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A variance is the difference between an actual result and an expected result. The process by
which the total difference between standard and actual results is analysed is known as variance
analysis. When actual results are better than the expected results,

. Variance analysis looks after-the-fact at what caused a difference between plan vs. actual. Good
management looks at what that difference means to the business. c

Variance analysis ranges from simple and straightforward to sophisticated and complex. Some
cost-accounting systems separate variances into many types and categories. Sometimes a single
result can be broken down into many different variances, both positive and negative.

The most sophisticated systems separate unit and price factors on materials, hours worked, cost-
per-hour on direct labor, and fixed and variable overhead variances. Though difficult, this kind
of analysis can be invaluable in a complex business.

cc
. In theory, the positive variances are good news because they mean spending less than budgeted.
The negative variance means spending more than the budget.

cccc
Illustration 1, below, shows the Profit and Loss Variance table for the hypothetical company
used as an example in Part 1 and Part 2 of this series.

In this example, the $5,000 positive variance in advertising in January means $5,000 less than
planned was spent, and the $7,000 positive variance for literature in February means $7,000 less
than planned was spent. The negative variance for advertising in February and March, and the
negative variance for literature in March, show that more was spent than was planned for those
items.
c c!c"cc

Evaluating these variances takes thought. Positive variances aren¶t always good news. For
example, the positive variance of $5,000 in advertising means that money wasn¶t spent, but it
also means that advertising wasn¶t placed. Systems sales are way below expectations for this
same period±could the advertising missed in January be a possible cause?

Among the larger single variances for an expense item in a month shown on the illustration was
the positive $7,000 variance for the new literature expenses in February. Is this good news or bad
news? It may be evidence of a missed deadline for literature that wasn¶t actually completed until
March. If so, at least it appears that the costs on completion were $6,401, a bit less than the
$7,000 planned.

Every variance should stimulate questions. Why did one project cost more or less? Were
objectives met? Is a positive variance a cost saving or a failure to implement? Is a negative
variance a change in plans, a management failure, or an unrealistic budget?
A variance table can provide management with significant information. Without this data, some
of these important questions might go unasked.

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Variance analysis on sales can be very complex. There can be very significant differences
between higher or lower sales because of different unit volumes, or because of different average
prices. Illustration 2 shows the Sales Forecast table (including costs) in variance mode, for the
example company.

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c c

The units variance shows that the sales of systems were disappointing. In the expenses outlined
in Illustration 1, we see that advertising and mailing costs were below plan. Could there be a
correlation between the saved expenses in mailing, and the lower-than-planned sales? Yes, of
course there could.

The mailing cost was much less than planned, but as a result the planned sales never came. The
positive expense variance is not good for the company.
In systems, the comparison between units variance and sales variance yields no surprises. The
lower-than-expected unit sales also had lower-than-expected sales values. Compare that to
service, in which lower units yielded higher sales (indicating much higher prices than planned).
Is this an indication of a new profit opportunity, or a new trend? This clearly depends on the
specifics of your business.

It is often hard to tell what caused differences in costs. If spending schedules aren¶t met, variance
might be caused simply by lower unit volume. Management probably wants to know the results
per unit, and the actual price, and the detailed feedback on the marketing programs.

Variance analysis is vital to good management. You have to track follow up on budgets, mainly
through variance analysis, or the budgets are useless.

Although variance analysis can be very complex, the main guide is common sense. In general,
going under budget is a positive variance, and over budget is a negative variance. But the real
test of management should be whether or not the result was good for business

!c cc c!c"c%cc

#c

As you review implementation results with the people responsible, you will often find the need
to set new goals and make course corrections. Keep track of the original plan and manage
changes carefully. Although changes should be made only with good reason, don¶t be afraid to
update your plan and keep it alive. Business Plan Pro Premier Edition has Planned, Actual and
Variance tables, complete with linked formulas, to facilitate active cash flow analysis.

