m5 pmcert on-demand cost mgmt 16x9 122214 · 2015-11-13 · iilcert5 projectcostmanagement 1...

46
IILCERT5 Project Cost Management 1 The Project Management Cer9ficate Program ©2014 Interna9onal Ins9tute for Learning, Inc. PMP cross-cutting skills have been updated in the PMP Exam Content Outline – June 2015 (PDF of the Examination Content Outline - June 2015 can be found under the Resources Tab). Learn about why the PMP exam is changing in 2016. Download the new Exam Content Outline to study cross-cutting skills here: http://www.brainshark.com/pmiorg/2015PMPExamChange

Upload: others

Post on 18-Jul-2020

5 views

Category:

Documents


0 download

TRANSCRIPT

Page 1: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

IIL-­‐CERT5  

Project  Cost  Management  

1  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

PMP cross-cutting skills have been updated in the PMP Exam Content Outline – June 2015 (PDF of the Examination Content Outline - June 2015 can be found under the Resources Tab).

Learn about why the PMP exam is changing in 2016.

Download the new Exam Content Outline to study cross-cutting skills here:http://www.brainshark.com/pmiorg/2015PMPExamChange

Page 2: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

IIL-­‐CERT5  

Project  Cost  Management  

2  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 3: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

3  

The  Project  Management  Cer9ficate  Program  

Page 4: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Review  these  learning  objec9ves  carefully.      

The  learning  content  contained  within  this  module  is  based  on  these  learning  objec9ves.  

At  the  end  of  this  module  or  the  end  of  the  course,  you  should  be  able  to  answer  quiz  or  test  ques9ons  related  to  these  learning  objec9ves.    

If  you  are  par9cipa9ng  in  this  course  for  cer9fica9on,  you  will  be  beOer  prepared  to  pass  a  cer9fica9on  exam  by  recalling  these  learning  objec9ves.  

IIL-­‐CERT5  

Project  Cost  Management  

4  

The  Project  Management  Cer9ficate  Program  

Page 5: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

Project  Cost  Management  includes  the  processes  involved  in  planning,  es9ma9ng,  budge9ng,  financing,  funding,  managing,  and  controlling  costs  so  that  the  project  can  be  completed  within  the  approved  budget.  

PMBOK®  Guide  –  FiSh  Edi9on,  Glossary  

The  es9mate  is  an  approxima9on  of  the  costs  and  is  subject  to  varia9on  as  the  project  is  executed.  Documented  es9mates  should  include  some  indica9on  of  accuracy  level.  In  addi9on,  all  assump9ons  made  during  the  es9ma9ng  process  are  a  source  of  risk  and  should  be  monitored.  During  budget  variance  repor9ng  it  may  be  necessary  to  refer  back  to  the  assump9ons  to  understand  if  the  source  of  varia9on  was  rate  or  amount.  

While  project  cost  management  is  primarily  concerned  with  the  resources  needed  to  complete  the  schedule  ac9vi9es,  future  impacts  should  also  be  considered.  For  example,  limi9ng  the  stress  tests  of  a  prototype  during  the  design  and  development  of  a  new  product  could  increase  risk  to  quality  which  could  also  impact  customer  sa9sfac9on.  A  company  manufacturing  refrigerators  did  just  that  and  had  a  significant  increase  in  customer  complaints  when  a  part  failed  shortly  aSer  purchase.  While  the  limited  stress  tes9ng  of  the  new  product  reduced  the  9me  to  market  and  project  schedule,  the  company  implica9ons  were  tremendous.    

IIL-­‐CERT5  

Project  Cost  Management  

5  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 6: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

6  

The  Project  Management  Cer9ficate  Program  

The  PMBOK®  Guide  –  FiSh  Edi9on  describes  the  key  benefit  of  this  process  as  “providing  guidance  on  how  project  costs  will  be  managed.”  

PMBOK®  Guide  –  FiSh  Edi9on,  p.  195    

Page 7: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

7  

The  Project  Management  Cer9ficate  Program  

The  PMBOK®  Guide  –  FiSh  Edi9on  defines  the  following  for  this  first  Project  Cost  Management  process:  

•  Inputs  

―  Project  management  plan  ―  Project  charter  ―  Enterprise  environmental  factors  

―  Organiza9onal  process  assets  •  Tools  &  Techniques  

―  Expert  judgment  

―  Analy9cal  techniques  ―  Mee9ngs  

•  Outputs  

―  Cost  management  plan    

 

Page 8: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

8  

The  Project  Management  Cer9ficate  Program  

Page 9: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

Finding  someone  who  is    currently  working  on  projects  similar  to  yours  can  provide  a  source  of  expert  judgment  when  it  comes  to  project  costs  and  planning  them.  Be  careful  with  “experts”  who  have  been  away  from  the  industry  for  some  9me;  recollected  memories  can  be  a  faulty  source  of  informa9on.  

