Value Tracking Guide

Available for	Roles	Organizational Administrator; Value Tracking Administrator; create new role*
	Permissions	Value Tracking
	Object Permissions	View, Edit, Create, Delete

Purpose: This document provides a high-level overview of the functionality and configuration of Value Tracking within the Levelpath Platform, outlining key functionality from the perspective of an Organizational Administrator.

What is Value Tracking?

Users can use the Value Tracking module to track and report on the value they create for their organizations. Users can create two types of Value Tracking Records:

Default Planned Value Tracking Record — users create this record type to estimate the value a project is expected to deliver, before work begins.
Default Value Tracking Record — users create this record type to track the actual value a project delivers to the organization, once value is being realized.

Which record type should I use?

Users can follow these steps to decide:

If a project hasn't started yet and users want to forecast expected value, create a Default Planned Value Tracking Record first.
Once value starts being realized, link that Planned record to a new Default Value Tracking Record (see Linked Records below) to track actuals against the original estimate.
If a project is already underway and users only need to track realized value, skip the Planned record and create a Default Value Tracking Record directly.

Note: Default Planned Value Tracking Records are optional. Users can skip straight to a Default Value Tracking Record if there's nothing to forecast in advance.

Overview

Clicking Value Tracking in the left-hand toolbar takes users to the Value Tracking module, which has two tabs: an Overview tab that summarizes activity at a glance, and a Value Tracking Records tab that lists every record. Individual records also have their own Overview tab, covered later in this section.

The Value Tracking Overview tab

The Overview tab surfaces the information users need most without opening individual records. The Overview tab functions the same here as it does in other module Overview pages - Learn how to build and customize Overview pages in our Hub & Overviews Article.

Summary counts — at-a-glance totals such as tracking records and planned records, plus any other widgets an admin has added.
Tracking records and Planned records tables — the most recent records of each type, with Status and Estimated Savings, and a “View all” link through to the full list.
Value Tracking Approvals — pending approvals across the account, showing the Category Manager and Estimated/Actual Savings for each record, with Review and Approve actions available directly from the widget.

The Value Tracking Records tab

The Value Tracking Records tab lists every record in the account in a single table, so users can search, filter, and open any record without going through the Overview widgets.

How do I create a Value Tracking Record?

Users have three ways to start a new value tracking record:

With a project
Value Tracking Records page
Within a Value Tracking Record as a Linked Records

Option 1: From within a project

Open the project.
Click the “Value Tracking” button in the top right-hand corner of the project. You can create a new record, relate an existing record or create one from a planned value tracking record.

Creating a new record gives you an option to create it as a Default Value Tracking Record or a Planned Value Tracking Record and pre-fills it with data from the project.

Note: When a Value Tracking record is created from a project, key fields (Category Manager, Business Owner, Supplier, Legal Entity, Category, Commodity Code, Department, Region, Cost Center, Purchase Type, and more) now flow in automatically from the project’s details and completed steps at the time of creation, so users no longer need to re-enter this data.

Option 2: From the left-hand toolbar

Click the Value Tracking button on the left-hand toolbar to see a list of all value tracking records.

Click “New Value Opportunity” in the top right-hand corner.

Choose whether to create a Default Planned Value Tracking Record or a Default Value Tracking Record, based on the guidance above.

Option 3: From Linked Records on a Default Planned Value Tracking Record

Users who already have a Default Planned Value Tracking Record, and hold Value Tracking Create permissions, can create the matching actuals record directly from it:

Open the Default Planned Value Tracking Record's Overview page.
Go to the Linked Records section.
Select “Create Tracking Record” to generate a new Default Value Tracking Record. Levelpath automatically associates the two records and copies applicable data between them.

What can be captured in a Value Tracking record?

Step 1: Overview

Every individual Value Tracking record also has its own Overview tab, where the record's overall details are held.

Users can click into a specific Value Tracking record to open its Overview tab, then configure what fields display on the right-hand side and re-label them. Users can also edit the summary by clicking the “Edit summary” button.

Every Value Tracking record has a Status and a Label. Levelpath automatically marks the status as Open.

Value Tracking records also support a “Pending Approval” status. Any record with approvals configured automatically moves to “Pending Approval” once an approval is sent, and returns to the appropriate status (e.g., Open, or its prior status) once the approval is resolved.

Step 2: Line Items

Within a value tracking record, users can create one or multiple line items by navigating to the “Line Items” tab and clicking on “+Add row”.

The calculated totals field will calculate the sum of the savings columns.

On the right-hand side of the line items, users can click the paperclip to attach documents associated with each line item.

When a file is added, it will appear both in the line item row and within the “Docs” tab on the right hand toolbar.

Step 3: Record Details

Capture metadata for Value Tracking records outside of Overview and Line Item details in the “Details” tab.

