BFA Workbook – Data Worksheet Columns

This entry is part 28 of 37 in the series Focus Guide - BFA: Budget/Forecasting/Analysis Worksheet

Note: Depending on the choices on the Setup worksheet, some of these columns may not be visible. In addition, they may not be reordered or renamed at your site.

Data Source
In the Data Source table below,

  • WBS = Work-breakdown-structure. If your site is integrated, the WBS is stored in Microsoft Dynamics SL; otherwise, it is stored in sfPMS.
  • SF = Spitfire Project Management System.
  • Original = Last posted Original Budget. If your site is integrated, the budget is stored in Microsoft Dynamics SL; otherwise, it is stored in Spitfire.
  • EAC = Last posted EAC Budget. If your site is integrated, the budget is stored in Microsoft Dynamics SL; otherwise, it is stored in Spitfire.
  • FAC = Last posted FAC Budget. If your site is integrated, the budget is stored in Microsoft Dynamics SL; otherwise, it is stored in Spitfire.
  • Calc = Calculations on Data worksheet.
  • User = User input.
  • MSDSL = Actuals from Microsoft Dynamics SL (available for integrated sites only).
  • Project Charge Entry = non-integrated sites only

Data Source

  Description Integrated Non-integrated Notes
Row Setup Cost Codes WBS WBS Cost Code ID
Description WBS WBS Cost Code Description
Category WBS WBS Account Category (Labor, Material, etc.)
Billing Code SF SF Billing Code
Costing Method SF SF By Cost Code (CP=Cost Plus, FP=Fixed Price, UP=Unit Price)
Unit of Measure WBS WBS LF=literal feet, SF=square feet, CY=cubic yards, HR=hours, etc.
Projected SF SF Election to use formulas to project FAC.
Threshold SF SF Minimum recorded costs to use formulas to project FAC
Revenue Original Revenue Budget Original Original Project or Cost Code Revenue amount
Posted CO Revenue SF SF Posted Project Change Order Revenue amount
Current Revenue Budget Calc Calc Budgeted Revenue + PCO Revenue Revision
Un-posted CO Revenue SF SF Un-posted PCO Revenue amount
Projected Revenue Budget Calc Calc Revised Revenue + Pending PCO Revenue
Actual Revenue MSDSL Project or Cost Code Revenue billed to date
Budget Original EAC Original Original Initial anticipated Cost
Non-CO EAC Revisions Calc Calc Current Revenue – (Original Revenue + Approved CO Revenue)
Posted CO EAC Revisions SF SF Recorded and Posted Change Orders
CO Expense Risk SF SF Expense amount from Change orders that have had expenses posted, but which have *not* had the corresponding revenue posted
Current EAC EAC EAC Original Budget + Non-CO EAC Revisions + Approved CO EAC Revisions
Pending COs EAC Revisions SF SF COs with Verbal OK but not recorded in Microsoft Dynamics SL
Potential Exposure SF SF Sum of pending Commitments * the probability factor entered for each.
EAC + Pending Calc Calc EAC + Pending CO
Manual EAC Change Type User User User input (A or R)
Manual EAC Change Amount User User User input amount
Original Change Results Calc Calc Result of manual changes made to the Original amount. This column appears only if revisions will post to Original when approved.
EAC Change Results Calc Calc Result of manual changes made to the Current EAC amount. This column appears only if revisions will post to Current EAC when approved.
Original Units Original Original Initial anticipated Units
Revision Units EAC EAC Changes to Initial anticipated Units
EAC Units Calc Calc Original Units + Revision Units
Manual EAC Change Units User User User Input
Original Unit Change Results Calc Calc Result of manual changes made to the Original Units. This column appears only if revisions will post to Original when approved and if the Data worksheet includes units.
EAC Units Change Results Calc Calc Result of manual changes made to the EAC Units. This column appears only if revisions will post to Current EAC when approved and if the Data worksheet includes units.
Composite Rate Calc Calc EAC / EAC Units
EAC Cost / Unit Calc Calc Current Budget / EAC Units
EAC Hours / Unit Calc Calc Sum of Labor Account Codes / Cost Code Units
EAC Units / Hour Calc Calc Cost Code Units / Sum of Labor Account Codes
Actuals Vendor SF SF Vendor responsible for Commitment item
Original Commitment SF SF Approved Commitments
Approved CCO SF SF Approved Commitment Change Orders
Current Commitment SF SF Approved Commitments + Approved Commitment Change Orders
Pending Commitments SF SF Sum of Commitment and Commitment Change Orders with a Pending status
Approved Pay Request Total SF SF Sum of Approved Pay Requests
Approved Pay Request Retention SF SF Sum of the Retention amount for Approved Pay Requests
Approved Pay Request Net Pay SF SF Approved Pay Request Total – Approved Pay Request Retention
Pending Pay Request Total SF SF Submitted but unapproved Pay Amount total
Pending Pay Retention SF SF Submitted but unapproved Pay Amount Retention total
Remaining Commitment to Pay SF SF Pre-process during data gathering to better reflect the total exposure based on
a) status “closed” with or without remaining amounts,
b) budget to actual,
c) actual to pay request,
d) actual to paid request.
Notes:
-If the Commitment is completed, then the remaining amount for the Commitment is zero.
-If any Pay Request is marked final, then the remaining amount for this Commitment is zero.
-Otherwise, the current contract amount on each Item is compared to the amount paid on each Item. Overpayments are ignored and the sum is the remaining pay amount for the Commitment.
