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Add a Budget View for Real-Time Labor Productivity

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 Note
If Procore's icon-external-link.png Field Productivity tools under 'Workforce Management' are enabled on your company's Procore account, the custom segment objects and features associated with Procore's Work Breakdown Structure are NOT yet supported. To learn more, see Are custom segments compatible with Procore's Field Productivity tools?

Objective

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

Background

This tutorial shows you how to create 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. The capability 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

Recommended Columns

The following table details the recommended columns to include in a 'Real-Time Labor Productivity' budget view. 

Column Name Column  Type Column Format Description How do I add this column?
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. Steps
Approved COs Unit Qty Source Number This is a hidden column that you create to perform a calculation on the values appearing in the 'Revised Units' column. Steps
Revised Units Calculated Number This shows the original Budget Unit Qty + Approved COs Unit Qty. Steps
Budget UOM Standard n/a This shows the UOM for the budget line item. Steps
Revised Budget Amount Calculated Currency This shows the Original Budget Amount + Approved COs Amount. Steps
Actual Cost Source Currency This shows the Direct Costs amount. Steps
Actual Units Source Number This shows the Direct Costs Unit Qty. Steps
Actual Unit Cost Calculated Currency This shows the Actual Cost/Actual Units. Steps
Timesheet Hours Source Number This shows all Timecard Entry Hours. Steps
% Hours Used Calculated Percent This shows the Timesheet Hours/Revised Units. Steps
Estimated Real-Time Cost Calculated Currency This shows the Actual Unit Cost x Timesheet Hours. Steps
Hours Remaining Calculated Number This shows the Revised Untis - Timesheet Hours. Steps

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. 
    • Custom segments are not yet compatible with Procore's icon-external-link.png Field Productivity tools under 'Workforce Management'. To learn more, see Why can't I create WBS custom segments?

Prerequisites

Workflow

Use the following workflow to set up and start using the real-time labor productivity feature.

Steps

Step 1: 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, highlight Blank Budget View.
  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 Step 2: Add the Recommended Columns.

    configure-blank-budget-view.png

Step 2: Add the Recommended Columns

The steps below detail the recommended column settings for the Real-Time Labor Productivity budget view.

 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?

Approved COs Amount

This adds a source column named 'Approved COs Amount'. You must add this column before you can add a calculated column named 'Revised Budget Amount'. Once it is created, hide the column as described in the steps below.

Steps from the Configure Columns window… Settings
  1. Choose one of these options:
    • Click the Create Source Column button.
      OR
    • 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. Place a checkmark in the Change Orders box. 
  4. Under Status, place a checkmark in the Approved box. 
  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

This adds a source column named 'Approved COs Unit Qty'. You must add this column before you can add a calculated column named 'Revised Units.' Once its created, be sure to hide the column as described in the steps below.

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. Place a checkmark in the Change Orders Unit Quantity box. 
  4. Under Status, place a checkmark in the Approved box. 
  5. Click Create.
  6. Under Source on the left, hide the box from the budget view by removing the checkmark from the Approved COs Unit Qty box.
 rtlc-approved-cos-unit-qty.png

Revised Units

To add a calculated column for 'Revised Units' to the Real-Time Labor Productivity budget view. Be sure to first create the 'Approved COs Unit Qty' column. See Approved COs Unit Qty. Otherwise, you can't create this column.

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

To add a standard column for 'Budget UOM' to the Real-Time Labor Productivity budget view. 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. Remove the checkmarks from all other columns under Standard Budget. 
 rtlc-budget-uom.png

Revised Budget Amount

To add a calculated column for 'Budgeted UOM' to the Real-Time Labor Productivity budget view. 

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under New Calculated 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

To add a source column for 'Actual Cost' to the Real-Time Labor Productivity budget view. 

 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

To add a source column for 'Actual Units' to the Real-Time Labor Productivity budget view. 

 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

To add a calculated column for 'Actual Unit Cost' to the Real-Time Labor Productivity budget view. 

 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 Calculated 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. Place a checkmark in the Timecard Entry Hours box.
  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

To add a calculated column for '% Hours Used' to the Real-Time Labor Productivity budget view. 

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under New Calculated 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

To add a calculated column for 'Estimated Real-Time Cost' to the Real-Time Labor Productivity budget view. 

Steps from the Configure Columns window… Settings
  1. Click Create and choose Calculated.
  2. Under New Calculated Column, do the following:
    • Column Name. Enter the name:  Estimated Real-Time Cost
    • Format. Select Currency. 
  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

To add a calculated column for 'Hours Remaining' to the Real-Time Labor Productivity budget view. 

 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 Calculated 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

Step 3: (Optional) 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 removing the checkmarks from these boxes. 
 rtlc-hide-columns.png

Step 4: 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.
 Tip
After completing all of the above steps, you can provide your project teams with instructions for applying the budget view to their project budgets.  For details, see Apply the View, Snapshot, Group, and Filter Options on a Budget View.