Budget

1. Click to add a new pricing plan. This used to be called Add plan. In the Plan dialog, enter:
2. Type: This is the type of plan: Existing Plan, or New Plan. This is required.
   1. For existing plan, select the existing matter.

1. Plan Name: Enter the Plan name. This is required.
2. Arrangement: Select the arrangement to use for the plan. For selecting Planning rate cards, go here for details. Note: The default plan is not longer populated to eliminate accidental overrides of the rate cards and rate hierarchies.
   1. If a currency is not attached to an arrangement, it will be fully available for use on any matter or opportunity.
   2. The order of display for arrangements rates' are:

   3. In case of Matter level rate cards=> We show "Default Matter Rates Selected"

   4. In case of Client level rate cards=> We show "Default Client Rates Selected"

   5. In case of Opportunity level rate cards=> We show "Default Opportunity Rates Selected"

   6. Else, if an arrangement is selected manually, it should show the appropriate arrangement name.

3. Mode: Select the planning mode to use. This is required.
1. Top Down (Amount)
2. Top Down (Percentage)
3. Top Down (Mixed Mode)
4. Bottom Up: Certain KPIs will automatically calculate on any changes on this mode: Resource Worked Total, Phase Worked Total, Arrangement worked total, grand total level worked total, cost rate and total cost planned.
4. Select from the three options available to create a model
   • Create from a template: Select this option to create a pricing plan from the saved templates.
   • Create with ( ) Resources: Select this option to create a pricing plan with drop-down added to select resources. The default number of resources is set to 3, this can be edited.
   • Create Blank: Select this option to create a blank pricing plan with the selected fee arrangement added.
5. Split Resources by: Allows to automatically split phases by Office, Department, Country or Region. This is similar to the Global Report Setting to split the phases.

1. Click Ok.

1. On an existing Plan, find the Mode box on the top left side of the Planning page.
2. Select the plan mode to change:
   1. Top Down (Amount)
   2. Top Down (Percentage)
   3. Top Down (Mixed Mode)
   4. Bottom Up: Certain KPIs will automatically calculate on any changes on this mode: Resource Worked Total, Phase Worked Total, Arrangement worked total, grand total level worked total, cost rate and total cost planned.

3. The warning appears to Continue (if the old budget can be erased), or Cancel (to leave as-is).

Umbria 2019 supports 6 nested levels of phases, and single phases on the top level, out of the box.

The top phase level can be edited by the amount designated if using an amount based budget, but lower levels will be allocated by percentage, and roll up to the upper level.

To add a phase to a budget:

1. Click the button next to the Total budget field. The option to add various sub-phases are displayed:

1. Based on the type of phase selected, further options for the phase are displayed. Select the relevant option from the drop-down.

2. The amount field displays the total for each phase. The total amount does not include any rate adjustments added or discounts applied.

The following columns are displayed under phases /resource grid. You can add /exclude columns from each phase from the More Actions menu at the top right corner. Select Manage Columns.

This option allows you to add a recurring phase through a simple-to-use dialog.

1. Click the button next to the budget name/phase name. Select Add Recurrence.
2. Select the Start Date for the recurring phase.
3. The Start and End Enforcement will have Start and End date set as default. If keeping the default, set the End Date as well.
4. In the drop-down for Period, select the recurrence option (Week, Month, or Quarter)
5. Enter the number of times for the recurrence to repeat.
6. The Net Budget is auto-populated.
7. The Total amount is updated based on the recurrence number entered.
8. Select the Phase Naming Template. The Templates can be configured in the Admin>Manage>Planning Phase Display Name Template node.
9. Select Yes to auto renew the recurrence after the end date.
10. Set the percentage/amount to increase the Net Budget for the recurrence. You can set this to None.
11. Select Yes to send a notification email for renewal and the number of days before the end date for the reminder to be sent.
12. Select the recipient of the notification.
13. Click Save Recurrence. Based on the selected period, the recurrence is now added below the current phase.

To add a team to a budget/phase:

1. Click the button next to the budget name/phase name. Select Add Resource.
2. The Add Budget Team dialog is displayed. Select a team template or Matter Team from the Team Template drop-down menu. A list of people or classes populates. You can remove a resource from the list by clicking the X to the right of the resource's name. The deleted resource name is greyed out. To add the deleted member back, click the Redo sign.
3. To add resources to the Budget team, click the Add Other Resource button.
4. To add filters on the team, change the Class, Country, Office, or Department filter.

