Using the Cost and Funds app in Oracle Primavera Cloud

You can create your CBS at the workspace or project level. If various projects will be using the same cost elements, it’s recommended to create the CBS at the workspace level. That way, you won’t have to create a CBS for every project. You can bring in cost items from the workspace CBS that are applicable to specific projects. 

The CBS is often driven by the type of projects your organization manages. For example, a General Contractor’s structure might break down the required work elements for constructing a new building, such as concrete, framing, carpentry, etc. A building owner’s structure might break down the costs of maintenance and upkeep of a building, such as fees, furniture, or fixing structural elements.  

Most CBSs are built as a hierarchical structure, so that each cost element can be divided into greater detail.

You can build the CBS in a flat list, meaning there’s only one level. Most organizations have a hierarchical structure, as it provides a natural means to aggregate and group costs.  

Select Edit Segment Definitions in the Actions menu to define the category of levels in your hierarchy, if applicable.

Once the CBS structure is defined, you can import cost codes from an Excel document. Importing cost codes is recommended if your organization has a detailed CBS. You can add CBS codes manually, if desired.

You can copy a workspace or project CBS for other projects as needed.

See this article for more information. 

You can manually add a budget or import one from the Actions menu. Commonly, budgets are entered by the Scheduler or Project Manager since they are closely tied to schedule activities.

Once the budget is entered, it must be submitted for approval. The approver will receive a notification and can approve or reject the budget as needed. If desired, you can create a custom budget-approval workflow.

After a budget is approved, any changes must be done through the Changes or Transfers tab. Check out this article for more information. 

When you select Cash Flow for the first time, you’ll be prompted to set the time period for your project, which indicates how long it will run from start to end. Note that you can change this information as needed if the project time period changes.  

Then, you’ll be directed to the Cash Flow page. If desired, select the wrench icon along the upper-right to include capital and expenses in your planned budget and/or actuals.

You can also use the budget to be the source of the cash flow by selecting Project Current Budget from the Planned Budget drop-down.

Enter your budget in the Total column, and then distribute the funds. Use the arrows to expand the years into quarter or months if you need to enter the cash flow in shorter increments. If you enter information for a year or a quarter, the funds will be evenly distributed across quarters or months, respectively.  

See this article for more information. 

You can enter actuals manually or by importing them. We recommend grouping your actuals into time-based categories, such as by month, so there’s a hard end date to include project spending. We advise against grouping actuals by labor or material, as you won't be able to confirm them until all labor or material for the project is entered.

Note that the effective date is when the actual will appear on the Cash Flow page if you have Project Current Actuals selected from the Cash Flow settings page.  

Once you have your actuals, add line items to denote the breakdown of costs included in each one.

You can also assign funds to your actuals to track the money sources for completed work.  

Note that similar to the budget, actuals must be confirmed to finalize the entry. After an actual is confirmed, you can’t update the total amount, total hours, or any line items. 

See this article for more information.