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1.c After your plan starts, save a copy of your plan in Business Plan Pro and then type actual
results into the sales forecast, profit and loss, and milestones Actual tables. Then watch
what the variance views tell you.
2.c Note when actual results indicate you need to make changes.
3.c Stay in the Business Plan Pro Actual mode and make adjustments to future months of
your Actual cash plan. After all, it is already more accurate than the original plan,
because it has actual results for the months already completed.
4.c As each month closes, type actual results over your revised plan numbers into the Actual
area.

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The example begins in this first illustration with the sales forecast imported from a finished
business plan,.
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In the next illustration, you see the actual results for the same company for the first three months
of the plan, at the end of March, showing actual sales numbers.
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c

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The third illustration below shows you the plan vs. actual results (or variance) for this
hypothetical company. The Management Dashboard in Business Plan Pro 11.0 automatically
shows plan vs. actual results for the different tables.

c*c
c

As you look at the variance for the sales forecast for the first three months, you should see
several important trends:

1.c Ônit sales of systems are disappointing, well below expectations.

2.c The average revenue for systems sales is also disappointing.
3.c Ônit sales for service are disappointing, but dollar sales are way up.
4.c Sales are well above expectations for software and training.

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One of the main advantages of creating a plan on a computer is how easily you can change it.
Month by month, as you record your actual results, you can make changes to your plan in the
future months of the actual tables, preserve the plan tables, and be able to see the plan vs. actual
variance.

In this example, if the company knows by March that sales will be different than planned in
April, they should estimate the revised forecast, as a correction to future results. When the actual
results are available, they can then replace the revised plan numbers with actual results. The
actual results area can then become a plan area for course corrections.

Compare the difference in the February and March columns in Illustration 1: Beginning Sales
Plan (the original plan) above, and Illustration 4: Adjusted Sales Plan in Actual Table, (the actual
results area).
c,c "+"c
c!cc c-c

Illustration 4 shows how this company makes its course corrections with revisions in the April
and May columns of the Sales Forecast Actual table, even before they happen, to reflect the
changes shown in the January-March period. Since the company knew systems sales would be
down, they planned on it and made a revised forecast in the actuals area. The same revision
affects projected profits, balance sheet, and±most importantly±cash.

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A Plan vs. Actual Cash Flow table for the same sample plan shown in Part 1 of this series would
show the variance in cash flow and cash balance and how much can change, in the real world,
despite good planning. A company needs to adjust to change by keeping its plan live.
c c!c#)c c
'c .

You can see in this illustration how much the cash flow changed as the actual sales differed from
plan. The company had to make significant adjustments to its short-term credit management in
order to compensate for changed plans. It postponed payments of short-term debt on its credit
line and planned on additional adjustments with the short-term credit line. This points out the
importance of keeping a live plan and making adjustments. The projected cash flow in the
revised scenario is acceptable to the bank, if planned in advance.

Tracking variances is the best way of following through to assure implementation and the
success of the business plan.

'c&cccc"c
Following the example in this series of articles, the Planned Profit and Loss illustration shows
the gross margin, and sales and marketing expense area of the Profit and Loss table for the
sample company,.
c$c!"c!c"c

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The next illustration shows the actual results recorded in that portion of Profit and Loss table,
after the end of March. Looking at Actual Profit and Loss Results, the actual results illustration
means little without comparison to the original budget in Illustration 2 above. Note how actual
sales, costs, and expenses are different from planned results.

c*c c!c"cc

!c#)ccc"c
The following illustration, Planned vs. Actual Profit and Loss, shows the variance in expenses.
The actual results are subtracted from the budget numbers, leaving negative numbers when the
actual spending was more than budget or when the sales or profits were less than budget.

c,c!"c#)c c!c"c

The illustration shows a portion of the Profit and Loss Variance table. March results showed
sales below plan and costs above plan, for a large negative variance. Sales and Marketing
expenses were also above plan in March, causing another negative variance. This is a portion of
the table.