• Country: Filters the templates for a country

• Office: Filters the templates for an office

• Department: Filters the templates for a department

• Class: Filters by fee earner class/rank. This allows class split, as if a class has an office/department or other metadata associated, and class split is on in the Budget Settings-> Global Settings, then the metadata become sub levels. Additionally, multiple class types are supported. For example, one associate can be added with one set of metadata, while another associate can be added with a different set of metadata like a different office.
  • Enable phase split in global settings. Can be on: Region, Country, Office and Department, or any combination of them.
  • Select in the filter of add resource panel the resource or class.
  • Then put the phase split filter on. If adding office, select office in the filter.
  • Pick a resource with the appropriate metadata.
  • If no metadata exists for the split option (e.g. office), a warning appears the resources will not be added due to not available metadata.

5. If picking an employee resource select that resource from the lookup. Note: The non-timekeepers are filtered out based on the IsTimekeeper flag. Ensure imported and manually created employees have this to show up!
6. Click the Save button to continue. The selected team members are added to the Budget/Phase.
7. To add more resources, click the Save + button. Or click the Add Other Resource button once more.
8. Once team members are added to a phase/ budget you can add additional resources by clicking the button next to the resource name. Click the + sign to add an additional row at the end of the resource list. Select a resource from the drop-down list. You can remove a resource from the list by clicking the X sign.
9. To replace a resource from the list, click the sign to the to the right of the resource's name.

To clear resources from a budget, phase or sub-phase

1. Click the button next to the budget name/phase/sub-phase name. Select Clear Resources.
2. Click Ok in the confirmation dialog displayed.
3. The page will auto refresh and display updated calculations.

Plans with unallocated amounts, hours or resources will be implicitly saved in the back end for going back into it.

Click the Save anyway button.

Plans can be copied to another matter or opportunity by using the Copy Plan button from More Actions. Plans can be cloned to make a copy of the exact plan by using the Duplicate Function.

• Note these two functions will create a generic class for any resources that are now terminated or that moved offices/departments after the initial plan was created. For example, if the resource was a Senior Associate before and was terminated, then a resource for Senior Associate will take the place of the resource with the same planned figures.

This option allows you to apply discount or premium to a phase/budget:

1. Click the button next to the budget name/phase name. Select Add Adjustment.
2. The Add Adjustment dialog is displayed. In the right side of the dialog, the total budget value /phase value is displayed.

3. Select the relevant option from the Type drop-down. Select Fee Simple-Discount to apply discount or Fee Simple-Premium to apply premium amount for the phase.
4. Select the phase from the Phase drop-down.
5. Select the radio button to select the calculation mode. The amount calculated is displayed in the right side of the box next to Discount Amount or Premium Amount. The Fees-Sub-Total displays the total value after applying discount/premium.

 If "Allow Discount on expenses" = "Yes" the following will be shown:

• The Dynamic option allows you to enter a percentage value that the client will receive off/or will be charged over the total fee amount. The auto-calculated amount is displayed in the adjacent field.
• The Static option allows you to enter an amount that the client will receive off/or will be charged over the total fee amount. The auto-calculated percentage is displayed in the adjacent field.
• Total Value displays on the right as well as SubTotal.
6. Select the Discount/Premium reason from the drop-down. The drop-down options can be set in Admin>Time>Write-DownReason.
7. Enter a name for the Discount/Premium applied. Click the Add Adjustment button. The adjustment is applied to the phase and can be viewed under Net Adjustments.
8. To Edit the applied Discount/Premium, click the button next to the discount/premium name and click Edit. To delete the applied option select Remove.

Click the button next to the fee arrangement and select Properties. This option allows you to customize the fee type arrangement and select the rate card to be applied to the arrangement. Read here for more details on Rates, Discounts & Guidelines.

Settings Tab

The Settings tab allows you to edit the Arrangement details.

Rates, Discounts & Guidelines

This option allows you to select the rate card arrangement to be applied to the budget. Click the Rates, Discounts & Guidelines tab to update the rate card information.

