The Actual page allows you to enter all actual expenses the portfolio incurs during its execution. It allows you to visualize the expenses as well as the team members that are currently or have been active since the portfolio started and their calculated cost to date. Refer to Portfolio Team chapter to learn how to add team members and unassigned team positions to a portfolio.

Expenses are added to one of three main categories: Operational expenditures (OPEX), Capital expenditures (CAPEX) or Financial expenditures (FINEX). The section on Categories explains each one in detail. Actual expenses can be single occurence or recurrent ones. The Salaries group lists the team members that are currently active.

Information entered here will be used to provide project health metrics on the Overview page and used to calculate the forecast chart displayed in the Forecast page.

Team members

Team members can be considered as an actual, filled-in, positions. They are positions that are associated to JIRA users, already identified in portfolio team page. They represent the salary expenses you already spent during the portfolio execution. Team members are grouped by title (e.g. Developer, Architect, Q&A). You can collapse (or expand) a group of team members by clicking the triangle icon ( ) next to a team member title.

Adding a team member

Refer to Adding a Team member section to learn how to add team members to a portfolio.

Editing a team member

Select a team member to edit by clicking on it and then either click on the drop-down menu on the top-right part of the position details view (on righthand side of the screen) and select the Edit option or hit the "e" (for edit) shortcut key. This will bring up the team member edition dialog.

Refer to Editing a Team member section to learn how to edit team members to a portfolio.

Deleting a team member

Refer to Deleting a Team member section to learn how to delete team members to a portfolio.

Team member costs

The Actual page shows the calculated actual cost for each team member and team member groups (by title) to date. The actual cost of a team member is calculated based on her worked hours and her (possibly varying) wage.

Cost = sum for p in periods(Worked hours(p) x Wage(p))

Worked hours of a team member are deduced from her wage information and optionally, from the explicit worked hours entered for that member (this data is entered in the Team page). The worked hours table displayed in the team member details panel in the Team page gives the detail of how the total worked hours is calculated. In that table, each row corresponds to a period of time for which a number of hours has been either automatically computed or entered manually. For each of these periods, we multiply the number of hours by the wage for that period. The sum of each of these terms gives us the actual cost of the member at the current date. The detail of each calculated term is shown in the Costs to date section in the details panel for team members.

Refer to the Wages and Worked Hours sections in Team chapter for more in-depth information about how this information is calculated and used for forecasting.

Team member details

When selecting a team member, more information on that position is displayed in the details panel on the right. This panel shows the following information:

Name and avatar
Title
Current wage
Worked hours to date
Calculated total cost to date
Reporter (the user who added the team member)
Description
Detailed costs to date information
Attached files

You can also select multiple team members or even a mix of team members and expenses at once by selecting multiple lines (by pressing and holding the Control key while clicking the team members and expenses). This gives you an aggregated view showing the total costs of the selected expenditures.

Attaching files to team members

You can attach files to a team member in order to keep related documents handy (payslips, resumes, etc.). To attach files to a team member, select the member and then click button Attach Files in team member details panel on the right. This will bring up a dialog where you can pick a file (or multiple files simultaneously, if your browser allows it) and enter an optional comment.

Expenses

Expenses correspond to amounts spent to attain the objectives of the portfolio. They can belong to any of the three categories described in section Categories: OPEX, CAPEX or FINEX. Expenses can be single occurrence, or they can be recurrent. Recurrent expenses can also be amortized; in which case the amount associated with the payment will be evenly split on the payment period. Actual expenses represent all money that was spent or will certainly be spent during the portfolio's time frame, such as rents, maintenance contracts, software license purchases, loan financing costs or mortgages.

Adding an expense

Adding an actual expense is the same as adding a budget expense, except that it happens on the Actual page. Refer to Adding an expense in the Budget chapter to learn how to add an expense.

Expense recurrence

Specifying actual expense recurrence is the same as specifying it for a budget expense. Refer to Expense recurrence section in the Budget chapter to learn more.

Expenditures and Portfolio Time Frame

Refer to Expenditures and Portfolio Time Frame section in the Budget chapter to learn more.

Editing an expense

Editing an actual expense is the same as editing a budget expense, except it happens on the Actual page. Refer to Editing an expense in the Budget chapter to learn how to edit an expense.

Deleting an expense

Deleting an actual expense is the same as deleting a budget expense, except it happens on the Actual page. Refer to Deleting an expense in the Budget chapter to learn how to delete an expense.

Expense costs

The Actual page shows the calculated cost to date for each expense and expense groups (by type). The cost of an expense is calculated by multiplying its payment amount by the number of payments.

Cost = Number of payments to date x Payment amount

The number of payments depends on the recurrence definition for that expense and the portfolio's time frame. Only payments occurring (inclusively) between the portfolio's start date and today (see Portfolio configuration) are computed.

Note that expenses incurred on non-working days are taken into account (e.g. a rent payment won't be skipped if the incurrence date is a holiday).

Example 1 -Recurrent expense

Amount: 100$

Actual Cost	2 x 100$ = 200$
Recurrence definition	Monthly on day 1, from 1/Feb/2014
Portfolio time frame	1/Jan/2013 to 1/May/2014
Today is	1/Mar/2013
Number of payments	2 (February 1st and March 1st)
Payment amount	100$

Example 1 -Amortized recurrent expense

Amount: 100$

Actual Cost	2 x 25$ = 50$
Recurrence definition	Monthly on day 1, from 1/Feb/2014
Portfolio time frame	1/Jan/2013 to 1/May/2014
Today is	1/Mar/2013
Number of payments	2 (February 1st and March 1st)
Payment amount	100$ / 4 = 25$

Expense details

When selecting an expense on the Actual page, more information on that expense is displayed in the details panel on the right. This panel shows the following information:

Name
Type
Category
Amount
First and last payment dates
Recurrence definition
Calculated total cost to date
Reporter (the user who added the position)
Description
Detailed costs to date information
Attached files

You can also select multiple expenses or even a mix of team members and expenses at once by selecting multiple lines (by pressing and holding the Control key while clicking the team members and expenses). This gives you an aggregated view showing the total costs of the selected expenditures.

Attaching files to expense

You can attach files to an expense in order to keep related documents handy (invoices, quotations, etc.). To attach files to an expense, select it and then click button Attach Files in expense details panel on the right. This will bring up a dialog where you can pick a file (or multiple files simultaneously, if your browser allows it) and enter an optional comment.

On this page:

Team members
Expenses

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