Project Cost Management Sections of this presentation were adapted from  A Guide to the Project Management Body of Knowled...
Project Cost Management <ul><li>“The processes involved in planning, estimating, budgeting, and controlling costs so that ...
Why Do We Manage Cost? <ul><li>Part of triple constraint, can’t manage one without the others (scope, time, and quality)  ...
Cost Management Key Terms <ul><li>PV - Planned Value,  estimated  value of the planned work </li></ul><ul><li>EV – Earned ...
How Do We Manage Cost? <ul><li>Three processes </li></ul><ul><ul><li>Cost Estimating </li></ul></ul><ul><ul><li>Cost Budge...
Cost Estimating Enterprise Environmental Factors Organizational Process Assets Project Scope Statement <ul><li>Analogous e...
Estimating Methods <ul><li>Analogous (Top Down) estimating  – Managers use expert judgment or similar project costs [quick...
Estimating Methods <ul><li>Vendor Bid Analysis  – Estimating using bids + allowances for gaps in bid scope [slow, accuracy...
Cost Budgeting Project Scope Statement <ul><li>Cost aggregation </li></ul><ul><li>Reserve analysis </li></ul><ul><li>Param...
Cost Budgeting <ul><li>Budgeting is allocating costs to work packages to establish a cost baseline to measure project perf...
Cost Control Cost Baseline Project Funding Requirements Performance Reports <ul><li>Cost change control system </li></ul><...
Earned Value <ul><li>Progress is compared against the baseline to determine whether project is ahead of or behind plan </l...
Earned Value Graph Variance at Completion (VAC) Target Cost & Schedule Schedule Variance (Time) Planned Value (PV) Earned ...
Earned Value Formulas See following slide Estimate at Completion (EAC) At the end of the day, how close will we be to plan...
Earned Value Formulas (Cont’d) <ul><li>Use when current variances are not expected to be there in the future </li></ul><ul...
Barn Exercise <ul><li>You have a project to build a new barn.  The specs for building the barn are to construct 4 sides an...
Tricks for Earned Value <ul><li>EV is always first </li></ul><ul><li>Variance = EV minus something </li></ul><ul><li>Index...
Terms to Remember <ul><li>Present Value </li></ul><ul><li>Net Present Value (NPV) </li></ul><ul><li>Internal Rate of Retur...
Answers to Questions <ul><li>1 – C </li></ul><ul><li>2 – D </li></ul><ul><li>3 – B </li></ul><ul><li>4 – A </li></ul><ul><...
Answers to Questions (Cont’d)
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Cost Management Slides.ppt

  1. 1. Project Cost Management Sections of this presentation were adapted from A Guide to the Project Management Body of Knowledge 3 rd Edition, Project Management Institute Inc., © 2004
  2. 2. Project Cost Management <ul><li>“The processes involved in planning, estimating, budgeting, and controlling costs so that the budget can be completed within the approved budget” </li></ul>
  3. 3. Why Do We Manage Cost? <ul><li>Part of triple constraint, can’t manage one without the others (scope, time, and quality) </li></ul><ul><li>Plots of cost and scope against plan can help spot problems early </li></ul>Is this project over/under budget? Is it ahead of/behind schedule? Cumulative Value Time Planned Value (PV) Actual Costs (AC) Earned Value (EV) Today
  4. 4. Cost Management Key Terms <ul><li>PV - Planned Value, estimated value of the planned work </li></ul><ul><li>EV – Earned Value, estimated value of work done </li></ul><ul><li>AC – Actual Cost, what you paid </li></ul><ul><li>BAC – Budget at Completion, the budget for the total job </li></ul><ul><li>EAC –Estimate at Completion, what is the total job expected to cost? </li></ul><ul><li>ETC – Estimate to Complete, forecasted costs to complete job </li></ul><ul><li>VAC – Variance at Completion, how much over/under budget do we expect to be? </li></ul>
