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Estimated Versus Actual Report

This report provides valuable information about your organization’s Tasks, including:

  • Estimated hours and costs for activities
  • Actual hours and costs for activities
  • Comparisons between estimated and actual values
  • Percentage between estimated and actual values

Use this report to review activity costs to assist in planning and budgeting for future work. The report is grouped by the activity for each asset type. For reference and follow-up purposes, the report also includes the values for all activities.

You can select the following data to include in the report:

  • Activity: Only available from the Report View. The default is All.
  • Asset type: Only available from the Report View. The default is All.
  • Start date: Only available from the Report View. The default is 6 months prior.
  • End date: Only available from the Report View. The default is today.
  • Flag percent greater than: The default is 10.

The report displays:

  • Estimated values for labor Hours, labor cost, equipment cost, material cost, other cost, and total cost for the activity and asset type.
  • The total number of tasks included for the activity and asset type.
  • Actual values for labor hours, labor cost, equipment cost, material cost, other cost and total cost for the activity and asset type.
  • A comparison between the estimated value and the actual value. When the actual value is less than the estimated value, labor hours displays as a negative number, and the cost fields display in parentheses ().
  • The percentage of the difference between the estimated and actual values.
    • [Sum(Actual value) - Sum(Estimated value)]/ [Sum(Estimated value)] *100
    • If the Sum(Estimated value) = 0, the percentage will display as ERROR
    • If the percentage is greater than the value listed in the Flag Percent Greater Than report parameter, the field will have a red background. The Flag Percent Greater Than can be left blank and a red background won't display.
  • The Grand Totals section includes the same estimated, actual, comparison, and percentage information except it is for all activities and asset types combined.

Run this report from the Report view, and you will be prompted to select the activities, asset type, date range of tasks to show, and the Flag Percent Greater Than.

The following are considered in the estimated versus actual calculations:

  • The tasks must have an estimated value to be included.
  • The task must be completed.
  • The actual stop date must be within the date range selected.

Run this report from the List view, and you will be prompted to select the Flag Percent Greater Than.

Every task selected in the list is considered in the estimated versus actual calculations. Since all tasks are included in the report, it is recommended that selected tasks that estimated values and also are completed with actual values.