Users can

How do I configure my Value Tracking fields and line items?

Organizational Admins can configure a Value Tracking record as follows:

Go to Data Manager.
Select the “Value Tracking” tab.

What can be configured:

Value Tracking Record: configure the default value tracking record, along with its associated fields and status values
Value Types: update the Value Type drop-down
Line Item Fields: rename fields at the Line Item level
Record Fields: rename at the Record/Overview level or set up currency values for currency type fields
Approval Workflows: set up routing based on certain conditions and logic

Step 1: Customizing Record Type Fields

Setting up Fields

To turn fields on or off for the record, admins can click on one of the value tracking record types like “Default Value Tracking Record,” then:

In the “Included fields” area, click Edit record to turn Record (overview) fields on or off.

They can also make certain fields required by clicking on the “...” next to a certain field.

Step 2: Updating Value Types

Users can customize the types of value tracking line items they would like to capture within each value tracking record.

In the Value Types tab:

Delete an existing value by clicking on the ellipses “...” next to a value type.
Create a new value by clicking on “+Add new”

Step 3: Restructuring and Renaming Line Items

In the Line Item configuration area (“worksheet” style), drag and drop fields to reorder them, or click the blue plus sign to add a Line Item Field.

Step 4: Renaming and Customizing Record Fields

Renaming Record Fields

Navigate to a field (e.g. Actual Cost).
Click on “Edit field”
Update the Label field and click save.

Setting up Currency

To change the currency values that are available for use across currency field types:

Click into the currency field (e.g. Actual Cost).
Click on “Configure currencies”.

Export the current currency values and import an updated list:

Step 5: Approval Workflows

Click on Workflows.
Create a new workflow by setting up a name and selecting which record type it should be associated with.

Set up conditional logic for certain fields.
Create an Approval by selecting either a user, user group, decision engine rule, or record field.

Create an Approval by selecting either a user, user group, decision engine rule, or record field.
Modify the label and instructions of the Approval by adjusting the details in the “Customizations” section with language that fits your specific needs.

How do I rename a field?

Users can rename a field as follows:

Click either Line Item Fields or Record Fields.

Click the field to change, then click “edit.”

Save the change. The re-labeled field appears on Value Tracking records that have the field enabled.

Projects

Users can relate a current project or kick off a linked project from within a value tracking record:

Click the Projects tab on the Value Tracking record.
Click either “Relate a project” to connect an existing project, or “Kick off a linked project” to start a new one.

Team

The user who creates the record is automatically assigned as the Category Manager, with View and Edit permissions.

To add collaborators to a Value Tracking record, go to the Team tab at the top of the Value Tracking Record and select “+ Add a collaborator”.

Note: By default, collaborators are given view-only access; selecting “Grant edit capability” gives them edit access as well.

Note: The permissions the Category Manager receives on Value Tracking records — View, Edit, and the new Delete permission, plus approval actions — are now admin-configurable per tenant from Roles & Permissions > Assignment Roles, rather than fixed. Existing records keep the access they had before this change.

Collaborators with Edit access can manage other collaborators’ permissions using the ellipsis (...) next to a collaborator’s name, choosing “Grant edit access” or “Revoke all permissions.”

Linked Records

Users with edit permissions for Value Tracking can connect a Default Planned Value Tracking record to one or more Default Value Tracking records, and vice versa, to track estimated value against actuals. Users can link an existing record as follows:

Open the record and select “Linked to Another Record.”

On a Default Planned Value Tracking record, choose from the dropdown of all available Default Value Tracking records in the account.
On a Default Value Tracking record, choose from the dropdown of all available Default Planned Value Tracking records.

If a user has Value Tracking Create permissions, they can also create a new linked record instead of connecting an existing one:

Select “Create Tracking Record” under Linked Records to generate a new Default Value Tracking Record. Once linked, records appear in the Linked Records section, where users can click a record name to quickly navigate between them.

Approvals

Once approvals are configured, users also have the ability to add ad-hoc approvers to a Value Tracking Record.

In order to do this, users can click on a Value Tracking Record and navigate to the “Approvals” tab on the right side toolbar. They can then click on “+ Add Another Approval.” From the pop-up, users can add individual users or entire user groups.

Note: Added approvers have the same permissions as standard approvers, including the ability to approve, reject, reassign, or request changes. If an approver rejects the approval request on a record, the option to add ad-hoc approvers is no longer available for that record.

Organizational Admins can now configure what approval actions the Category Manager role has on Value Tracking records — Approve on Behalf, Reassign Approvals, and Ad Hoc Approvals.

This can be configured under Roles & Permissions > Assignment Roles. All three are off by default for existing and new tenants and can be turned on independently.

You have now mastered Value Tracking within Levelpath! 🎉

If you have any more questions, please reach out to support@levelpath.com.