1. Project Budget: Update Current Baseline Costs

For projects in Planning phase (Pipeline Project), baseline  cost items for past, current and future months can continue to be updated and saved until satisfied the data is accurate.

 

For projects in Execution Phase, baseline cost items can not be updated without an Approved Change request.

 

 

  1. To UPDATE Budget Cost Items, Budget Module Update access must be granted.
  2. To approve updates, Budget Module Project Approver Responsibilities must be granted.
  3. While a Budget Cost Item is pending review, no other changes can be made to the same Budget ID until the Approver has approved or rejected.

 

  • Access the relevant project.  Click for instructions on how to locate the project dashboard based on project status (e.g. Planning Project or Execution Project).
  • Select ‘Budget’ from the sidebar menu.
  • Navigate to ‘Detailed Cost’ table.
  • Click on the ‘Budget Item ID’  or "WBS" of the cost to be updated to navigate to the Budget – Cost Details page. 

 

  • Click the ‘Update’ button within the ‘Budget – Cost Details’ page.

 

  • Once in the Update Cost page, navigate to the Change Requests section.
  • To allocate funds from an Approved Change Request, click Allocate change request.
    • Select ‘Change Control Request number’ from drop down list, and enter in the amount you wish to allocate to this Cost Item in the ‘amount’ field. Costs from a single Change Request can be split across multiple cost items until all funds are allocated.
  • If unsure of data required for each field either utilise the Glossary or hover over the information icon next to the field label.
  • The Amount allocated from the Change Request must be added to your Baseline Costs. This can either be added to an existing monthly period or add a new period by clicking the ‘Add Cost Period’ button. Note: Must be within project Forecast End date.
  • The sum of the Baseline Costs must equal the sum of the new Current Budget/Current Baseline Budget (Baseline Budget A plus Total Allocated Changes). 
  • You may enter the monthly forecast and actual values within the Forecast and Actual fields if applicable. Forecast values can be updated across all periods (past, current, future) while Actual values can be updated only for past and current periods.
  • Click ‘Update Cost’ to save the details.

 


  • Note: For Planning projects, you may update Baseline cost anytime without the need of a Change Request.


Forecast values will not be automatically updated based on changes to baseline, forecast monthly costs will need to be manually entered.  This can be done at the same time as updating baseline values.

 

 

 

2. Project Budget Update Current Baseline Costs via CSV Import 

For projects in Planning phase (Pipeline Project), baseline  cost items for past, current and future months can continue to be updated and saved until satisfied the data is accurate.

 

For projects in Execution Phase, baseline budget cost items can not be updated without an Approved Change request.

 

Ensure the CSV file for updating existing project baseline cost item has been created with all mandatory fields populated. Forecast cost field can be updated in the same file if required (see example below) click here to review full template table.

 

 


  • Change Request (B) Change ID and Value are only required if project is in Execution Phase.
  • Recommendation for Existing Data Handling Type is ‘Overwrite Existing Items, Add New Items,’ if updating existing baseline values, can add new items in same file.

 

  • To import CSV, click here for Project Budget CSV Import Process instructions.