PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Chapter 7 Project Cost Management

In this chapter we will cover Cost Management Processes Types of Cost Earned Value Management (EVM) Cost baseline Cost budget Cost estimation tools and techniques Kamran Note: Narration text is to expand on the slide bullets, do not print narration on slide In general each bullet should appear when narrator reads the corresponding bullet PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 7-2

Cost Management Learning Objectives By the end of this chapter, you should be able to: Explain the importance of Cost Management Name the Cost Management processes Explain the purpose of and activities involved in each process Describe the different techniques of estimating costs Explain the different types of cost Explain the concept of Earned Value Management and be able to perform EVM calculations PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 7-3

Process Group Review PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Process Groups are: 1.Initiating 2.Planning 3.Executing 4.Monitoring and Controlling 5.Closing

Cost Management Processes PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals ProcessProcess Group Plan Cost ManagementPlanning Estimate CostsPlanning Determine BudgetPlanning Control CostsMonitoring and Controlling Note for Kamran: Can this be animated so that each row is highlighted as it’s being mentioned in the narration?

Review Quiz Which one of the following is not one of the Cost Management Processes? a)Plan Costs b)Control Costs c)Estimate Costs d)Determine Budget PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals 7-6

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Plan Cost Management Define how to: manage costs, expend costs, and control costs Main output: Cost Management Plan * Ability to influence cost is greatest at the early stages of the Project.

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Plan Cost Management Class Group Activity – 30 Minutes –Divide Class into 3 groups (3 to 4 students in each group) –Discuss and brainstorm the inputs/outputs –Present your inputs/outputs to the rest of the teams –Check and compare your inputs/outputs with PMBOK ® Guide 5 th edition

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Cost Management Plan Cost Management Plan establishes criteria for Planning Estimating Budgeting Reporting Controlling project costs How cost variances will be managed

Cost vs. Time Estimates Time Management estimates ProjectAA1A2BB1 Cost Management estimates PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals ProjectAA1A2BB1 Work Package levelControl account level Kamran note: please animate this slide, can use better graphics.

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Estimate Cost Considerations Costing alternatives or trade-offs –Make Vs. Buy, –Buy Vs. Lease, –sharing of resources Progressive Elaboration –Estimates progressively refined –Accuracy of project estimates increases –Estimates are an iterative process Estimates include but are not limited to labor, materials, equipment, services and facilities

Estimate Costs Cost of quality efforts (COQ) Cost of risk efforts Cost of the Project Manager’s time Cost of Project Management activities Costs directly associated with the project Office expenses Profit, when applicable Overhead costs (management salaries and general office expenses) PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Estimate Costs Class Group Activity – 30 Minutes –Divide Class into 3 groups (3 to 4 students in each group) –Discuss and brainstorm the inputs/outputs –Present your inputs/outputs to the rest of the teams –Check and compare your inputs/outputs with PMBOK ® Guide 5 th edition

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Estimate Costs Tools & Techniques Analogous Estimating (Top-down Estimating) –Actual costs from previous project –Reliable when previous projects are similar and individuals have expertise Parametric Estimating –Mathematical models –Reliable when historical information is accurate, parameters are quantifiable and model is scalable –2 types: Regression analysis, Learning curve Bottom-up Estimating –Rolling up individual activities into project total –Smaller work activities have more accuracy Three-Point Estimates (PERT analysis) Most likely C M Optimistic C O Pessimistic C P As the narrator is reading the formula, animation should highlight or change color with arrows pointing to the appropriate formula part

Review Quiz Three point estimates are used in which type of Cost Estimation technique? a)Top Down Estimating b)Analogous Estimating c)PERT analysis d)Bottom Up Estimating PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

Analogous Estimating PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Kamran note: Animate this page, narrator just needs to read the bullets as they appear

Bottom-up Estimating PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Kamran note: Animate this page, narrator just needs to read the bullets as they appear

Accuracy of Estimates Rough Order of Magnitude (ROM) Estimates Project Initiating phase +/- 50% Budget Estimate Project Planning phase -10 to +25% Definitive Estimate Execution phase +/-10% PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

