Lean Budgeting: Automation Rules 1.2.0

Requires the following solutions to be installed:

• Lean Budgeting: Structure (242ac127-f629-486f-ac51-4a8266d34290)

Requires at least one of the following solutions to be installed:

• Lean Budgeting: Connection to Portfolio Epic (Project) (e54d7210-9f99-45fa-aab2-75455a14aa3b)
• Lean Budgeting: Connection to Product (e784d732-54b1-47ac-81c5-12a7eede91b3)
• Lean Budgeting: Connection to Value Streams (d13f0901-7449-4910-b866-16e19d1d5a1b)
• Lean Budgeting: Connection to Solution Trains (3e999f37-340f-404a-8b7b-8a13d734fdc3)
• Lean Budgeting: Connection to Agile Release Trains (ARTs) (8f5988a8-278a-4ddb-a138-dd16855ee887)
• Lean Budgeting: Connection to Teams (48a6f062-2fb1-4c41-b118-9f7ad65133dc)

Solution Overview

The solution enables the Automation Rules for Lean Budgeting solution. When it's installed, please configure Lean Budgeting: Structure (242ac127-f629-486f-ac51-4a8266d34290) solution as described and generate Budgets.

Solution Configuration

Install Lean Budgeting: Automation Rules solution from the Solution Library. Now we need to configure the automation rules parameters.

Configure Budgeting Portfolio ID in the rules

To make budgeting information available to a limited group of people, we must hide Budgets in a separate Portfolio (Project) called Budgeting (or use any other name that suits your organization). All the Budgets, Costs, and Expenses will be kept in this project by default. By assigning people to this project, you will provide access to the budgeting details. People who don't have access to the Budgeting Portfolio (Project) won't see anything on the Budgeting tab at Portfolio or Portfolio Epic views. To do that:

• Create a "Budgeting" portfolio
• Copy a "Budgeting" portfolio ID
• Go to Settings -> Automation Rules
• Replace the value for the ID parameter in the following rules:
  • Create Budgets when any Budget is created/updated
  • Create Budgets when any Resource is created/updated
  • Delete Budgets when any Resource is deleted
  • Start Budgets creation when "Generate Budgets" is pushed
  • Manually delete Portfolio with Budgets
• Save the rules

To move Costs and Expenses to the Budgeting Portfolio, we need to update automation rules with the correct Budgeting Portfolio ID:

• Copy a "Budgeting" portfolio ID
• Go to Settings -> Automation Rules
• Replace the Project ID parameter in the rule:
  • Move Costs and Expenses to Budgeting portfolio
• Save the rule

Configure Lean Budgeting Structure parameters

There are Work, People and Product parameters in the automation rules. They should be configured based on which vertical (Work, People, or Products) you'll be FUNDING (budgeting) and which verticals you need to see FINANCIALS for (calculate Proposed Budget, Actual Costs, and Expenses). The default configuration is Portfolio Epic Financials, Product Financials, and VS-ST-ART Funding, which means you'll be funding Value Streams (and further Solution Trains and Agile Release Trains) and see Proposed Budget and Actuals for Products and Portfolio Epics.

If you need a different configuration, you'll need to update the parameters. The parameters values are defined in the table below:

To update the parameters:

• Go to Settings -> Automation Rules
• Open the following rules one by one:
  • Create Budgets when any Budget is created/updated
  • Create Budgets when any Resource is created/updated
  • Delete Budgets when any Resource is deleted
  • Start Budgets creation when "Generate Budgets" is pushed
  • Manually delete Portfolio with Budgets
• Go to JSON tab
• Update parameter values to the selected ones based on the table above.
• Save the rules

Connect Costs to the correct entity Budgets

To see actuals for any of the mentioned verticals, we need to configure the rules, which connect Costs and Expenses to the lowest-level entities in each vertical. By default, Costs and Expenses will be connected to Portfolio Epic, Product and Agile Release Train. You need to adjust the rules if you use any of not default configuration of Budgets. To do that:

• Go to Settings -> Automation Rules
• Adjust the list of entities on Editor tab and the parameters on JSON tab in the following rules:
  • Connect a Cost to a Period, Period Budget and Budget
  • Connect an Expense to a Period, Period Budget and Budget
• Save the rules

For example, if you don't use Budgeting for Products, and only use it for Value Streams, Solution Trains, Agile Release Train and Portfolio Epics, you need to keep Agile Release Trains and Portfolio Epics in the list.

Note: You should have the same objects selected in Quick Add for Cost and Expense. By default, you'll have Portfolio Epic, Agile Release Train, and Product. If you selected different objects in the rules, you'll need to adjust Quick Add respectively.

Generate Budgets

After all the parameters are configured, we now need to generate a structure of Budgets. To do that:

• Open Lean Budgeting Structure -> Budget Generation view in the left menu
• Click the "Generate Budgets" checkbox on a Period you need to generate Budgets for.

Budgets and Period Budgets will be created for all existing Portfolios and the defined in the rules entities. You can see them generated on the Budgets Hierarchy view:

Note 1: Do not click "Generate Budgets" simultaneously for two or more Periods. Please wait until budgets are generated for one selected year and then click "Generate Budgets" for the following Period.

Note 2: When somebody creates a new entity (Portfolio, Portfolio Epic, Product, etc.), Budgets will be created automatically for the current year and future years for which Budgets have already been generated.

Note 3: The levels you'd like to enable the Budgeting solution are configurable. Please contact us if you'd like to implement it for different work entity types.

Note 4: If you don't see Budgets on the views, please make sure Budgeting Portfolio is selected in the filters:

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Version 1.3