For sites that use Panacea Software to manage their costs, Key Users need to be able to analyse and report on spending activity linked to specific budgets (budget codes). To allow them to do this, sites can be configured to give selected users access to a Budgets Screen. This offers an intuitive and detailed breakdown of all spending done through Panacea Software and the budget codes that this has been associated with.


Using the Budget Screen

  • If you are a user with access to the Budgets Screen, login to your Panacea site, go to the menu on the left-hand side, select Project Management > Budgets.
  • On the Budgets Screen, you will see a number of filters. Changing the inputs for these filters will influence the data that appears in the table at the bottom of the screen.
  • You can change the type of information contained in the table by clicking the “Columns” filter and selecting or deselecting different option on the list. Details of what these options represent are at the end of this article.
  • To get the most detailed breakdown of a specific budget:
    1. Ensure that all options in the “Columns” list are selected.
      • This will ensure that you are able to view all available information.
    2. On the table, select the number under the “Projects” column.
      • This will show you the total spending on each of the projects funded by the chosen budget.
    3. Then, select the numbers under “Jobs” on the new row(s) that appear.
      • This will show you how the spending on each project breaks down into the different jobs associated with that project.
    4. Finally, select the numbers under “Cost Stages” on the new row(s) that appear.
      • This will show you the breakdown of spending on each job into the different cost stages this spending was associated with.
  • We recommend taking the time to play around with this feature before first using it, trying different combinations of filters and selections. This will help ensure that you are familiar with the options and efficiencies in reporting and evaluation available to you with this feature.

 

Glossary of column options

Option name

Definition

Budget Value

The total amount of money made available as part of this budget.

 

Budget Committed %

The percentage of the available budget which has already been spent.

This is calculated by dividing Budget Value by Total Approved.

 

Budget Balance

The amount of money in the budget which has not been spent.

This is calculated by subtracting Total Approved from Budget Value.

 

Balance %

The percentage of the total budget which has not been spent.

This is calculated by dividing Budget Value by Budget Balance.

 

Projects 

The number of projects paid for with the budget.

This can be clicked on to reveal a breakdown of approved expenditure on each Project.

 

Jobs

The number of jobs paid for with the budget.

When the number in the “Projects” column has been clicked, this will also show the number of jobs associated with each Project.

This can be clicked on to reveal a breakdown of approved expenditure on each Job.

 

Cost Stages

The number of different cost stages paid for with this budget.

When the numbers in the “Projects” and “Jobs” columns have been selected, this will also show the number of Cost Stages associated with the expenditure on each Job or Project.

This can be clicked on to reveal a breakdown of approved expenditure on each Cost Stage.

 

Breakdown

This is where the names of the specific Projects, Jobs and Cost Stages will appear when the data is broken down in this way. When broken down into jobs, this features both the job number and job title. This will have a link to take the users to the relevant job in question.


Total Approved

The total value of approved spending on each budget.

This information can be broken down to detail the spending on each Project, Job and Cost Stage associated with the budget code (see “Using the Budget Screen”).

 

Approved Over/Under

This is the total of approved costs made against the budget code with the Over/Under spend attribute. 

It shows the difference between the estimated cost of the relevant spending activities and their final or actual cost. 

In effect, it indicates how much more or less was spent on these activities than was initially estimated.

This information can be broken down according to Project, Job and Cost Stage (see “Using the Budget Screen”).

 

Initial Estimate

This is the total estimated cost of the spending activities done against the budget code.

It is calculated by subtracting the Approved Over/Under spend from the Total Approved costs.

This information can be broken down according to Project, Job and Cost Stage (see “Using the Budget Screen”).

 

Actual/Estimate %

This shows the actual cost of the spending activities made against the budget code as a percentage proportion of their estimated cost.

It is calculated by dividing the Total Approved cost by the Initial Estimate, and presenting the result as a percentage value.

This information can be broken down according to Project, Job and Cost Stage (see “Using the Budget Screen”).

 

External Supplier Total

The money that has been paid to external suppliers. 

This is a portion of the Total Approved costs.

This information can be broken down according to Project, Job and Cost Stage (see “Using the Budget Screen”).

 

GCSI Cabinet Office Total

The money that has been paid to your main supplier.

This is a portion of the Total Approved costs.

This information can be broken down according to Project, Job and Cost Stage (see “Using the Budget Screen”).

 

 

You are also able to export the Budget Codes into Excel by click 'Export' then select the year range, then click 'Export'.