Studio Actuals

Studio Actuals provide a company wide overview of all jobs within a selected date range. Studio Actuals are non-editable and for analysis purposes only. Information here can be filtered to show the full job amount if the job occurs in the time period or amortized based on the percentage of the job within the given date range. Tabs include a general financial overview, a breakdown of timecards and time spent on jobs, a summation of time and expenses categorized by Task and by Crew, as well as a spreadsheet breaking down individual job margins and profits.

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To open Studio Actuals, click on the Studio / Actuals item from the Main Menu.

The Studio Actuals panel is divided into two sections:

  • Studio Actuals Dashboard containing:
    • Awarded Totals
    • Total Costs
    • Overall Profit
    • Overall Margin
    • Filtering tools to define what jobs are included in the results.
  • Studio Actuals Tabs including panels breaking down:
    • Overview
    • Timecards
    • Expenses
    • Tasks
    • Crew
    • Margins

Studio Actuals Dashboard

The Studio Actuals Dashboard displays summarized information related the studio wide financial totals and filtering tools to determine the range of included jobs and how their data is interpreted.

_images/nim_actuals_studio_dashboard.png
At the right of the panel are:
  • Filtering Options to filter by:
    • Job
    • Start Date
    • End Date
  • A list of Included Jobs displaying what jobs are currently included in the data and the percentage of the job that overlaps the date range selected.

Job Filter

Studio Actuals may be filtered by a single job.

Click on the Filters / Job button from the filter list.

The Filter panel will expand from the right allowing the user to select a job.

Clicking on a job in the list will immediately apply the filter.

_images/nim_actuals_studio_filter_jobs.png

When filtering by job, the start and end date filters are disabled so all timecards on the job will be displayed. The time filters can be applied by clicking on the checkbox next to Start Date and End Date to re-enable the filter.

Time Filter

Studio Actuals may be filtered by time.

Click on the Filters / Start Date or End Date button from the filter list.

The Filter panel will expand from the right allowing the user to select a date.

Clicking on a date in the mini calendar will immediately apply the filter.

_images/nim_actuals_studio_filter_time.png
Inside the mini calendar, click the title bar to adjust the zoom level of the date range to select.
  • Clicking on March 2015 will zoom out the mini calendar to show a list of months.
  • Clicking on 2015 when viewing months will zoom out to show a list of years.
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Clearing Filters

Filters may be individually enabled and disabled by clicking the checkmark box to the left of each filter.

  • nim_checkmark_on - enables the filter
  • nim_checkmark_off - disables the filter

To reset all filters click the Reset All button at the right of the Filter panel

Show All Data

Below the filter options is a checkbox to Show All Data from Included Jobs.

_images/nim_actuals_studio_show_all_data.png

This checkbox determines how much of the included job’s data is displayed.

When unchecked, the data being represented is a subset of the total job multiplied by the percentage of the job that overlaps the filtered date range.

When checked, the data being represented is the full value of the included jobs regardless of the start and end date filters.

Jobs Included

This list identifies the jobs being included in the data. If a job’s start or end date falls within the filtered start and end time, or contains a timecard or expense that falls within the filtered start and end time, it will be included in the list.

If a job’s start and end date does not fall within the filtered date range but does contains a timecard or expense that falls within the filtered date range an alert will appear below the filter options.

Holding the cursor over the alert will list the jobs in question as well as further information to correct the situation.

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Holding the cursor of the Included Jobs list brings up a tool tip further explaining the data being represented.

_images/nim_actuals_studio_filters.png
  • The percentage shown to the right of each job in the Jobs Included list is the percentage of the job that overlaps with the selected filter start and end dates.
  • 100% denotes that the jobs start and end dates fall within the filter start and end dates.
  • A left arrow under the overlap percentage denotes that the job extends earlier than the filtered date range and conversely a right arrow denotes that the job extends past the filtered date range.
  • Jobs marked in Green contain at least one timecard or expense for the filtered date range.

Summarized Totals

At the left of the panel are summarized totals for:

_images/nim_actuals_studio_summary.png
  • Awarded Totals
    • This is the sum of each included job’s Actual total multiplied by it’s overlap percentage.
    • If Show data from all included jobs is unselected the full value of each job is calculated regardless of how it falls in the filtered date range.
  • Total Costs
    • This is the total of all timecard and expense-based costs during the filtered date range, plus any additional costs from the included jobs multiplied by the overlap percentage.
    • If Show data from all included jobs is unselected the full value of each job is calculated regardless of how it falls in the filtered date range.
  • Overall Profit
    • This is calculated as Awarded Total - Total Cost
  • Overall Margin
    • This is calculated as Overall Profit / Awarded Total

Overview

The Overview tab is selected by default when opening Studio Actuals.

_images/nim_actuals_studio_overview_tab.png

There are four graphs presented on this page:

  • Awarded Total Per Location
  • Total Cost Per Location
  • Total Profit Per Location
  • Margin Per Location

In either pie chart, clicking on an item in the legend will hide and unhide that value in the chart.

In the bar graph, hovering the cursor over a bar will display the exact value for the item.