  5. 5. How Do We Manage Cost? <ul><li>Three processes </li></ul><ul><ul><li>Cost Estimating </li></ul></ul><ul><ul><li>Cost Budgeting </li></ul></ul><ul><ul><li>Cost Control </li></ul></ul>Cost Estimating Cost Budgeting Cost Control
  6. 6. Cost Estimating Enterprise Environmental Factors Organizational Process Assets Project Scope Statement <ul><li>Analogous estimating </li></ul><ul><li>Determine resource cost rates </li></ul><ul><li>Bottom up estimating </li></ul><ul><li>Parametric estimating </li></ul><ul><li>Project management software </li></ul><ul><li>Vendor bid analysis </li></ul><ul><li>Reserve analysis </li></ul><ul><li>Cost of quality </li></ul>Inputs Outputs Tools & Techniques Work Breakdown Structure WBS Dictionary <ul><li>Project Management Plan </li></ul><ul><li>Schedule Mgmt Pln </li></ul><ul><li>Staffing Mgmt Pln </li></ul><ul><li>Risk Register </li></ul>Activity Cost Estimates Activity Cost Estimates Supporting Detail Requested Changes Cost Management Plan Updates Cost Estimating Cost Budgeting Cost Control
  7. 7. Estimating Methods <ul><li>Analogous (Top Down) estimating – Managers use expert judgment or similar project costs [quick, less accurate] </li></ul><ul><li>Bottom-Up estimating – People doing work estimate based on WBS, rolled up into project estimate [slow, most accurate] </li></ul><ul><li>Parametric estimating – Use mathematical model (i.e. cost per sq ft). [accuracy varies] Two types: </li></ul><ul><ul><ul><li>Regression analysis – based on analysis of multiple data points </li></ul></ul></ul><ul><ul><ul><li>Learning Curve – The first unit costs more than the 100 th , forecasts efficiency gains </li></ul></ul></ul>
  8. 8. Estimating Methods <ul><li>Vendor Bid Analysis – Estimating using bids + allowances for gaps in bid scope [slow, accuracy depends on gaps] </li></ul><ul><li>Reserve Analysis – Adding contingency to each activity cost estimates as zero duration item [slow, overstates cost] </li></ul>
  9. 9. Cost Budgeting Project Scope Statement <ul><li>Cost aggregation </li></ul><ul><li>Reserve analysis </li></ul><ul><li>Parametric estimating </li></ul><ul><li>Funding limit reconciliation </li></ul>Inputs Outputs Tools & Techniques Cost Baseline Project Funding Requirements Cost Management Plan Updates Requested Changes Work Breakdown Structure WBS Dictionary Activity Cost Estimates Activity Cost Estimates Supporting Detail Project Schedule Resource Calendars Contract Cost Management Plan Cost Estimating Cost Budgeting Cost Control
  10. 10. Cost Budgeting <ul><li>Budgeting is allocating costs to work packages to establish a cost baseline to measure project performance </li></ul><ul><li>Remember Contingency items are for unplanned but required changes it is not to cover things such as: </li></ul><ul><ul><li>Price escalation </li></ul></ul><ul><ul><li>Scope & Quality Changes </li></ul></ul><ul><li>Funding Limit Reconciliation – Smoothing out the project spend to meet management expectations </li></ul>
  11. 11. Cost Control Cost Baseline Project Funding Requirements Performance Reports <ul><li>Cost change control system </li></ul><ul><li>Performance measurement analysis </li></ul><ul><li>Forecasting </li></ul><ul><li>Project performance reviews </li></ul><ul><li>Project management software </li></ul><ul><li>Variance management </li></ul>Inputs Outputs Tools & Techniques Work Performance Information Approved Change Requests Project Management Plan Cost Estimate Updates Cost Baseline Updates Performance Measurements Forecasted Completion Requested Changes Recommended Corrective Actions Organizational Process Assets Updates Project Management Plan Updates Cost Estimating Cost Budgeting Cost Control