• Permission to enable or disable the Rates, Discounts and Guidelines tab: MATTER_BUDGET_FEE_ARRANGEMENTS
• Permission to edit details in the Rates, Discounts and Guidelines tab: CAN_EDIT_MATTER_BUDGET_FEE_ARRANGEMENTS

Click the button next to the phase and select Properties. This option allows you to customize the phase settings.

The Phase Properties dialog displays the following information:

To update multiple phases in the budget, click the Next button to update the Phase Properties for the next phase. Click the Previous button to return to the previous phase.

This option allows you to customize the expense settings.

The Expense Properties dialog displays the following information:

To update multiple expenses in the budget, click the Next button to update the Expense Properties for the next expense phase. Click the Previous button to return to the previous expense phase.

To undo the addition of an expense or a coded expense phase, click the Redo sign.

Click the More Actions button in the top right corner of the screen to access the menu options.

Menu	Description
Recalculate	Click to recalculate budget based on changes implemented. Recalculate will just say Recalculate. The hover over will say which kpi changed and will need updating. E.g. if it was Grand Total, it will say "The Budget Grand Total has changed. The entire plan and What If Analysis values need to be recalculated". There will be no Refresh button.
Duplicate	Makes a copy of an existing plan. When copying a pricing plan, both models are still available on the tab.
Finalize	Click to activate the pricing plan. Read here for more instructions.
Unlock Phases	This option is displayed if the pricing plan locked using Finalize>Lock Phases only option. Select this option to unlock the phases.
Set as Default Plan	Select this option to set the current pricing plan as the default pricing plan. This option is also available in the Finalize Plan dialog. A sign is placed on the pricing plan tab marked as default.
Stop Monitoring	This option is displayed once the pricing plan is activated using either of the Finalize options> Snapshot the complete plan or Snapshot the complete plan and create a duplicate plan for editing. The pricing plan is then monitored against the actual. Select this option to stop monitoring against the actual. However, the plan remains locked for editing. A red lock is added on the pricing plan tab. Tip: You can show / hide the Stop Monitoring option for various users. Admin: Permission Group: Global> View dashboard stop monitoring menu.
Resume Monitoring	This option is displayed if you selected Stop Monitoring. Click to resume monitoring against the actuals. However the plan is locked for editing.
Save as Template	Click to save the current pricing plan structure as a template. Read here for more instructions to save a template. The saved templates are available for selection when adding phases from a template.
Manage Columns	Select to add/remove columns from Phases. The columns displayed by default are disabled. You cannot uncheck the columns. Check box to add additional columns. You can also drag and reorder the columns. Click Save to update changes. Note: The columns pertaining to the resources though selected, will only be displayed if resources are added to a phase/sub-phase.
Manage KPI Columns	Select to add/remove columns from the What If Analysis panel. Check box to add additional columns. You can also drag and reorder the columns. Click Save to update changes. Refer What -If Analysis section for more details on the KPI columns.
Plan Options	Select to rename the plan or to change the rate card applied to a plan. Click Saveto update changes.
Export	Select this option to export the data to a template. Read here for detailed instructions.
Delete Plan	Click to delete a plan. Click Delete to remove a plan. If the plan is deleted, the statistics will be deleted too.

Click to view the Pricing Plan reports added. This tab is enabled if a Pricing Dashboard is created.

The Pricing Plan Dashboard is available out of the box to use if desired.

1. In the Admin>Dashboard node, click Add. Type information in the provided fields, based on the table below and click Finish

   Field	Description
   Dashboard Name	Enter a name of the Dashboard. This appears as the Report name in the UI. This is a required field.
   Title	Enter a Title. This appears as the Dashboard name in the UI. This is a required field.
   Description	Type a summary for the purpose of this dashboard. The description is displayed in the Report Description column in the UI
   Dashboard Types	Select Object Specific. This allows you to associate the dashboards with Pricing Plan entity and show in the entity navigation. On selecting this option the Entity Type drop-down field is displayed.
   Entity Type	Select Pricing Plan entity type
   Page Design Type	Select Full Page option to display the Dashboard as a full page.
   Show in Navigation	Select Yes to add the Dashboard in the entity navigation pane.
   Show in Entity Report	Select Yes to add the Dashboard in the Entity reports navigation.
   Enabled/Disabled	Disable the dashboard to not display it on the Reports tab.

