Budgets, Time Spent and Costs

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Overview

Keep your spending on-track by setting a budget for your projects and programs.

You can record your time spent and costs directly against a project or program, or track them through associated activities and tasks.

Budget Progress Bar – Finance User View
Budget Progress Bar – Standard User View

There are two levels of access

PermissionsStandard UserFinance User
Logged Time
– View time added by another userxx
Cost of Time Logged
– View cost of time added by another userx
Logged Costs
– View cost added by another userxx
Budget
– Set the budgetx
– View the value of set budgetx
– View Total Costx
– View Total Time Spentxx
– View % of budget spentx
Cost Permissions

Set a Project or Program Budget

To set a budget (you will need to be in the finance group for this):

  1. Ensure you are on the page for the project or program.
  2. Click on Ellipsis on the budget progress bar.
  3. Click on View.
  4. The Update Time & Cost window is displayed.
Update Time & Cost
  1. Enter the the allocated budget.
  2. Click on Save icon.
  3. The budget is saved and the budget progress bar displays the set budget.

See our User Guides for more information on using Katala.

Time and Costs

Adding Times and Costs allows you to keep track of your expenditure and use of time. When a task or an activity is shared with a project, their times and costs are included in the project’s (and linked program’s) total cost and total time spent.

Time Spent

Time spent can be logged against a task, an activity, a project or a program.

Look out for the Time Icon and Log Time Icon icons which can be found on:

  • Task and Activity Cards
  • Task and Activity Sidebars
  • Budget modals for Project and Programs
To Log Time
  1. Click on Time Icon or Log Time Icon to display the Add Time window.
  2. Complete the fields:
    1. Time
    2. Description.
  3. Click on Add Time.
  4. Time spent, and cost of time is added.
Log Time Window
Add Time Window

Costs

Costs can be logged against a task, an activity, a project or a program.

Look out for the Costs Icon and Log Cost Icon icons which can be found on:

  • Task and Activity Cards
  • Task and Activity Sidebars
  • Budget modal for Project and Programs
To Log Costs
  1. Click on Costs Icon or Log Cost Icon to display the Add Cost window.
  2. Complete the fields:
    1. Cost
    2. Description.
  3. Click on Add Cost.
  4. Cost is added.
Log Cost Window
Add Cost Window

Time Spent and Costs Totals

The totals displayed in Katala are cumulative and will vary based on where they are viewed:

  • A program displays the totals from all of its associated projects, activities and tasks, as well as those logged directly.
  • A project displays the totals from all of its associated activities and tasks, as well as those logged directly.
  • An activity displays the totals from all of its linked tasks, as well as those logged directly.
  • A task will display the totals logged directly.

The following example shows how the time and costs displayed in Program One have come from Tasks #1, #2 and #3.

Program One

  • Total Time Spent: 2 hours and 45 minutes
  • Total Cost: £247.50

Project Alpha

  • Total Time Spent: 2 hours and 45 minutes
  • Total Cost: £247.50

Project Beta

  • Total Time: 00:00
  • Total Cost: £0.00

Activity A

  • Total Time: 02:30
  • Total Cost: £225.00

Activity B

  • Total Time: 00:15
  • Total Cost: £22.50

Activity C

  • Total Time: 00:00
  • Total Cost: £0.00
Task #1
  • Time Spent: 1 hour
  • Cost of time: £60.00
  • Cost spent: £30.00
Task #2
  • Time spent: 1 hour 30 minutes
  • Cost of time: £90.00
  • Cost Spent: £45.00
Task #3
  • Time spent: 15 minutes
  • Cost of time: £15
  • Cost Spent: £7.50

Try our in-app user guides for faster onboarding.

Launching User Guide
  1. Click your user icon.
  2. In the side pane, click User Guides.
  3. Select a topic.
  4. Become a Jedi Master.