Some  of  the  analy9cal  techniques  you  might  use  in  planning  cost  management  are:  

•  An  understanding  of  the  company’s  Cost  of  Capital  (kc),  the  Internal  Rate  of  Return  (IRR),  Net  Present  Value  (NPV),  payback  and  break  even  can  help  in  understanding  some  of  the  cost  constraints  on  a  project  and  some  of  the  targets.  

•  Sources  of  funding  may  be  important  if  you  are  involved  in  the  financing  of  projects.  You  may  need  to  analyze  whether  the  sources  of  funds  will  be  internal  or  external.  Whether  these  needs  will  be  funded  with  debt  or  equity.  

•  Determining  whether  to  develop  the  product  internally  or  outsource  the  development.  Assessing  whether  to  make-­‐or-­‐buy  a  piece  of  equipment.  Analyzing  the  costs  to  own  vs.  to  rent.  

•  From  Earned  value,  the  To-­‐Complete-­‐Performance  Index  (TCPI)  may  indicate  a  need  to  examine  whether  we  move  forward  on  an  exis9ng  project  and  find  addi9onal  funding  or  terminate  the  project  and  allocate  future  funds  to    projects  that  were  backlogged  and  wai9ng  on  resources.  

IIL-­‐CERT5  

Project  Cost  Management  

9  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 10: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

10  

The  Project  Management  Cer9ficate  Program  

Page 11: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

The  PMBOK®  Guide  –  FiSh  Edi9on  describes  the  key  benefit  of  this  process  as  having  iden9fied  “all  the  costs  needed  to  complete  the  project.”  

PMBOK®  Guide  –FiSh  Edi9on,  p.  200  Es9ma9ng  costs  includes:  

•  Considering  cost  alterna9ves  

•  Evalua9ng  the  trade-­‐offs    

•  Considering  risks  and  varia9ons  

•  Considering  shared  resources  

When  developing  cost  es9mates,  the  es9mator  must  consider  factors  that  may  result  in  varia9ons  of  the  final  es9mate,  such  as  posi9ve  or  nega9ve  risk  events.  

All  es9mates  should  be  provided  with  an  es9mate  of  variance  based  on  the  inherent  risks  involved.  An  example  of  a  risk  is  the  level  of  experience  of  the  resources  likely  to  work  on  the  project.  A  less  experienced  resource  has  a  higher  probability  of  crea9ng  rework  and  resul9ng  higher  costs  as  opposed  to  an  experienced,  highly  trained  resource.  

Cost  es9ma9ng  is  a  series  of  process  interac9ons  resul9ng  in  the  development  of  ac9vity  cost  es9mates  along  with  the  basis  of  those  es9mates.  This  process  may  lead  to  iden9fica9on  of  changes  you  may  wish  to  request  and  updates  for  the  cost  management  plan.  

When  PMI  discusses  es9ma9ng,  it  is  the  process  of  associa9ng  costs,  dura9ons  and  resources  at  the  work  package  level.  Budge9ng,  as  will  be  discussed  later,  aggregates  these  costs  (es9mates)  into  control  or  general  ledger  accounts  that  are  9me  phased.  

 

IIL-­‐CERT5  

Project  Cost  Management  

11  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 12: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

IIL-­‐CERT5  

Project  Cost  Management  

12  

The  Project  Management  Cer9ficate  Program  

The  PMBOK®  Guide  –  FiSh  Edi9on  defines  the  following  for  the  second  Project  Cost  Management  process:  •  Inputs  

―  Cost  management  plan  ―  Human  resource  management  plan  ―  Scope  baseline  ―  Project  schedule  ―  Risk  register  ―  Enterprise  environmental  factors  ―  Organiza9onal  process  assets  

