Managing the Initial Project Budget in Drum
This document explains how to manage the original or initial budget for a project within Drum. This is particularly relevant when creating projects from scratch, as opposed to converting them from proposals.
Creating Projects Without Pre-defined Budgets
When adding a project directly from the project dashboard (Add Project button), Drum doesn't have initial budget information. This contrasts with projects created from sales opportunities, where the proposal budget is carried over.
Project Creation: When creating a project this way, you can specify the company, assign roles, give it a name, set rate cards, and choose templates.
Missing Budget: The key difference is the absence of a pre-defined budget. The project structure (deliverables, tasks) will be created based on the chosen template, but without any budget allocation.
Editing the Original Budget
To define or modify the initial project budget, use the "Edit Original Budget" feature.
Accessing the Budget: Go to the "Budget" tab of the project and click "Edit Original Budget."
Editable Screen: This screen allows you to edit the budget per task and also fundamentally change the project structure. You can delete deliverables, add tasks, add phases, and add deliverables as needed.
Modifying Project Structure and Tasks
The "Edit Original Budget" screen provides flexibility to customize the project structure.
Deleting Deliverables: Remove unnecessary deliverables.
Adding Tasks: Add new tasks as required.
Changing Task Types: Modify task types (Task, Event, Process Only).
Process Only: Use this for tasks that are primarily for process management or quality control. They are not assigned a budget or time allocation. They are simply checklists items.
Consolidating Tasks: Combine multiple tasks into a single task.
Adding Descriptions: Add descriptions to tasks for clarity.
Budgeting at the Task Level
Estimated Resource Type: Choose an estimated resource type. This automatically populates the billable rate based on your rate cards. It does not restrict the actual task assignment to that specific role. It's simply a convenient way to apply the correct rate.
Time Allocation: Enter the estimated time required for each task.
Budget Calculation: Drum calculates the budget for each task based on the billable rate and time allocation.
Updating Total Project Budget
The total project budget is dynamically updated in real-time as you make changes to individual task budgets.
Best Practices for Managing Initial Budgets
When to Use "Edit Original Budget": Primarily use this feature when creating projects from scratch (via the "Add Project" button) or when correcting mistakes made during project conversion from a proposal.
Variations System for Post-Creation Changes: After the initial budget is set, use Drum's variations system to manage any changes to tasks, deliverables, or phases. Avoid modifying the original budget after the project has started unless it's for correcting initial errors. The variations system provides a clear audit trail of all changes.
Projecting the Budget
When returning to the Work page you will get the below screen if the budget has a budget $ amount added. You can skip this by simply choosing "Skip Project Plan"
Task Management After Budgeting
Once the initial budget is defined, you can start managing tasks, adding time, and tracking progress within the project. The budget information will be available for reference and reporting.
This document outlines how to manage the initial budget of a project in Drum. Remember to use the variations system for any budget changes after the initial budget has been established.
