Managing Budgetary Units

Managing Budgetary Units

Use the Budgetary Units screen to create a budget for a budgetary unit (BU). A BU is a sub-organization within an enterprise and can have its own cost center. The purpose of this entity in the system is to allocate costs and to understand how are assets are being used.

Cost allocation gives you the ability to view costs for services across hybrid IT environments and across providers, with charge-back and show-back capability by BU. Cost allocation and insights into how assets are being used for a BU is accomplished through a tagging mechanism.

The Budgetary Units screen allows you to view budgets, add new budgets, and edit budgets.

You can create up to 100 budgets.

Note: If you need more than 100 budgets, contact your IBM Cloud Brokerage Manage Services – Cost and Asset Management Solution Architect.

This section contains the following topics:

• Viewing Budgets
• Assigning a New Budget
• Editing a Budget
• Deleting a Budget

Viewing Budgets

To view a budget:

1. Navigate to the Budgetary Units screen by clicking the settings icon in the upper left corner of the screen and then selecting Budgetary Units. BUs are listed in alphabetical order.
2. Click to select a budget. The budget details display.
3. Scroll to view all budget details.
4. When you are finished, click Back to All Budgetary Units.

Assigning a New Budget

Before you begin assigning a new budget:

• Gather your budgetary unit and budget information.
• Obtain the Business Owner and Technical Director information that is associated with the BU (optional).
• If you are using custom tagging, create these user-defined tags that you will use to associate with your BUs on the Settings > Tag > Create Tag screen.

The budgetary unit contains the following information:

• BU name and description
• BU owner and technical director contact information
• Budget for the upcoming term, 1 year (12 months)

To assign a budget:

1. Navigate to the Budgetary Units screen. BUs are listed in alphabetical order.

   Note: By default, this screen is displayed when you first set up your BUs. Set the budgetary options only once. The budget is dispersed equally when first entered. Subsequent budget changes are not dispersed.

   
   

2. Click Assign New Budget. A new budgetary unit details screen displays in which you will add budget details. Click the down arrow to expand a section.

3. Type a character from the BU name. A list of options displays.
4. Select a BU from the list.
5. Add all of the budget details. At a minimum, you must select a budgetary unit name and annual budget. When setting up budgetary units, the annual budget is spread evenly among the 12 months.

6. Configure your global budgetary settings. By default, the budget for the BU uses the January start month. The technical owner and business owner contact information is useful because listing the owners of assets helps you to quickly find the right people in your organization to work with to resolve your issues (policy violations).

   Note: You can edit only the description for this account.

1. Under Budget in the Annual Budget field, enter your annual budget. The system automatically distributes the annual budget across 12 months equally and displays values for each month to the right of the month.
2. When you are finished entering your BU data, click Save. The Save button is activated when you add a Budgetary Unit Name. A message briefly displays a confirmation that your budget has been successfully added.

Editing a Budget

To edit a budget:

1. Navigate to the Budgetary Units screen. BUs are listed in alphabetical order.

2. Click to select the budgetary unit that you want to edit. The budgetary unit details screen displays the budget.

   
   

3. Edit the Annual Budget. This is the only editable field. You cannot change the amount to a lesser amount. When you have made allowable changes, the Update button is activated.

4. When you are finished, click Update to save your changes. The system validates that the total budget for the 12 months is within your annual budget. At the top of the monthly budgets list, the total is displayed in either red (over budget) or green (under budget) depending on whether you are over or under budget. A message briefly displays alerting you that your changes have been saved.

   Note: If the total of monthly budgets is greater than the annual budget, the system disables the Save button and displays the error message "You are over budget!" To resolve this issue, review your monthly budgets and make the appropriate changes so that they are equal to or below your annual budget.

Deleting a Budget

Note: You can delete a BU only when there are no cost line items and assets associated with the BU and you must have login permission to delete it. Only the BCAM Admin user role can delete BUs. The ITFC and ITIO user roles can delete only the BUs they have created.

To delete a budget:

1. Navigate to the Budgetary Units screen. BUs are listed in alphabetical order.

2. Click to select a budget. The budget details display.

   
   

3. Click Remove Budget. A pop-up window displays in which you can confirm your deletion.

4. Click Yes to confirm that you want to delete the budget. Click No to cancel.
5. When you are finished, click Back to All Budgetary Units.