Show Me the Money: Tips for Pain-Free Budget ... - Clarizen
Show Me the Money: Tips for Pain-Free Budget Management and Time Reporting Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Featuring:
Kathy Krumpe
Roni Feldsher
VP Operations Future State
Director of Customer Success Clarizen
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
We are a consulting firm working with global organizations to ensure people are the center of focus to achieve operational transformation and lasting change. Based in the San Francisco bay area with approximately 100 employees and consultants, we take an interdisciplinary approach integrating the domains of process excellence, innovation, change adoption, portfolio management and organizational effectiveness.
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
3
Agenda
! " Budgeting in Clarizen ! " Future State use case
•" Views, Tips, Customizations, Social
! " Tips for increasing user adoption
#ClarizenAtWork15 #ClarizenAtWork15
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Copyright © 2015 Clarizen@Work. All rights reserved !
Budgeting in Clarizen
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Work related financial information
Cost & Revenue
Project & Personal Expenses
Resource Rates Reports Analysis & Invoicing Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
B U D G E T
Time & Materials
Fixed Bid
Multi Currency Earned Value Management v
www.clarizen.com!
Budgeting in Clarizen
Financials on the Workplan
You can see it directly in the project work plan
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Expected and actual cost
#ClarizenAtWork15
Expected and actual revenue
Roll up to project/ portfolio level
7
Budgeting in Clarizen
Summary Financial metrics
Budget vs. Actual Metrics
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Expenses
#ClarizenAtWork15
Earned Value Metrics
8
Budgeting in Clarizen
Defining Resource Rates
Cost and Billing Rates
Organization > Job Title> Resource
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
Multi currency is supported
Override at Project Level, or task Level
9
Budgeting in Clarizen
Standard Reports
Budget Utilization
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Revenue Forecast
#ClarizenAtWork15
Cost Overruns
Timesheets
10
Future State
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Future State Use Case
! ! ! ! ! !
"Single source of truth " Increase visibility at a portfolio level " Consistent processes and tool " Improved margins " Faster decision making " Integrated with Salesforce and our cloud ecosystem “Faster access to project data at a portfolio level in Clarizen enables us to manage resources and project budgets and increase our project profitability while reducing administrative time.”
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
12
Future State Use Case
Ecosystem
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
13
Future State Use Case
Getting set-up for success Tools for Consistency
1." Templates 2." Resource Default Rates, TBD Resources 3." Custom fields and views
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
14
Future State Use Case
Scoping and initial budget What we use to estimate client contract value Consultant Estimate Notes Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
What’s on their contract
What will show on timesheet
15
Future State Use Case
Scoping and initial budget
Tools for Consistency
Fixed Project Amount
Amount of “Work” Assigned
Contract Value = $14,500 Assigned Work = $16,020 We’ll be over by $1,520! Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
16
Future State Use Case
Adjusting pay and bill rates
Tools for Consistency
We can pay Kathy and/or Roni Less
We add reduce bill rate Baseline
Contract Value = $14,500 Assigned Work = $13,450 Now we have a buffer of $1,050! Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
17
Future State Use Case
Execute and gather data
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
18
Future State Use Case
Execute and gather data Add fields to increase accountability and visibility
Manual % Complete
Remaining Work
Create Custom Views by Team/Client/Portfolio
Add fields to get Estimates to Complete and other project data
Doc Status
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
ETC
Estimated End
Manual % Complete
19
Future State Use Case
Execute and gather data
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
20
Future State Use Case
Execute and gather data
Customize task type
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
21
Future State Use Case
Execute and gather data
Customize task type Total
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
22
Future State Use Case
Execute and gather data
Customize task type
Just Expenses
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
23
Future State Use Case
Execute and gather data
Customize task type
Labor
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
24
Future State Use Case
Execute and gather data
Just Expenses
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
25
Future State Use Case
Expense sheet validation rule
Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
Baseline
26
Future State Use Case
Expense workflow rule
Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
Baseline
27
Future State Use Case
Increase communication with discussions
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
28
Future State Use Case
Increase communication with discussions
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
29
Future State Use Case
Analyzing the data: budget to actuals
Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
30
Future State Use Case
Work items — Ad hoc reports
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
31
Future State Use Case
Excel add-in: credit card reconciliations
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
32
Future State Use Case
Excel add-in: credit card reconciliations
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
33
Focus on User Adoption ADOPTION How do you get people to enter their time Automated reminders/ emails weekly
Showcase ‘why’ it’s important
Tied to payroll
Timesheet landing page
Custom views created for budgets to actuals, etc.