Cost Management Inputs and Outputs Kamran note: Please take text from attached graphic and animate in an Exercise format, where we let students Drag and drop input/output in correct boxes Let’s discuss this on our next call PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

Review Quiz Pushed to make a high level decision, you are being asked for a quick estimate of the project, which technique will you use? a)Bottom-up estimate b)Parametric estimate c)Three-point estimate d)Top-down estimate Correct answer d PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

Review Quiz While executing according to project management plan, a key stakeholder questions estimates asking their accuracy? Which of the following is the BEST response a)+/- 10% b)+/- 50% c)+/- 20% d)+/- 25% Kamran note: correct answer a PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

Determine Budget Aggregation of estimated costs Activity rolled up to work package Work package rolled up to control account And finally to Project cost level PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Kamran note: Take picture from next slide, animate this picture from bottom up Please change numbers and labels. Final picture should not look anything like The original Use Slide 24 to animate Use narration below to animate slide 24 here.

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Determine Budget Class Group Activity – 30 Minutes –Divide Class into 3 groups (3 to 4 students in each group) –Discuss and brainstorm the inputs/outputs –Present your inputs/outputs to the rest of the teams –Check and compare your inputs/outputs with PMBOK ® Guide 5 th edition

Determine Budget PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals This slide will be used with slide 22 during animation

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Adding reserves Take project cost totals Add contingency reserve to achieve cost baseline Add management reserve to get the cost budget Establishes authorized baseline Funds authorized to execute the project Project cost performance will be measured against the baseline During execution used to measure if the project coming in over or under budget

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Cost Performance Baseline Time phased budget to measure and monitor cost performance –Developed by summing estimated costs by period (S curve of values Vs time) –Larger projects have multiple baselines to measure different aspects of cost performance Kamran: include a nicer version of attached graphics

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Determine Budget Inputs and Outputs Kamran note: Please take text from attached graphic and animate in an Exercise format, where we let students Drag and drop input/output in correct boxes Let’s discuss this on our next call

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Control Costs Overview Kamran Note: Show Project Management Process Groups graphic while narrator is on the first few lines. Animate this graphic as was done in chapter 3 Graphic should appear with this source line “Source: PMBOK ® Guide 5 th edition Page 42” Graphic can disappear or become less significant once slide bullets start to appear Monitoring Costs Update the project budget Manage changes to the cost baseline

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Control Costs Tools Earned Value Management (EVM) Analyze relationship between consumption and spending of project funds Recording actual costs spent to date Compare with planned spending Analyze variance between actual vs. planned Over or Under budget? Increase to the authorized budget Integrated Change Control Process Key to effective cost control Way to influence factors that create changes to the authorized cost baseline Kamran note: please add some animation which goes with the narration. Please suggest some animation ideas on this slide. ***Send preview before developing***

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Control Costs Class Group Activity – 30 Minutes –Divide Class into 3 groups (3 to 4 students in each group) –Discuss and brainstorm the inputs/outputs –Present your inputs/outputs to the rest of the teams –Check and compare your inputs/outputs with PMBOK ® Guide 5 th edition

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Control Cost Considerations Change request acted on in a timely manner Managing changes when and as they occur Act to bring expected cost overruns within acceptable limits Isolate and understand variances from approved cost baseline Preventing unapproved changes being included in reported cost resource usage Inform appropriate stakeholders of all approved changes and associated cost Kamran note: please add some animation which goes with the narration. Please suggest some animation ideas on this slide. ***Send preview before developing***

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Control Costs Inputs and Outputs Kamran note: Please take text from attached graphic and animate in an Exercise format, where we let students Drag and drop input/output in correct boxes Let’s discuss this on our next call

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Types of Cost Variable Cost –Any cost that changes with the amount of production or amount of work –E.g., cost of material, supplies, wages Fixed Cost –Costs that do not change as production changes. –E.g., set up cost, rentals, computers, etc.. Direct Cost –Costs that are directly attributable to work on the project –E.g., team travel, team wages, costs of material on project Indirect Cost –Overhead items or costs incurred for the benefit of more than one project –E.g., taxes, fringe benefits, costs of money and janitorial services Sunk Cost –Money that has been spent in the past –When deciding what projects to invest in or continue, sunk costs are not to be included

