Since my funding comes from a variety of sources with a variety of accounting year timings, increasingly I feel like I am having this stress all year long, rather than just once. So I recently decided that I really needed to do a better job of keeping track of my project budgets. The university sends statements but they are often cryptic, and the amount of information contained in the statement varies depending on the funding source. I have never found them very helpful even for figuring out where the money went, let alone in projecting how the money is going to go out.
Some years ago, a senior colleague/mentor showed me a complicated spreadsheet she used for keeping track of things, and it (both the spreadsheet and the concept of keeping track of big complex budgets) intimidated me so much that I never followed up by asking for a template or tutorial session or anything. But that was back when I had very little money and very minimal and simple expenditures so managing it all was easier. Now, I need something to manage the stress of managing the funds, because it's starting to keep me up at nights (sad but true).
In the last few weeks I've been nosing around friends and colleagues to see what systems or tools they are using for tracking project budgets, and the consensus seems to be:
On the one hand, this makes me feel better, that it's not as if everybody lit on to some genius strategy of which I am lamely ignorant. On the other hand, really? That's weird. The people that gave me that answer range from very well funded to moderately funded, and one of them I know has very complicated budget situations. But it seems like most folks just assume everything will work out, and they wait for somebody to yell at them if and when it isn't working out.
I know some people that have had some kind of budget catastrophe this way, with money accidentally mismanaged and in one case, even disappearing (which I still don't understand) but that doesn't happen to most people, I guess. Still, I downloaded an open-source Quicken-ish account tracking software and am using it until I can find something even better (without having to build it myself).
Bah, budget management. Yet another thing they don't teach you in grad school.