Favorite 7-8 strategies, like ‘cupcake’ strategy or Box’s ‘beer Fridays’
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
More tips for increasing user adoption..
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Increasing User Adoption
REPORTING
AUTOMATION
MOBILE ADOPTION
PROFILES
TEMPLATES 36
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
User Adoption
Profiles
! "Simplification ! "Clean interface ! "Personalize: •" •" •" •"
Layout Navigation bar Actions menu Property card
! "Security
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
37
User Adoption
Profiles — slim navigation bar
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
38
User Adoption
Automation drives engagement
! " Create your own or install apps
! " Timesheet weekly digest reports for managers by email
! " Smart “non-compliance” email reminders to resources
! " Lock down time reporting for previous week/ month
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
39
User Adoption
Project templates
! " Report on project or milestone level
! " Consistency through project templates
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
40
User Adoption
Reporting timesheet on mobile DIRECTLY FROM text Click to edit Master NAVIGATION styles BAR
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Click to edit Master WEEKLY VIEW text styles
#ClarizenAtWork15
REPORT TIME FOR A WORK ITEM
41
User Adoption
Submitting expenses on mobile 1
Click edit Master text ADDto AN EXPENSE styles
Copyright © 2015 Clarizen@Work. All rights reserved ! !
2
Click to edit Master text ATTACH A RECEIPT styles
#ClarizenAtWork15
3
SUBMIT EXPENSES
42
User Adoption
Reports & Dashboards
! " Customizable timesheet reports & dashboards
! " Drive visibility and transparency
! " Management decisions based on data
! " Top-down executive sponsorship
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
43
Questions?
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Thank You
Kathy Krumpe [email protected] www.futurestate.com
Roni Feldsher [email protected] www.clarizen.com
#ClarizenAtWork15 #ClarizenAtWork15
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Copyright © 2015 Clarizen@Work. All rights reserved !
#ClarizenAtWork15
v
www.clarizen.com!
Featuring:
Kathy Krumpe
Roni Feldsher
VP Operations Future State
Director of Customer Success Clarizen
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
We are a consulting firm working with global organizations to ensure people are the center of focus to achieve operational transformation and lasting change. Based in the San Francisco bay area with approximately 100 employees and consultants, we take an interdisciplinary approach integrating the domains of process excellence, innovation, change adoption, portfolio management and organizational effectiveness.
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
3
Agenda
! " Budgeting in Clarizen ! " Future State use case
•" Views, Tips, Customizations, Social
! " Tips for increasing user adoption
#ClarizenAtWork15 #ClarizenAtWork15
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Copyright © 2015 Clarizen@Work. All rights reserved !
Budgeting in Clarizen
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Work related financial information
Cost & Revenue
Project & Personal Expenses
Resource Rates Reports Analysis & Invoicing Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
B U D G E T
Time & Materials
Fixed Bid
Multi Currency Earned Value Management v
www.clarizen.com!
Budgeting in Clarizen
Financials on the Workplan
You can see it directly in the project work plan
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Expected and actual cost
#ClarizenAtWork15
Expected and actual revenue
Roll up to project/ portfolio level
7
Budgeting in Clarizen
Summary Financial metrics
Budget vs. Actual Metrics
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Expenses
#ClarizenAtWork15
Earned Value Metrics
8
Budgeting in Clarizen
Defining Resource Rates
Cost and Billing Rates
Organization > Job Title> Resource
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
Multi currency is supported
Override at Project Level, or task Level
9
Budgeting in Clarizen
Standard Reports
Budget Utilization
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Revenue Forecast
#ClarizenAtWork15
Cost Overruns
Timesheets
10
Future State
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Future State Use Case
! ! ! ! ! !
"Single source of truth " Increase visibility at a portfolio level " Consistent processes and tool " Improved margins " Faster decision making " Integrated with Salesforce and our cloud ecosystem “Faster access to project data at a portfolio level in Clarizen enables us to manage resources and project budgets and increase our project profitability while reducing administrative time.”