•  Tools  &  Techniques  ―  Expert  judgment  ―  Analogous  es9ma9ng  ―  Parametric  es9ma9ng  ―  BoOom-­‐up  es9ma9ng  ―  Three-­‐point  es9ma9ng  ―  Reserve  analysis  ―  Cost  of  quality  ―  Project  management  soSware  ―  Vendor  bid  analysis  ―  Group  decision-­‐making  techniques  

•  Outputs  ―  Ac9vity  cost  es9mates  ―  Basis  of  es9mates  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 13: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

Es9ma9ng  Costs  

1.  Done  at  the  lowest  level  possible  

2.  Based  on  the  dura9on  of  the  ac9vity  

3.  Based  on  the  resource  assigned  to  the  ac9vity  

4.  Based  on  the  resources  rate  

When  explaining  variances,  it  is  important  to  know  whether  it  was  rate  or  volume  that  created  the  variance.  Assuming  the  wrong  cause  of  the  variance  could  lead  to  taking  the  wrong  correc9ve  ac9on.  

Example:    

A  city  in  West  Texas  was  having  its  Air  Force  base  closed.  Upon  closure,  many  of  the  civilian  contractors  and  military  personnel  moved  away  leaving  hundreds  of  apartment  units  empty.  

One  apartment  manager  explained  the  drop  in  occupancy  as  an  indica9on  that  their  rental  rates  were  too  high.  Relying  on  this  informa9on  the  management  company  lowered  the  rental  rates  on  all  of  its  units.  

The  result  was  that  this  exacerbated  the  situa9on  driving  rental  revenue  for  the  complex  even  lower.  

Market  condi9ons  and  commercial  databases  are  enterprise  environmental  factors  that  can  guide  cost  es9ma9ng.  

Organiza9onal  process  assets  include  company  es9ma9ng  policies,  templates,  and  lessons  learned,  as  well  as  historical  informa9on.  Pulling  from  project  files  and  documented  informa9on  will  be  more  reliable  than  project  team  member  recollec9on  in  guiding  es9mates.    

 IIL-­‐CERT5  

Project  Cost  Management  

13  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 14: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Analogous  es9mates  are  usually  quick  to  develop.  They  compare  past,  similar  projects  to  the  exis9ng  project.  The  es9mator  compares  the  similari9es  and  differences  and  makes  adjustments  to  the  costs  from  the  past  project  to  reflect  the  current  project.    

Analogous  es9ma9ng  usually  entails  some  form  of  expert  judgment  to  discern  the  similari9es  and  differences  between  the  projects  being  compared.    

IIL-­‐CERT5  

Project  Cost  Management  

14  

The  Project  Management  Cer9ficate  Program  

Page 15: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

Parametric  modeling  uses  project  characteris9cs  in  a  mathema9cal  model  to  predict  project  costs  (may  be  considered  top-­‐down  or  boOom  up,  depending  upon  the  sophis9ca9on  of  the  model)    

The  parametric  model  can  be  used  early  in  a  process  to  provide  a  range.  As  details  are  known  the  parametric  model  can  get  more  precise.  When  first  deciding  to  build  your  own  dream  house,  price  per  square  foot  lets  you  know  about  how  large  a  home  you  can  build  based  on  your  budget.  More  exac9ng  informa9on  may  increase  the  level  of  confidence  in  your  es9mates  such  as  material  selec9on.  Did  you  pick  the  9le  that  looks  like  marble  or  the  marble?    

Other  examples  might  be:  

•  Price  per  work  sta9on  •  Price  per  cubic  yard/cubic  meter  

•  Price  per  Btu  (Bri9sh  thermal  unit  –  a  unit  of  energy)  

Rate/Flow  theory  is  a  form  of  Parametric  es9ma9ng  

1.  Es9mate  the  rate  of  the  resource  ($125  per  night  hotel  stay)  

2.  Es9mate  the  volume  (3  nights)  

3.  Calculate  the  product  (es9mate)  of  the  rate  X  the  volume  ($125/night  X  3  nights  =  $375  for  the  stay)  

4.  Be  sure  to  retain  the  assump9ons  of  rate  and  volume  in  order  to  be  able  to  properly  explain  variances  when  actuals  are  collected.  

IIL-­‐CERT5  

Project  Cost  Management  

15  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 16: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: In  the  module  on  Time  Management,  we  discussed  whether  a  par9cular  task  displayed  risk  characteris9cs  that  resembled  a  triangular  distribu9on  or  a  beta  distribu9on.  