Work Order Open SF SF Sum of expense amounts on Field Work Order documents that have not yet been approved (i.e., Signoff date is empty)
Work Order Closed SF SF Sum of expense amounts on Field Work Order documents that have been approved (i.e., Signoff date contains a value)
Work Order Open Units SF SF Sum of quantity on Field Work Order documents that have not yet been approved (i.e., Signoff date is empty)
Work Order Closed Units SF SF Sum of quantity on Field Work Order documents that have been approved (i.e., Signoff date contains a value)
Actual Cost to Date MSDSL Project Charge Entry Actual cost posted to date
Direct Charges Non-integrated: Sum of expense amounts on Charge Entry documents, regardless of status.
Integrated with Microsoft DSL: Field remains zero because direct charges are counted along with all other actuals.
Committed Cost to Date MSDSL Project Charge Entry Actual committed cost posted to date
Actual + Committed Cost Calc Calc Actual Cost to Date + Committed Cost to Date (unless Committed amount less Remaining-to-Pay is greater than zero, then Actual is added to Committed minus Remaining-To-Pay)
Actual Prior Year MSDSL Actual expenses posted during the prior fiscal year
Actual Prior Period MSDSL Actual expenses posted during the prior fiscal period (normally last month)
Actual Current Year MSDSL Actual expenses posted during the current fiscal year
Actual Current Period MSDSL Actual expenses posted during the current fiscal period (normally this month)
Actual Units MSDSL Project Charge Entry Integrated: Cost Code = Production Units; Account Category = Operational Units
Declared Units User User User input
Actual Units Prior Year MSDSL Actual units posted during the prior fiscal year
Actual Units Prior Period MSDSL Actual units posted during the prior fiscal period (normally last month)
Actual Units Current Year MSDSL Actual units posted during the current fiscal year
Actual Units Current Period MSDSL Actual units posted during the current fiscal period (normally this month)
Actual Cost / Unit Calc Calc Actual Cost to Date / Actual Units
Actual Hours / Unit Calc Calc Sum of Labor Account Codes cost / Cost Code Units
Actual Units / Hour Calc Calc Cost Code Units / Sum of Labor Account Codes cost
Performance Factor Calc Calc Actual Hours / Budget Hours
% of EAC Spent Calc Calc Actual + Committed / EAC
% Complete Calc Calc
% Complete Units Calc Calc Actual Units / EAC Units
Declared % Complete User User User input
Earned Value Calc Calc Using the Cost Code % Complete, Cost Code Current Budget and Total Earned Value, computed by Cost Code
Margin Amount Calc Calc Current revenue – maximum amount in Current EAC, Actual + Committed or Actual Costs
Margin % Calc Calc Margin Amount / Current revenue
Forecast Forecasting Formulas are proprietary and vary based on the Cost Code’s Cost Method. For more information on these calculations, view the base formula on the status bar of the BFA while using the Forecast Data Entry form (see screen shot below table) or the “Form Columns” page in the Focus on Forecast and Analysis guide. For more information on Costing Methods, see the following Costing Method table.
Calculated FAC Calc Calc System-generated Forecast calculation based on costing method
Calculated FAC Units Calc Calc System-generated Forecast calculation based on costing method
FAC Gain/Loss Amounts Calc Calc System-generated Forecast calculation based on costing method
FAC Gain/Loss Units Calc Calc System-generated Forecast calculation based on costing method
Last Posted Forecast Revenue FAC FAC Posted Forecast Revenue from prior Forecast
Working Forecast Revenue User User The Current Revenue budget or a user entered amount
Last Posted FTC Calc Calc Working FTC from prior posted Forecast
Working FTC Calc Calc Calculation based on Costing Method OR user input
Last Posted FAC Calc Calc Working FAC from prior posted Forecast
Working FAC Calc Calc Calculation based on Costing Method OR manual override
Working Units Calc Calc Calculation based on Costing Method OR manual override
Working Cost/ Unit Calc Calc Working FAC / Working Units OR manual override
Working Hour/ Unit Calc Calc Sum of Labor Account Codes Working FAC / Working FAC Cost Code Units OR manual override
Working Units /Hour Calc Calc Working FAC Cost Code Units / Sum of Labor Account Codes Working FAC OR manual override
Working Performance Factor Calc Calc Working FAC Hours / Budget Hours OR manual override
Last Posted FAC Units FAC FAC Forecast Units from prior posted Forecast
Last Posted % Complete Calc Calc Working % Complete from prior posted Forecast
Working % Complete Calc Calc Calculation based on Costing Method & user input
Working Gain/Loss Calc Calc Calculation based on Costing Method & user input OR manual override
Working Gain/Loss % Calc Calc Calculation Row / Project total Gain/Loss
Working Gain/Loss Units Calc Calc Calculation based on Costing Method & user input
Notes User User User entered notes
Tracking Notes SF SF Information about who made a change when in the BFA workbook
Date of Last Posting MSDSL The most recent transaction date of the sum amount
User-defined User Calc Field 1 though 10 User User User-defined columns
User Save Text 1 and 2 User User User-defined columns
User Save Amount 1, 2 and 3 User User User-defined columns

