When the planned budget cost exceeds the available budget, you can balance the budget plan by reducing the plan scope. This is accomplished as follows:
- Open the Budget Plan window.
- In the Plan pane, select the first budget plan line item that is out of balance (that is, where the planned budget amount exceeds the available budget amount).
In the Planned Budget Details field of the selected record, click the hyperlinked cost shown. The system displays the Plan Details window with the cost details for the activity category. The top of the Plan Details window shows three fields: Budget, Planned Budget Detail, and Current Total (which is a running total of edits you make in this window). Your goal is to make the current total equal the budget value by adjusting the cost fields.
Note: The information in the Plan Details window is taken from the Plan Matrix window. Only line items that are unapproved in the Plan Matrix window can be edited here.- For each budget plan detail line item, modify the values in either the Total Cost (in-house cost) or Contract Cost fields, or both, until the current total shown at the top of the window equals the budget value.
- When the balancing is complete, click the OK button. The system closes the Plan Details window.
- Repeat steps 3 through 6 for any remaining line items that are out of balance.
- When all line items are balanced, click
. - Click
. The system updates the values shown in the Planned Budget Details field, which should now be the same as those in the Budget field and so the plan is now balanced. - After balancing the budget plan details, navigate to the Plan Matrix window and execute the Distribute Person Days by Calendar right-click command on all edited plan items. This action will set the correct person-days that are needed to accomplish the new planned work by fiscal year-month. Otherwise, the plan items will reflect a non-zero value in the Backlog field.