Beta  distribu2ons  (as  simplified  for  project  management  gives  us  the  PERT  equa9on:    (O  +4ML  +  P)/6  

Triangular  distribu2ons  where  you  have  3  es9mates  only  gives  up  the  average  equa9on:    (O  +  ML  +  P)/3  

Both  are  considered  3-­‐point  es9mates.  Look  for  the  exam  to  refer  to  the  Beta  equa9on  type  problem  as  PERT  and  the  Triangular  equa9on  type  problem  as  3-­‐point  es9mates.  You  may  need  to  consider  which  method  is  beOer  given  the  data  available.  

See  Module  5  on  Time  Management  for  more  informa9on  on  this  subject.  

 

IIL-­‐CERT5  

Project  Cost  Management  

16  

The  Project  Management  Cer9ficate  Program  

Page 17: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

•  Expert  judgment  can  help  determine  the  best  method  to  use  to  es9mate  costs.  Expert  judgment  can  also  provide  informa9on  about  the  market  place,  historical  informa9on  and  the  environment.    

•  Bo8om  up  es2ma2ng  is  used  to  develop  cost  es9mates  at  a  detailed  level;  either  the  work  package  or  ac9vity.  This  can  only  be  done  when  the  scope  is  fully  defined,  the  resources  and  schedule  are  established,  and  a  risk  analysis  has  been  completed.  It  takes  9me  to  develop,  but  it  is  usually  the  most  accurate  form  of  es9ma9ng.    

•  Reserve  analysis  is  used  to  determine  how  much  con9ngency  and  management  reserve  should  be  included  in  the  budget.  

•  The  cost  of  quality  determines  the  best  approach  to  balance  the  compe9ng  demands  of  quality  and  cost.  You  will  see  more  informa9on  in  the  module  on  Project  Quality  Management.  

•  Vendor  bid  analysis  considers  bids  from  vendors  and  how  those  costs  are  integrated  with  the  project  costs.  

•  Project  management  soBware  is  usually  used  to  develop  the  project  budget.  SoSware  can  be  as  simple  as  a  spread  sheet,  or  can  include  more  complex  cost  es9ma9ng  soSware  applica9ons.    

IIL-­‐CERT5  

Project  Cost  Management  

17  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 18: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

IIL-­‐CERT5  

Project  Cost  Management  

18  

The  Project  Management  Cer9ficate  Program  

When  documen9ng  the  cost  es9mates  you  should  include  a  list  of  assump9ons  used  to  develop  the  es9mates,  and  the  basis  of  es9mates.  For  example  if  you  are  es9ma9ng  the  cost  for  a  trip  to  Chicago  you  might  have  document  the  following  informa9on:  

Assump9ons  

•   1  person  will  travel  •   The  trip  will  be  for  4  days  and  3  nights  Basis  of  Es9mates  

•   Plane  fare  $500  •   Hotel  $150  per  night  •   Food  $90  per  day  •   Taxi  $45  each  way  to  the  airport  •   Airport  parking  $18  per  day  Total  es9mated  cost:  $1482  

When  making  assump9ons,  you  can  divide  the  assump9on  into  a  rate  and  a  flow.  For  example,  staying  in  the  hotel  men9oned  above….the  rate  is  $150/  night.  The  Flow  is  how  many  nights  we  are  staying  in  the  hotel  (  2  nights).  Our  es9mate  is  $150  X  2  =  $300  for  the    stay.  It  is  important  to  retain  your  assump9ons  and  keep  the  rate  and  flow  separate,  so  you  know  what  part  (rate  or  flow)  caused  the  devia9on  from  the  budget.  Know  the  correct  cause  will  help  ensure  that  the  correc9ve  ac9on  you  take  will  be  appropriate.  

 

 

 

 

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 19: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: The  PMBOK®  Guide  –  FiSh  Edi9on  describes  the  key  benefit  of  this  process  as  having  iden9fied  “all  the  costs  needed  to  complete  the  project.”  

PMBOK®  Guide–FiSh  Edi9on,  p.  208  

Determine  Budget  includes:  

Aggrega9ng  cost  es9mates  by/from  work  packages  and  ac9vi9es  

Aligning  with  the  9me-­‐phased  schedule  

Establishing  the  authorized  cost  baseline  

The  purpose  of  determine  budget  is  the  process  of  aggrega9ng  the  es9mated  costs  of  individual  ac9vi9es  or  work  packages  to  establish  an  authorized  cost  baseline.  This  baseline  includes  all  authorized  budgets,  but  excludes  management  reserves.  

