Project and Budget Settings | Online Help | Zoho Projects

Project and Budget

Manage Project and Budget settings such as project ID, tags, project percentage completion, enabling budget, budget threshold and overrun alerts, and budget auto-update frequency.

Project & Project Groups

Manage Project Prefix & ID, Project Group Prefix, Tags, and Project Percentage Completion.


Prefix & ID

  1. Click  in the top navigation panel.
  2. Navigate to Portal Configuration > Project & Budget > Project & Project Groups tab.
  3. In the Prefix & ID section, you can enable/disable Project and Task IDs.
  4. The current project prefix is shown in an editable section. If desired, modify the project prefix and click Update.
    1. The project prefix cannot be more than 10 characters and can contain alphabets, numbers, & hyphen only.
Tasks and Issues have the same prefix. It can be updated when you edit a project.
Issue IDs cannot be disabled, only the prefix can be updated.

Project Group Prefix

Users can enable this setting and set a project group prefix.
  1. Click  in the top navigation panel.
  2. Navigate to Portal Configuration > Project & Budget > Project & Project Groups tab.
  3. Enable the Project Group Prefix option.

Tags

Tags help to reference modules in search and filters. Enable tags and associate them with projects, milestones, task lists, tasks, issues, forums and status.

Read more about tags here.

Project Percentage Completion

Calculate your project completion percentage based on task and issue count or based on task percentage completion and issue count.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Project & Budget > Project & Project Groups tab.
  3. Scroll down to Project Percentage Completion.
  4. There are three options to calculate project percentage completion.

    1. Based on task and issue count - The project completion percentage is calculated based on the Open and Closed Status of both tasks and Issues.

    2. Based on task completion percentage and issue count - The project completion percentage is calculated based on each task completion percentage. If there is no percentage completion in the issue module, status type (Open,Close) will be considered. In this type all tasks and issues will have equal weightage (Weightage = 1).

    3. Based on weightage field - Users can customize the weightage for each task and issue. The project completion percentage is calculated based on the weightage value given in weightage field (numeric field or task duration or work hours).

  5. Select you default option and click Update

You can find percentage completion in Project list view, Milestone list view, Milestone detail page, Gantt chart, and Task list details page. 

Formulas to calculate to Percentage Completion: 

Project Percentage Completion = (∑(Task Completion% * Task Weightage) + ∑(100% * Closed Issue Weightage)) /  ( ∑ Task Weightage  + ∑ Issues Weightage)

Milestone Percentage Completion = (∑(Task Completion% * Task Weightage) + ∑(100% * Closed Issue Weightage)) /  ( ∑ Task Weightage  + ∑ Issues Weightage) 

Task List P ercentage  Completion = ∑(Task Completion% * Task Weightage) /  ∑ Task Weightage

Budget Settings

Enable Budget 

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Project & Budget > Budget Settings tab.
  3. Toggle Enable Project Budget.

  4. Set Access Privilege. Select profiles that can access project budget.
  5. Set Budget auto update frequency. The budget will automatically update based on the set frequency.

Include Non-Billable Hours

Enable this setting to include non-billable hours for cost calculations regardless of the Billing Type.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Project & Budget > Budget Settings tab.
  3. Toggle Include Non-Billable Hours.

Enable Budget Threshold and Overrun Limit

Receive email notification when the actual cost exceeds the specified threshold or the planned budget.
  1. Toggle the Budget Threshold Email and Budget Overrun Email buttons in Budget Settings section.
  2. Click Customize Email to modify the email template and click Save.
  3. Click Update.

See Also
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