2. In the Budget tab, the Reports button is now displayed. Click the Reports button to view the added dashboard.
3. Click the action menu to edit the dashboard and add widgets. Read here for detailed instructions to edit the dashboard and add widgets to a dashboard.
4. Click Save to apply changes. The Planning Modal reports are now updated with the added data.

The Pricing Plan Dashboard is available out of the box to use if desired.

1. The following fields are available:

   Field
   Resource
   Title
   Practice Area
   Office
   Location
   Hours
   Planning Rate
   Margin
   Worked Total
   Net Budget

To group by a column, drag the column to the area saying 'Drag a column header here'.

Available options on the page are:

Saves the created pricing plan structure as a template (without saving the budgeted values). This template is available for selection when adding phases from a template. To save as template, click the More Options button in the upper-right of the screen to open the action menu. Click Save As Template.

Exports the current planning data to excel or pdf. To export the data, click the More Actions button in the upper-right of the screen to open the action menu. Click Export.

1. Select the purpose of the export if the report is to be shared with Client or for Internal use.
2. Select the file type for export. There are two options available Export to Excel or Export to PDF.

3. Select the excel export template from the drop-down. PDF files have built in templates. To make a template available for client selection, when adding a Planning template in Admin>Planning node, check the box for Client.

4. Click Export.

Word Template:

The Word template allows to export details on the budget and actuals. Note the total rows are now removed, and the template is modified for better usability.

Select this option to finalize and activate the pricing plan (model). The following options are displayed in the Activate Plan dialog:

The lower panel will display all the Errors/Warnings messages (if any)associated to the phases. The pricing plan cannot be activated unless the errors are resolved. The Errors/Warnings checkbox will display the count of the messages. Check the box to display messages under each category. To view all messages check box for Messages.

Plan Finalization has a new warning when the matter currency differs from the plan currency.

The warning is: The Plan Currency is different from the matter currency - please copy or duplicate the plan to resolve

The Error/Warning messages will clearly display the phase name and the associated errors/warnings. Click the phase name to open the Phase Properties dialog to resolve the error. Once the phases are updated, click the Preflight Check button for a data validation check. If there are no errors displayed, click the Activate button to activate the pricing plan. The pricing plan can be activated without resolving the warning messages.

Lock Sign on Pricing plan Tab

Lock Sign	Indicates
	The pricing plan is finalized using Lock Phases only option.
	The pricing plan is being edited using the Stop Monitoring option.
	The pricing plan is finalized using either of the Finalize options> Snapshot the complete plan or Snapshot the complete plan and create a duplicate plan for editing.
	The pricing plan is marked as default.

This tool allows you to select each phase from the budget and immediately analyze the impact of any discount or fees ( fixed fee & fee cap) applied to the budget/phase.

A manual refresh option is displayed to update the calculations whenever any changes are made to the phases. By default, the What-If Analysis displays' the KPI's for the total budget. The drop-down for selecting the phases will display the parent phase and all the child phases added within the parent phase. You can select any phase from the Phase drop-down. Click on the + sign next to the What-If Analysis label to add a new What-if tab.

Adding another line to the What If Analysis Panel

In 2020.1.1, the What If panel allows adding more than one discount/Fixed Fee/ Fee Cap/Writedown to it. Click the Plus sign to add another.

You can compare models previously created, or on the fly models.

A global setting was created for creating automatic levels whenever resources are added to a budget when office and department are not in the hierarchy. The resources can be split to many different levels.

How to set the Global Setting for auto-splitting:

1) Open up Umbria admin panel.

2) Browse to Global Settings.

3) Find the Report Settings tab.

At the top of the Report Settings window, you will see a grouping called Phase Split options. This contains these settings.

4) Check the box next to the specific level or levels to auto-split by.

Split by International Region: A level would be added by each international region. E.g. Western Europe

Split by Country: A level would be added by country. E.g. France

Split by Office: A level would be added by office. E.g. Brussels office

Split by Department: A level would be added by department. E.g. Litigation

5) Click save on the bottom right of the page.

For example, if checking Office and Department, then two levels will be added.

If all levels are checked, this is what the planning page looks like for a resource based budget. Levels are split for Region, Country, Office and Department.

Hierarchy of the levels are: International region, Country, Office, Department. This is also the display order of them.