 

IIL-­‐CERT5  

Project  Cost  Management  

19  

The  Project  Management  Cer9ficate  Program  

Page 20: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

IIL-­‐CERT5  

Project  Cost  Management  

20  

The  Project  Management  Cer9ficate  Program  

The  PMBOK®  Guide  –  FiSh  Edi9on  defines  the  following  for  the  third  Project  Cost  Management  process:  

•  Inputs  

―  Cost  management  plan  ―  Scope  baseline  ―  Ac9vity  cost  es9mates  

―  Basis  of  es9mates  ―  Project  schedule  ―  Resource  calendars  ―  Risk  register  ―  Agreements  

―  Organiza9onal  process  assets  •  Tools  &  Techniques  

―  Cost  aggrega9on  ―  Reserve  analysis  ―  Expert  judgment  

―  Historical  rela9onships  ―  Funding  limit  reconcilia9on  

•  Outputs  

―  Cost  baseline  ―  Project  funding  requirements  

―  Project  documents  updates    

 ©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 21: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Each  of  the  inputs  to  determine  budget  contributes  to  the  cost  baseline.  Through  cost  aggrega9on  and  alignment  with  the  project  schedule,  the  cost  baseline  provides  a  method  for  measuring  the  project  performance.      

 

IIL-­‐CERT5  

Project  Cost  Management  

21  

The  Project  Management  Cer9ficate  Program  

Page 22: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: •  Cost  aggrega2on  –  Schedule  ac9vity  costs  are  aggregated  by  work  packages  in  accordance  with  the  WBS  

•  Reserve  analysis  –  Establishes  con9ngency  and  management  reserves  that  are  allowances  for  unplanned,  but  poten9ally  required,  changes  

•  Expert  judgment  –  Judgment  based  upon  exper9se  in  an  applica9on  area,  discipline,  industry,  etc.  

•  Historical  Rela2onships  –  Any  historical  rela9onships  that  result  in  parametric  or  analogous  es9mates  involve  the  use  of  project  characteris9cs  (parameters)  to  develop  mathema9cal  models  to  predict  total  project  cost  

•  Funding  limit  reconcilia2on  –  Expenditure  of  funds  is  reconciled  with  the  funding  limits  set  by  the  customer  or  performing  organiza9on  on  the  disbursement  of  funds  for  the  project  

 

IIL-­‐CERT5  

Project  Cost  Management  

22  

The  Project  Management  Cer9ficate  Program  

Page 23: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Ques9ons  to  consider  when  establishing  reserve  include:  •  How  are  reserves  determined?  

•  Rules  of  thumb  (heuris9cs)  

•  Risk  analysis  •  Lessons  learned  

•  Historical  informa9on  •  Who  controls  them?  

•  How  are  they  accessed?  

 In  many  organiza9ons  the  project  manager  controls  the  baseline  budget,  which  includes  con9ngency  reserve,  but  not  the  management  reserve.  Management  Reserve  may  be  held  at  a  level  above  the  project.    

 

IIL-­‐CERT5  

Project  Cost  Management  

23  

The  Project  Management  Cer9ficate  Program  

Page 24: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

24  

The  Project  Management  Cer9ficate  Program  

Page 25: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: The  cost  baseline  is  the  total  es9mated  cost  of  the  project.  During  project  execu9on  the  budget  is  displayed  graphically  using  an  “S”  curve  that  indicates  the  accumulated  actual  costs  of  the  project  over  a  period  of  9me  compared  with  the  budgeted  costs  for  that  9me  period.  The  “S”  curve  provides  a  “9me-­‐  phased”  view  of  the  project  costs  and  budget.    The  “S”  curve  graphics  will  display  a  progressive  summary  of  costs  over  the  life  cycle  of  the  project.  

Funding  usually  occurs  in  incremental  or  periodic  amounts  that  are  not  con9nuous,  and,  therefore,  appears  as  a  step  func9on  in  the  figure  above.  

 

IIL-­‐CERT5  

Project  Cost  Management  

25  

The  Project  Management  Cer9ficate  Program  

Page 26: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Since  project  managers  oSen  control  resources  through  the  line  managers  rather  than  directly,  project  managers  end  up  controlling  direct  labor  costs  by  opening  and  closing  work  orders.  Work  orders  define  the  charge  numbers  for  each  cost  account  or  management  control  point.    