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
12
Future State Use Case
Ecosystem
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
13
Future State Use Case
Getting set-up for success Tools for Consistency
1." Templates 2." Resource Default Rates, TBD Resources 3." Custom fields and views
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
14
Future State Use Case
Scoping and initial budget What we use to estimate client contract value Consultant Estimate Notes Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
What’s on their contract
What will show on timesheet
15
Future State Use Case
Scoping and initial budget
Tools for Consistency
Fixed Project Amount
Amount of “Work” Assigned
Contract Value = $14,500 Assigned Work = $16,020 We’ll be over by $1,520! Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
16
Future State Use Case
Adjusting pay and bill rates
Tools for Consistency
We can pay Kathy and/or Roni Less
We add reduce bill rate Baseline
Contract Value = $14,500 Assigned Work = $13,450 Now we have a buffer of $1,050! Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
17
Future State Use Case
Execute and gather data
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
18
Future State Use Case
Execute and gather data Add fields to increase accountability and visibility
Manual % Complete
Remaining Work
Create Custom Views by Team/Client/Portfolio
Add fields to get Estimates to Complete and other project data
Doc Status
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
ETC
Estimated End
Manual % Complete
19
Future State Use Case
Execute and gather data
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
20
Future State Use Case
Execute and gather data
Customize task type
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
21
Future State Use Case
Execute and gather data
Customize task type Total
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
22
Future State Use Case
Execute and gather data
Customize task type
Just Expenses
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
23
Future State Use Case
Execute and gather data
Customize task type
Labor
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
24
Future State Use Case
Execute and gather data
Just Expenses
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
25
Future State Use Case
Expense sheet validation rule
Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
Baseline
26
Future State Use Case
Expense workflow rule
Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
Baseline
27
Future State Use Case
Increase communication with discussions
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
28
Future State Use Case
Increase communication with discussions
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
29
Future State Use Case
Analyzing the data: budget to actuals
Tools for Consistency
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
30
Future State Use Case
Work items — Ad hoc reports
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
31
Future State Use Case
Excel add-in: credit card reconciliations
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
32
Future State Use Case
Excel add-in: credit card reconciliations
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
33
Focus on User Adoption ADOPTION How do you get people to enter their time Automated reminders/ emails weekly
Showcase ‘why’ it’s important
Tied to payroll
Timesheet landing page
Custom views created for budgets to actuals, etc.
Favorite 7-8 strategies, like ‘cupcake’ strategy or Box’s ‘beer Fridays’
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
More tips for increasing user adoption..
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Increasing User Adoption
REPORTING
AUTOMATION
MOBILE ADOPTION
PROFILES
TEMPLATES 36
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
User Adoption
Profiles
! "Simplification ! "Clean interface ! "Personalize: •" •" •" •"
Layout Navigation bar Actions menu Property card
! "Security
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
37
User Adoption
Profiles — slim navigation bar
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
38
User Adoption
Automation drives engagement
! " Create your own or install apps
! " Timesheet weekly digest reports for managers by email
! " Smart “non-compliance” email reminders to resources
! " Lock down time reporting for previous week/ month
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
39
User Adoption
Project templates
! " Report on project or milestone level
! " Consistency through project templates
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
40
User Adoption
Reporting timesheet on mobile DIRECTLY FROM text Click to edit Master NAVIGATION styles BAR
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Click to edit Master WEEKLY VIEW text styles
#ClarizenAtWork15
REPORT TIME FOR A WORK ITEM
41
User Adoption
Submitting expenses on mobile 1
Click edit Master text ADDto AN EXPENSE styles
Copyright © 2015 Clarizen@Work. All rights reserved ! !
2
Click to edit Master text ATTACH A RECEIPT styles
#ClarizenAtWork15
3
SUBMIT EXPENSES
42
User Adoption
Reports & Dashboards
! " Customizable timesheet reports & dashboards
! " Drive visibility and transparency
! " Management decisions based on data
! " Top-down executive sponsorship
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
43
Questions?
Copyright © 2015 Clarizen@Work. All rights reserved ! !
#ClarizenAtWork15
v
www.clarizen.com!
Thank You
Kathy Krumpe [email protected] www.futurestate.com
Roni Feldsher [email protected] www.clarizen.com
#ClarizenAtWork15 #ClarizenAtWork15
Copyright © 2015 Clarizen@Work. All rights reserved ! !
Copyright © 2015 Clarizen@Work. All rights reserved !
