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Budgets

Use Cloud Cruiser's Budgets feature to create shared budgets that enable you and others in your organization to track your cost against targets over time.

Budgets let you set spending targets for individual departments or other buckets across your organization, track your actual spend against those targets during the current period and historically, and receive email alerts when spend crosses thresholds or is projected to exceed a target. You can share a budget with groups or users to increase accountability in your organization.

Note that Cloud Cruiser has two ways to view budgets: the Budgets page that is available to all users in their Default View, and the Budgets feature described in this page. You can create the same budgets in either location and perform the same actions with them. The differences between the two are:

  • The Budgets area from the left nav displays extra detail about each budget in the list, appropriate for an administrator who would have the Manage Shared Budgets permission capability.
  • Users with Manage Shared Budgets can edit any budget that has been shared with them, but only from the left nav. In the Budgets page of their view, they can edit only budgets they created.

Before you begin

To use the Budgets feature, you must have the Manage Shared Budgets capability. See Permissions.

View budget results

Click Budgets in the left menu, then for your budget click the gear icon and View Details to see the charts and tables showing target and actual budget values over time. Results of the Budgets are shown as follows:

Budget Details

 

1

Budget line chart: The chart shows the current state of your budget. The vertical black line indicates the current date in relation to the current budget period. The color of the budget line represents a projection of whether cost will exceed the budget based on today's amount spent:

  • Green if projected to be under budget.
  • Orange if projected to exceed the budget.
  • Red if the budget is already exceeded.

2

Performance charts: The charts show you the same information visually that is in the Detailed Budget Data table below.

For a budget with per field value targets, the Current Period Performance table shows a breakdown of the current period by target, and you can choose which of those targets to view in the historical chart, including the total of them as an overall budget.

3

Detailed Budget Data table: Your budget data. For current and past periods, Cloud Cruiser shows your actual cost and the difference between the two. In the Difference column, a red value in parentheses indicates a period where you are over budget.

If you need to work with a budget in another application, you can export the target, actual and difference amounts to a CSV file.

Create a budget

To create a budget

  1. In the left menu, click Budgets.
  2. Click the Add icon.
  3. In the Budget Configuration section, choose the interval and date range. For example, you can create a quarterly budget for the current fiscal year, or create a monthly budget for a project that ends four months from now.
    In the Interval field, set the monthly, quarterly, or yearly interval you want to track
    In the Budget Starts and Budget Ends fields set the first and last periods covered by the budget, which might be months, quarters, or years as set in the Interval.
  4. In the Budget Configuration section, choose whether this budget will have a single overall target or targets for each value of a particular field in your data. For example, if you are creating a budget for your own department, a single target is all you need, and the Budget Targets table displays a single row.
    However, if you are creating a budget to cover each department in your division, choose to target Per Field Value by your department field. This gives you a row in the Budget Targets table for each value in that field so that you can set a target for each department. As Cloud Cruiser continues to collect usage data, if usage comes in for a new department that new name is added to this table. If you chose Per Field Value in Targets, you can choose a particular field in your data to track.
  5. In the Filters section, you can filter the data that is considered by the budget to create a budget focused on a specific piece of your cost. Filters are important for a single-target budget so you can filter the data to that department.
    1. Click Add New Filter.
    2. In the Filter Manager, click Filter Field to open up a list of fields to choose from. Choose a field on which to filter.
    3. Click Operator to choose how you want to filter the data field.
    4. Click Selected Values to choose which values in your data you want to filter upon.
    5. Click Save.
  6. In the Budget Targets table, double click the data cells in the Targets column to enter your target cost values. They can vary from one period to the next.
    The Budget Targets table shows your budget data. For current and past periods, Cloud Cruiser shows your actual cost and the difference between the two. In the Difference column, a red value in parentheses indicates a period where you are over budget.
    The Actuals vs. Targets charts show you the same information visually that is in the table. For a budget with targets per field value you get a breakdown of the current period by target, and you can choose which of those targets to view in the historical chart, including the total of them as an overall budget.
  7. Click the save icon. In the Save Budget dialog:
    1. Name your budget and type a description.
    2. If you want to enable other users to view your budget, choose to share with all users or select specific users or groups with whom to share. See Share a budget.
    3. In the Send email notification at threshold(s) field, select thresholds that generate an email to you when reached. For example, if you select a threshold of 90%, and your monthly budget is $30,000, Cloud Cruiser notifies you by email when the cost for any month reaches $27,000. See Set up notifications.
    4. In the Send email notifications if budget is projected to exceed target field, you also can specify notifications when your cost is projected to exceed a budget target. As long as your cost remains projected to exceed the target during the period, Cloud Cruiser continues to send notifications either daily or weekly to help you adjust your consumption to meet the target. See Set up notifications.
    5. Click Save.

When your budget is complete, you can export it to CSV to work with the target, actual, and difference amounts in another application.

Share a budget

You can also choose to share your budgets with individual users and/or user groups. Like the sharing elsewhere in Cloud Cruiser, this enables those users to see the budget when they log in to the application. Unlike with a shared report or insight, those users will view a shared budget with the data permissions of the user who created it. This ensures that everyone working with a given budget sees the same set of targets and the same actual cost against them.

Sharing a budget with someone means they will also receive all of the email notifications you specify. For a budget with targets Per Field Value, users can reduce the number of notifications by choosing which targets they want to receive notifications for, but they must choose at least one. To choose targets for notifications, click the gear icon for a budget, then click Notifications. See Set up notifications.

Set up notifications

You can specify two types of email notifications for a budget:

  • The first is a set of thresholds, and for each of these you select to receive an email when your actual cost reaches the threshold for a target.
  • You also can specify notifications when your cost is projected to exceed a budget target. As long as your cost remains projected to exceed the target during the period, Cloud Cruiser continues to send notifications either daily or weekly to help you adjust your consumption to meet the target.

You can set either of these notifications when you create the budget or by clicking Properties from the gear icon.

As an individual user, when the budget targets Per Field Values, you can also choose the targets for which you want to receive notifications. To specify which targets of a budget you want to receive email notifications for, choose Notifications from the gear icon. Select one or more targets, including the total of all targets. For each of these, you’ll receive the notifications you specified when saving the budget. Cloud Cruiser groups all notifications for a given budget on a given day into a single email for you.

Edit a budget

You can edit the budget by clicking the budget's name or click the gear icon and then Edit.

If you have entered target values, some changes, such as a different Interval or Targets setting, will reset your target values to zero.

If you want to edit the budget's name, description, sharing or email notifications, click the gear icon and then Properties.

Video example

The following video is a high-level introduction to using budgets:

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