out Of State Travel - INCLUSIVE: AIRFARE, HOTEL, LODGI
BB       REGULAR EMPLOYEE RELATED EXPEN            B02       In-State Travel
BB       REGULAR EMPLOYEE RELATED EXPEN            B10       Exigent Job Related Expenses
CC       SPECIAL EMPLOYEES                         C23       Management, Business Professionals & Admin Services
CC       SPECIAL EMPLOYEES                         C98       Reimb Travel/Other Expenses CC Special Contract/Employee
DD       PENSION & INSURANCE RELATED EX            D09       Fringe Benefit Cost Recoupment
EE       ADMINISTRATIVE EXPENSES                   E01       Office & Administrative Supplies
EE       ADMINISTRATIVE EXPENSES                   E02       Printing Expenses & Supplies
EE       ADMINISTRATIVE EXPENSES                   E12       Subscriptions, Memberships & Licensing Fees
EE       ADMINISTRATIVE EXPENSES                   E13       Advertising Expenses
EE       ADMINISTRATIVE EXPENSES                   E15       Bottled Water
EE       ADMINISTRATIVE EXPENSES                   E22       Temp Use Space/Confer-Incidental Includes Reservation Fees
EE       ADMINISTRATIVE EXPENSES                   E30       Credit Card Purchases
EE       ADMINISTRATIVE EXPENSES                   EE2       Conference, Training and Registration Fees
FF       FACILITY OPERATIONAL EXPENSES             F23       Maintenance Of State Office Building Chargeback
HH       CONSULTANT SVCS (TO DEPTS)                H19       Management Consultants
JJ       OPERATIONAL SERVICES                      J46       Temporary Help Services
JJ       OPERATIONAL SERVICES                      J50       Instructors/Lecturers/Trainers
JJ       OPERATIONAL SERVICES                      JJ2       Auxiliary Services
KK       EQUIPMENT PURCHASE                        K02       Educational Equipment
KK       EQUIPMENT PURCHASE                        K05       Office Equipment
KK       EQUIPMENT PURCHASE                        K06       Printing, Photocopying, & Micrographics Equipment
KK       EQUIPMENT PURCHASE                        K07       Office Furnishings
KK       EQUIPMENT PURCHASE                        K10       Law Enforcement & Security Equipment
LL       EQUIPMENT LEASE-MAINTAIN/REPAR            L24       Motorized Vehicle Equipment Rental or Lease
LL       EQUIPMENT LEASE-MAINTAIN/REPAR            L50       Law Enforcemt/Security Equipment Maintenance/Repair
NN       INFRASTRUCTURE:                           N14       Hazardous Waste Removal Services
NN       INFRASTRUCTURE:                           N17       Major Building Maintenance and Land Improvements
NN       INFRASTRUCTURE:                           N41       Non Road Infrastructure Construction
NN       INFRASTRUCTURE:                           N50       Non-Major Facility Infrastructure Maintenance and Repair
NN       INFRASTRUCTURE:                           N52       Facility Infrastructure Maintenance & Repair Tools & Supplie
NN       INFRASTRUCTURE:                           N73       Non-Hazardous Waste Removal Services
NN       INFRASTRUCTURE:                           NN1       Engineering, Research and Scientific Services
UU       IT Non-Payroll Expenses                   U01       Telecommunications Services Data
UU       IT Non-Payroll Expenses                   U02       Telecommunications Services - Voice
UU       IT Non-Payroll Expenses                   U03       Software & Information Technology Licenses (IT)
UU       IT Non-Payroll Expenses                   U04       Information Technology Chargeback
UU       IT Non-Payroll Expenses                   U05       Information Technology (IT) Professionals
UU       IT Non-Payroll Expenses                   U06       Information Technology (IT) Cabling
UU       IT Non-Payroll Expenses                   U07       Information Technology (IT) Equipment
UU       IT Non-Payroll Expenses                   U08       INFORMATION TECHNOLOGY (IT) EQUIPMENT TELP LEASE-
                                                             PURCHASE
UU       IT Non-Payroll Expenses                   U09       Information Technology (IT) Equip Rental Or Lease
UU       IT Non-Payroll Expenses                   U10       Information Tech (IT) Equipment Maintenance & Repair
UU       IT Non-Payroll Expenses                   U98       Reim Trav/Oth Exp IT Professionals




09598b5f-596a-488c-b461-a6f55485912d.xls                 4 of 6                                                             3/22/2011
                                                                   Commonwealth of Massachusetts
                                                                            CommonWay
                                                                     Capital Budget Instructions

                                                             CommonWay Capital Budget & Cost Tracking Instructions

                                                                                      Background

• The purpose of the CommonWay Capital Budget/Cost Tracking tool is to assist Agency PM's in deriving an annual project budget and monitoring its performance on a monthly basis.