  12. 12. Earned Value <ul><li>Progress is compared against the baseline to determine whether project is ahead of or behind plan </li></ul><ul><li>Percent complete can be difficult to measure, some managers use rules </li></ul><ul><ul><li>50/50 Rule – Assumed 50% complete when task started, final 50% at completion </li></ul></ul><ul><ul><li>20/80 Rule – 20% at start </li></ul></ul><ul><ul><li>0/100 Rule – No credit until complete </li></ul></ul><ul><li>Planned Value (PV) – Budgeted Cost </li></ul><ul><li>Earned Value (EV) – Actual work completed </li></ul><ul><li>Actual Cost (AC) – Costs incurred </li></ul><ul><li>Estimate to Complete (ETC) – What’s Left </li></ul><ul><li>Estimate at Completion (EAC) – What final cost will be </li></ul>
  13. 13. Earned Value Graph Variance at Completion (VAC) Target Cost & Schedule Schedule Variance (Time) Planned Value (PV) Earned Value (EV)
  14. 14. Earned Value Formulas See following slide Estimate at Completion (EAC) At the end of the day, how close will we be to plan? BAC-EAC Variance at Completion (VAC) How much more do we have to spend? EAC-AC Estimate to Complete (ETC) Progress as % against plan EV/PV Schedule Perform Index (SPI) How much are we getting for every dollar we spend? EV/AC Cost Performance Index (CPI) Negative = Behind Schedule Positive = Ahead of Schedule EV-PV Schedule Variance (SV) Negative = Over budget Positive = Under budget EV-AC Cost Variance (CV) NOTES FORMULA NAME
  15. 15. Earned Value Formulas (Cont’d) <ul><li>Use when current variances are not expected to be there in the future </li></ul><ul><li>AC+BAC-EV </li></ul><ul><li>Use when original estimate was bad. Actuals + New estimate </li></ul><ul><li>AC+ATC </li></ul><ul><li>Use if no variances from BAC have occurred </li></ul><ul><li>BAC/CPI </li></ul>Estimate at Completion (EAC) <ul><li>Use when current variances are expected to continue </li></ul><ul><li>AC+(BAC-EV)/CPI </li></ul>NOTES FORMULA NAME
  16. 16. Barn Exercise <ul><li>You have a project to build a new barn. The specs for building the barn are to construct 4 sides and then an angled roof. Each side of the barn is to take one day to build as is the roof. The budgeted amount is $2,000 per side and $2000 applied to the roof cost. The sides are to be completed one after the other. Today is the end of day four. </li></ul>
  17. 17. Tricks for Earned Value <ul><li>EV is always first </li></ul><ul><li>Variance = EV minus something </li></ul><ul><li>Index = EV divided by something </li></ul><ul><li>If the formula relates to cost use AC </li></ul><ul><li>If the formula relates to schedule use PV </li></ul><ul><li>Interpreting results: negative is bad and positive is good </li></ul><ul><li>Interpreting results: greater than one is good, less than one is bad </li></ul>PV AC ETC EAC BAC Project Start Current Status
  18. 18. Terms to Remember <ul><li>Present Value </li></ul><ul><li>Net Present Value (NPV) </li></ul><ul><li>Internal Rate of Return (IRR) </li></ul><ul><li>Payback Period </li></ul><ul><li>Benefit Cost Ratio = BCR>1, Payback is greater than the cost </li></ul><ul><li>Opportunity Cost </li></ul><ul><li>Sunk Cost </li></ul><ul><li>Working Capital </li></ul><ul><li>Straight Line Depreciation </li></ul><ul><li>Accelerated Depreciation </li></ul><ul><ul><li>Double Declining Balance </li></ul></ul><ul><ul><li>Sum of Years Digits </li></ul></ul><ul><li>Value Analysis (Value Engineering) </li></ul>You won’t be calculating most of these numbers on the test, just remember the concepts for general questions
  19. 19. Answers to Questions <ul><li>1 – C </li></ul><ul><li>2 – D </li></ul><ul><li>3 – B </li></ul><ul><li>4 – A </li></ul><ul><li>5 – C </li></ul><ul><li>6 – B </li></ul><ul><li>7 – C </li></ul><ul><li>8 – A </li></ul>
  20. 20. Answers to Questions (Cont’d)
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