Review Quiz PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

Review Quiz Analogous estimate is done using which technique? a)Aggregation b)Parametric c)Bottom-up d)Top-down Correct answer d PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Earned Value Management (EVM) Are we on schedule? Is the project within budget. Compare planned with actual to calculate variance +ve – ahead of schedule, under budget -ve – behind schedule, over budget Work is Earned or Credited as it is completed

Earned Value Definitions PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Kamran note: please animate using the attached chart, starting with this comment “Before we show you the EVM formulae, let’s go over definitions of key terms“

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Earned Value Formulae NAMEFORMULAINTERPRETATION Cost Variance – CV EV-AC Negative is over budget, Positive is under budget Schedule Variance – SV EV-PV Negative is behind schedule Positive is ahead of schedule Cost Performance Index – CPI EV/ACWe are getting __$ out of every $1 Schedule performance Index – SPI EV/PV We are only progressing at __% of the rate originally planned Kamran note: Animate table, each row or column to appear as narrator introduces it. Same for next slide please

PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals Earned Value Formulae NAMEFORMULAINTERPRETATION Estimate at Completion – EAC BAC/CPI AC+ETC AC+(BAC-EV) AC+(BAC-EV)/(CPI*SPI) As of now, how much do we expect the total project to cost Note: For last formula, Rita has a mistake on pg 242 (CPI + SPI) Estimate to Completion – ETC EAC-ACHow much more will the project cost Variance At Completion – VAC BAC-EAC How much over budget will we bet at the end of the project To-Complete performance Index - TCPI (BAC – EV) / (BAC – AC) In order to stay within budget, what rate must we meet for the remaining work?

Chapter Summary Cost Management processes: Plan Cost Management Estimate Costs Determine Budget Control Costs Techniques for estimating costs Types of costs Earned Value Management (EVM) EVM definitions EVM formulae PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 1: Project Budget includes all of the following EXCEPT a)Management reserve b)Aggregated estimates c)Contingency reserve d)Activity cost estimate Correct answer a PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 2: Given following values CPI = 1.5, SPI = 1.3 Which statement is true a)Project is behind schedule and over budget b)Project is behind schedule and under budget c)Project is ahead of schedule and over budget d)Project is ahead of schedule and under budget Correct answer d PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 3: Which of the following is correct definition of EVM? a)Analyze variance between actual vs. planned b)Authorizes budget increases c)Prevent unapproved changes d)Provides work performance measurements Correct answer a PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 4: We have completed estimating activity for the project when senior management asks how we are doing on cost burn rate and request variance reports. What is the NEXT BEST thing to do? a)Identify other stakeholders who might be interested in the same report b)Send a report on how much money is spent so far? c)Create budget for project d)Understand reporting format required to report this information Kamran note: Allow user to select one choice and hit submit. After submission show correct answer and read narration Correct answer C PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 5: Control cost is done during which project management phase? a)Initiation phase b)Planning phase c)Execution phase d)Monitoring and controlling phase Correct answer d PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 6: Given the following values, what is the CPI? EV = 1000, CV = 500 a)100 b)-200 c)2 d)1.5 PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 7: The ratio that’s used to assess whether a project is on schedule is called: a)Time Variance b)Schedule Variance c)Estimate to Completion d)Schedule Performance Index PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 8: Which one of the following is not an estimation technique? a)Analogous b)Definitive c)Parametric d)Bottom-Up PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 9: Costs that change with the amount of work and that are directly attributable to project work would be classified as: a)Indirect and Fixed b)Variable and Accurate c)Fixed and Attributable d)Variable and Direct PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals

End of Chapter Quiz Question 10: The process in which costs are aggregated to obtain the overall cost for the project is: a)Estimate Costs b)Determine Budget c)Perform Aggregation d)Plan Cost Management PMP, CAPM, PgMP, PMI-SP, PMI-RMP, OPM3 and PMBOK are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals