Budget reports

GanttPRO offers 3 types of Budget reports to help you track and analyze project budget:

• Budget analysis by project 
• Budget S-Curve
• Budget analysis

These reports provide insights into costs and overall budget variance that are essential for monitoring spending in a project.

To create them:

1 Go to the Budget tab (1) in the Reports section. 

2 Click on the specific report type you want to create, or hover over it and click the Create button.

Then:

1 Choose a calculation mode for Budget analysis by project or Budget S-Curve reports (read more about this mode in the corresponding sections below).

2 Select one or more projects to create a report for, or choose a specific project portfolio.

3 Click Create to generate the report.

Budget analysis by project report

The Budget analysis by project report shows the total cost of each project and how it compares to the planned or baseline budget. It presents this information in a bar chart with aggregated data for a project.

It helps you to see:

• How much has been spent so far?
• What was the original budget?
• Are you over or under budget?

When generating the report, you can choose from three calculation modes:

• Actual to planned 

Compares the current actual total cost (from the Actual cost field in the project table) with the planned budget (from the Budget field) and shows the difference as variance.

If you're generating the report for a single project, you'll see data for the current month by default. Go to Filters 1, to choose other projects 2, or change the date range 3.

If you select multiple projects or a portfolio, you’ll see separate charts for each one:

• Actual to baseline 

Compares the actual total cost (from the Actual cost field) with the baseline budget (from the Budget field saved as baseline) and shows the difference as variance.

This mode is available for one project only:

• Planned to baseline 

Compares the current planned budget (from the Budget field) with the baseline budget (from the Budget field saved as baseline), and shows the difference as variance.

This mode is available for one project only:

Budget S-curve report

The Budget S-Curve report helps you track:

• What budget was originally planned
• How much has actually been spent
• How far the project deviates from the planned or baseline budget

It combines two types of visualizations:

• Lines (curves) - show cumulative monthly values over time.
• Bars (columns) - show individual monthly values (non-cumulative).

This report is available for one project only. 

When generating the report, you can choose from three calculation modes:

• Actual to planned

Compares actual monthly spending with the currently planned budget, with calculations done per month.

For each month, you'll see:

1 The planned budget for the month (from the current Budget field in the project table).

2 The actual amount spent that month (from the Actual cost field).

3 The difference between the Budget and Actual Cost for the month, shown as variance.

The cumulative values will reflect totals from the start of the project up to the current month:

4 The cumulative sum of all planned budgets from project start to the current date.

5 The cumulative sum of all actual costs from project start to the current date.

6 The cumulative difference between the cumulative budget and the cumulative actual cost, shown as variance. 

By default, you’ll see the data for the last 6 months. Go to Filters 7, to set the dates 8 that are relevant for you.

• Actual to baseline

Compares actual monthly spending with the baseline budget, with calculations done per month.

For each month, you'll see:

1 The baseline budget for the month (from the Budget field data saved as baseline).

2 The actual amount spent that month (from the current Actual cost field).

3 The difference between the baseline budget and the actual cost, shown as variance.

The cumulative values will reflect totals from the start of the project up to the current month:

4 The cumulative sum of all baseline budgets from project start to the current date.

5 The cumulative sum of all actual costs to date.

6 The difference between the cumulative baseline budget and the cumulative actual cost, shown as variance.

• Planned to baseline

Compares the current planned budget with the baseline budget, with calculations done per month.

For each month, you'll see:

1 The baseline budget for the month (from the Budget field data saved as baseline).

2 The planned budget (from the current Budget field)

3 The difference between the baseline budget and the planned budget, shown as variance.

The cumulative values reflect totals from the start of the project up to the current month:

4 The cumulative sum of all baseline budgets from project start to the current date.

5 The cumulative sum of all planned budgets from project start to the current date.

6 The difference between the cumulative baseline budget and the cumulative planned budget, shown as variance.

Budget analysis report 

A budget analysis report helps you to get a total project budget calculation that includes the cost of tasks based on their duration and the type of working unit: labor, material, or fixed costs needed to complete the project over the defined time.

This is useful to assess what it takes to complete a project, control the budget, and take action if something goes wrong. Besides, you can always share it with stakeholders and clients.

The Budget analysis report tab indicates the total time spent on tasks, total budget, and total actual costs for the given project 1 (by default), and also contains:

• Project name with task directory 
• Task name and task details that are available when you hover over the info icon
• Assignees' name (including virtual resources)
• Logged time
• Budget 
• Actual cost

Data can be grouped 2 by project (comes in handy if you work with several projects), and/or by time (shows you the most lengthy tasks first), as well as sorted out 3 in ascending and descending order.  

By default, the data displayed will cover the current month. If you want to view data from a different period, you will need to clear the existing time range filter. To focus on specific data, you can configure and save Filters 4. Saved filters can be applied while creating further reports. It is possible to filter by:

• Task name
• Project 
• Assignee 
• Date range  

Note that your latest Filter parameters will be applied by default to the next report. Make sure to reset or change them if you do not need the same filters from the previous report.  

It is also possible to export a Budget analysis report 5 as an Excel document. Read here how to do this. 

🔗 Learn more about Budget management here.