 

Forecast formulas are displayed in Forecast mode when you use the Forecast Data Entry window.

Costing Methods

Costing Methods Calc at Cost Code level

Calc at Account Categories

    Integrated Non- Integrated
Cost Plus – CP Sum of the Account Categories The greater of Current Budget or Actual + Committed The greater of Current Budget or Current Commitment
Fixed Price – FP Sum of the Account Categories If Projected:

– At or above Threshold

— User Input (if it exist)

— Or Current Budget / Actual + Committed.

– Otherwise the greater of Current Budget or Actual + Committed.

 

If not Projected:

– The greater of Current Budget or Actual + Committed

– Or the User Input (if it exists)

If Projected:

– At or above Threshold

— User Input (if it exist)

— Or Current Budget / Current Commitment.

– Otherwise the greater of Current Budget or Current Commitment

 

If not Projected:

– The greater of Current Budget or Current Commitment

– Or the User Input (if it exists)

Unit Pricing – UP Sum of the Account Categories If Projected:

– At or above Threshold

— User Input (if it exists)

— Or Current Budget / Actual + Committed

– Otherwise the greater of Current Budget or Actual + Committed providing the Actual Units are less than the EAC units.

– Otherwise the amount is factored by the overrun or user input of units

 

If not Projected:

– The greater of Current Budget

– or Actual + Committed

– or the User Input (if it exists)

If Projected:

– At or above Threshold

— User Input (if it exist)

— Or Current Budget / Current Commitment

– Otherwise the greater of Current Budget

– Or Current Commitment

 

If not Projected:

– The greater of Current Budget

– Or Current Commitment

– Or the User Input (if it exists)

 

 

 

 

 

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