                                                                               Initial Budget Instructions

• Each ITD capital project will be required to provide, at the beginning of a said fiscal year, a projected annual budget by month.

• Budget Summary - Please complete the 'Project Name'; 'Project Manager'; and 'Project Advisor' fields. Financial data and graphs will populate based on pre-established links to the
'Data Entry' worksheet.

• Data Entry -

1. Please enter the date in the header entitled "Annual Capital Budget as of XX/XX/XXXX".
2. Please enter the dollar amounts that the project anticipates spending each month (columns D -> O), broken down by object code category (and in some instances, object class).
Note: Any funds planned to be spent during the Accounts Payable period (July/August) should be recorded in June.

Both object codes and object classes are referenced in this tab. The distinction between the two may be best defined as, object classes are simply the higher level categories that
represent object codes. The reason why ITD deemed it important that both be referenced here is because there was a need to provide a tool that was representative of those object
codes that have typically been found to be mainstream amongst the various capital projects (hence the object codes) while at the same time allow the ability for the PM to record costs
that may be attributed to a lesser known category of object codes (hence the object classes). Additionally, an "XX" entry has been established in the 'Code' column so that projects
may define any appropriate code otherwise not defined.

3. Please provide a copy of the completed initial budget to your Project Advisor

• Object Code Classifications - This tab represents an inventory of those commonly used object classes & codes, based on recent FY'09 capital project data that has been compiled,
and may prove helpful in completing the 'Data Entry' tab. Additional object code classifications and definitions may be found on the Comptroller's website:

(http://www.mass.gov/Aosc/docs//close_open/co_expenditure_classification_handbook.doc)

NOTE -

• When inserting rows in this workbook, please be mindful that the user must first 'copy' a row and then select the option to 'insert copied rows'. If rows are not inserted
in this manner, formula miscalculations are likely to occur.
                                                                              Monthly Budget Instructions
Normal monthly processing of the budget will involve 3 steps as described below. If after completing these steps the project is showing a variance from its planned
budget please contact your Project Advisor to discuss.

• Data Entry -

1. Update column R with the latest funding amounts that have been spent for each category/code.
2. Update column S with the current ETC or Estimate to Complete (this would be the funding amount needed to meet the fiscal year objectives of the project).
3. Enter the current date in the header entitled "Annual Capital Budget as of xx/xx/xxxx”.
NOTE -

• When inserting rows in this workbook, please be mindful that the user must first 'copy' a row and then select the option to 'insert copied rows'. If rows are not inserted
in this manner, formula miscalculations are likely to occur.

                                                                              Budget Change Instructions
Re-Baseline

If during the monthly review process it’s determined that the project budget needs to be adjusted (either due to cost changes or cost shifts) a re-baseline will be
required. This process allows you to save an ‘image’ of the current budget for historical purposes. The steps are outlined below to complete this process. Any change
in project budget will need approval from the Capital PMO before proceeding.

1. Right click on the existing 'Data Entry' tab.

2. Select the option 'Move or Copy'.

3. A 'Move or Copy' window will then appear. The PM will first want to make sure the "To Book:" field contains the name of budget workbook they are working with. Second, 'Data
Entry' will need to be selected in the "Before Sheet" field. Finally, the PM should check off the "Create Copy" box and select OK.

4. Rename the new tab to “Baseline X” (i.e. Baseline 1, Baseline 2…) (perform this by right clicking the new tab and selecting „rename‟).

5. At this time you can make the needed budget changes in the Data Entry tab to reflect your new budget.
6. Please provide a copy to you Project Advisor.

NOTE -

• The 'Data Entry' tab should never be renamed as there are formulas within the workbook that pull information located on this tab into other areas of the workbook.

• When inserting rows in this workbook, please be mindful that the user must first 'copy' a row and then select the option to 'insert copied rows'. If rows are not inserted
in this manner, formula miscalculations are likely to occur.

          09598b5f-596a-488c-b461-a6f55485912d.xls                                           5 of 6                                                                 3/22/2011
                                                                  Commonwealth of Massachusetts
                                                                           CommonWay
                                                                    Capital Budget Instructions

                                                                                 File Saving Instructions
• Save the workbook as "<Project Name>_Budget Tracking"
STEPS
Step 1: Click File & select "Save As"
Step 2: Select the location on your hard drive where you wish to store the file and save.
Step 3: In the "File name" box, enter the file name in this format "<Project Name>_Budget Tracking"
Step 4: In the "Save as type" box, click Microsoft Office Excel workbook
Step 5: Click Save




         09598b5f-596a-488c-b461-a6f55485912d.xls                                        6 of 6             3/22/2011

				
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