Variances are calculated differently in different portions of the plan.

˜c In expense rows, variance becomes the planned amount minus the actual amount. Lower
expenses are a positive variance.
˜c In the profits and sales areas, variance becomes actual amount minus planned amount. In
these cases, higher sales are a positive variance.

Ônfortunately, many businesses also forget to compare the original to the actual. Especially if
business is going well±the operation shows a profit, and cash flow is satisfactory±comparisons
with the original budget are made poorly or not at all.

!c*c/""&cc c

/""&c#c
Many businesses, especially the small, entrepreneurial kind, ignore or forget the other half of the
budgeting. Budgets are too often proposed, discussed, accepted, and forgotten. Variance analysis
looks after-the-fact at what caused a difference between plan vs. actual. Good management looks
at what that difference means to the business.

Variance analysis ranges from simple and straightforward to sophisticated and complex. Some
cost-accounting systems separate variances into many types and categories. Sometimes a single
result can be broken down into many different variances, both positive and negative.

The most sophisticated systems separate unit and price factors on materials, hours worked, cost-
per-hour on direct labor, and fixed and variable overhead variances. Though difficult, this kind
of analysis can be invaluable in a complex business.

cc
This presentation of variances shows how important good analysis is. In theory, the positive
variances are good news because they mean spending less than budgeted. The negative variance
means spending more than the budget.

cccc
Illustration 1, below, shows the Profit and Loss Variance table for the hypothetical company
used as an example in Part 1 and Part 2 of this series.

In this example, the $5,000 positive variance in advertising in January means $5,000 less than
planned was spent, and the $7,000 positive variance for literature in February means $7,000 less
than planned was spent. The negative variance for advertising in February and March, and the
negative variance for literature in March, show that more was spent than was planned for those
items.

c c!c"cc

Evaluating these variances takes thought. Positive variances aren¶t always good news. For
example, the positive variance of $5,000 in advertising means that money wasn¶t spent, but it
also means that advertising wasn¶t placed. Systems sales are way below expectations for this
same period±could the advertising missed in January be a possible cause?

Among the larger single variances for an expense item in a month shown on the illustration was
the positive $7,000 variance for the new literature expenses in February. Is this good news or bad
news? It may be evidence of a missed deadline for literature that wasn¶t actually completed until
March. If so, at least it appears that the costs on completion were $6,401, a bit less than the
$7,000 planned.

Every variance should stimulate questions. Why did one project cost more or less? Were
objectives met? Is a positive variance a cost saving or a failure to implement? Is a negative
variance a change in plans, a management failure, or an unrealistic budget?

A variance table can provide management with significant information. Without this data, some
of these important questions might go unasked.

The units variance shows that the sales of systems were disappointing. In the expenses outlined
in Illustration 1, we see that advertising and mailing costs were below plan. Could there be a
correlation between the saved expenses in mailing, and the lower-than-planned sales? Yes, of
course there could.

The mailing cost was much less than planned, but as a result the planned sales never came. The
positive expense variance is not good for the company.

In systems, the comparison between units variance and sales variance yields no surprises. The
lower-than-expected unit sales also had lower-than-expected sales values. Compare that to
service, in which lower units yielded higher sales (indicating much higher prices than planned).
Is this an indication of a new profit opportunity, or a new trend? This clearly depends on the
specifics of your business.

It is often hard to tell what caused differences in costs. If spending schedules aren¶t met, variance
might be caused simply by lower unit volume. Management probably wants to know the results
per unit, and the actual price, and the detailed feedback on the marketing programs.

Variance analysis is vital to good management. You have to track follow up on budgets, mainly
through variance analysis, or the budgets are useless.

Although variance analysis can be very complex, the main guide is common sense. In general,
going under budget is a positive variance, and over budget is a negative variance. But the real
test of management should be whether or not the result was good for business.