_images/nim_actuals_studio_overview_bar.png

Timecards

Click on the Timecards tab to view the Studio Timecard Actuals.

There two sections to this tab both displaying the breakdown of
  • Regular Time
  • Over Time
  • Double Time

This areas shows the sum total of timecards logged into NIM for the filtered date range when Show all data from included jobs is deselected.

If Show all data from included jobs is selected then only timecards logged to the Included Jobs list will be displayed in the charts.

RT/OT/DT

The top section displays the sum total of timecards logged on the Included Jobs studio wide.

_images/nim_actuals_studio_timecards_1.png

ITEMIZED BREAKDOWN

The lower section displays the sum total of timecards logged on the Included Jobs categorized by:
  • Bid Items
  • Locations
  • Users

Click on the associated tab to view timecards by the desired grouping.

_images/nim_actuals_studio_timecards_2.png

Expenses

The Expenses tab displays information related to the expenses logged into NIM for the filtered date range when Show all data from included jobs is deselected.

If Show all data from included jobs is selected then only expenses logged to the Included Jobs list will be displayed in the charts.

Grid

The grid view shows a list of individual expenses across all jobs that fit the filter criteria. You can filter this grid further by individual columns or by using the Expense Type filter dropdown or the text input in the top bar.

Expenses cannot be added or edited from this view.

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Charts

Expenses are summarized as:
  • Expense Cost Per Location
  • Cost Per Expense Type
_images/nim_actuals_studio_expeneses.png

In either pie chart, clicking on an item in the legend will hide and unhide that value in the chart.

Tasks

The Tasks tab displays information related to the sum total of hours and hardcosts allocated to Tasks logged into NIM for the filtered date range when Show all data from included jobs is deselected.

If Show all data from included jobs is selected then only Tasks logged to the Included Jobs list will be displayed in the charts.

Tasks are grouped by Staff and Freelance then summarized by line item as:
  • Task Type - The user who logged the hours
  • RT - The sum total of regular time hours based on the timecard user’s job crew settings in each included job
  • OT - The sum total of over time hours based on the timecard user’s job crew settings in each included job
  • DT - The sum total of double time hours based on the timecard user’s job crew settings in each included job
  • Actual Hardcost - The sum total of hard costs based on the associated bid line item’s hard cost in each included job’s awarded bids.
_images/nim_actuals_studio_tasks.png

Crew

The Crew tab displays information related to the sum total of hours and hardcosts allocated to the Crew logged into NIM for the filtered date range when Show all data from included jobs is deselected.

If Show all data from included jobs is selected then only Crew logged to the Included Jobs list will be displayed in the charts.

Crews are grouped by Staff and Freelance then summarized by line item as:
  • User - The user who logged the house
  • User Type - The user type defined in the user’s profile
  • RT - The sum total of regular time hours defined by the users job crew settings in each included job
  • OT - The sum total of over time hours defined by the users job crew settings in each included job
  • DT - The sum total of double time hours defined by the users job crew settings in each included job
  • Actual Hardcost - The sum total of hard costs based on the users rate defined by the users job crew settings in each included job
_images/nim_actuals_studio_crew.png

Margins

The Margins tab displays a paginated searchable grid of actualization information related to all jobs with awarded bids overlapping the filtered date range.

This tab shows all data from all included jobs regardless of whether the “show all data from all included jobs” option is checked.
  • Using column filtering, custom reports can be generated and exported to excel using the nim_excel_button button.

The information displayed here includes:

  • Job Number - The line item job number
  • Job Name - The line item job name
  • Start Date - The job’s assigned start date
  • End Date - The job’s assigned end date
  • Assigned Studio - The location defined as the assigned studio
  • Bid Subtotal - The sum total of the job’s billed amounts before tax
  • Bid Tax - The sum total of the job’s billed tax
  • Bid Total - The sum total of the job’s full billed amounts
  • Bid Cost - The sum total of the job’s awarded bids hard costs
  • Bid Profit - The job’s estimated total minus the estimated cost
  • Bid Margin - The job’s estimated profit divided by the estimated total
  • Projected Cost - The job’s total projected hard cost
  • Projected Profit - The job’s actual total minus projected cost
  • Projected Margin - The job’s projected profit divided by the actual total
  • Actual Subtotal - The job’s total of all billed amounts, additional billed amounts, and adjusted reconciliation amounts before tax
  • Actual Total - The job’s total of all billed amounts, additional billed amounts, and adjusted reconciliation amounts including tax
  • Actual Cost - The job’s total of all actual hard costs
  • Actual Profit - The job’s actual total minus the actual cost
  • Actual Margin - The job’s actual profit divided by the actual total
  • Invoice Total - The total of job invoices entered
  • Not Sent - The total of job invoices scheduled but not sent
  • Accounts Receivable - The total of invoices sent but not paid
  • Overdue - The total of invoices overdue
  • Paid - The total of invoices paid
  • Outstanding Balance - The Actual Total derived from the Job Actualization minus Paid
  • Not Invoiced - The Actual Total derived from the Job Actualization minus the Invoice Total
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