Dr.  Kerzner’s  term  for  control  accounts  is  “cost  accounts;”  he  further  says  that  they  are  an  iden9fied  level  at  a  natural  intersec9on  point  of  the  work  breakdown  structure  and  the  organiza9onal  breakdown  structure  (OBS)  at  which  func9onal  responsibility  for  the  work  is  assigned,  and  actual  direct  labor,  material,  and  other  direct  costs  are  compared  with  actual  work  performed  for  management  control  purposes.  

Government  sectors  may  refer  to  these  management  control  points  as  control  account  plans,  or  CAPS.  

IIL-­‐CERT5  

Project  Cost  Management  

26  

The  Project  Management  Cer9ficate  Program  

Page 27: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Product  life  cycle  cost  analysis  is  an  integral  part  of  strategic  planning.  What  are  the  downstream  implica9ons  for  maintaining  the  projects  product  in  produc9on  or  opera9ons?  AOemp9ng  to  reduce  the  temporary  effort  or  project  budget  using  shortcuts  now  may  have  significant  impacts  later.  

Refer  to  p.  714  in  the  Kerzner  textbook  –  14.19  Life  Cycle  Cos9ng.  

 

IIL-­‐CERT5  

Project  Cost  Management  

27  

The  Project  Management  Cer9ficate  Program  

Page 28: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Many  projects  are  linked  to  the  ongoing  work  of  the  performing  organiza9on.  

Projects  and  opera9ons  differ  primarily  in  that  opera9ons  are  ongoing  and  repe99ve,  while  projects  are  temporary  and  unique.  Temporary  does  not  mean  short  dura9on.  

A  gated  project  methodology  will  use  the  phase-­‐end  review  to  validate  the  project’s  current  performance,  projected  ROI,  or  other  factors  and  confirm  that  the  project  should  remain  in  the  project  poryolio.    

Project  life  cycle  costs  consider  all  costs  of  the  temporary  endeavor  while  product  life  cycle  costs  consider  all  projects  suppor9ng  the  product  and  may  include  opera9onal  expenses  as  well.    

IIL-­‐CERT5  

Project  Cost  Management  

28  

The  Project  Management  Cer9ficate  Program  

Page 29: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

The  PMBOK®  Guide  –  FiSh  Edi9on  describes  the  key  benefit  of  this  process  as  providing  “the  means  to  recognize  and  address  variance  from  the  plan.”  

PMBOK®  Guide  –  FiSh  Edi9on,  p.  215  Control  cost  is  concerned  with:  

•  Influencing  the  factors  that  create  changes  to  the  authorized    cost  baseline    •  Ensuring  that  all  change  requests  are  acted  upon  in  a  9mely  manner  

•  Managing  the  actual  changes  when  and  as  they  occur  •  Ensuring  that  cost  expenditures  do  not  exceed  the  authorized  funding,  by  period  and  in  total  

for  the  project  •  Monitor  cost  performance  to  isolate  and  understand  variances  from  the  approved  baseline  

•  Monitor  work  performance  against  the  funds  expended  •  Preven9ng  unapproved  changes  from  being  included  in  the  reported  cost  or  resource  usage  

•  Informing  appropriate  stakeholders  of  all  approved  changes  and  associated  cost,  and  •  Ac9ng  to  bring  expected  cost  overruns  within  acceptable  limits  

The  cost  control  processes  are  part  of  project  cost  management  and  should  be  completely  integrated  with  other  control  processes  such  as  scope  change  control,  schedule  change  control,  and  quality  control.  Repor9ng  that  your  project  is  within  the  planned  budget  is  not  sufficient  if  overall  performance  does  not  meet  planned  expecta9ons  or  if  the  project  dura9on  goes  beyond  the  planned  schedule.  

   

IIL-­‐CERT5  

Project  Cost  Management  

29  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 30: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

The  PMBOK®  Guide  –  FiSh  Edi9on  defines  the  following  for  the  fourth  Project  Cost  Management  process:  

•  Inputs  

•  Project  management  plan  •  Project  funding  requirements  

•  Work  performance  data  

•  Organiza9onal  process  assets  •  Tools  &  Techniques  

•  Earned  value  management  

•  Forecas9ng  •  To-­‐complete  performance  index  (TCPI)  

•  Performance  reviews  •  Project  management  soSware  

•  Reserve  analysis  •  Outputs  

•  Work  performance  informa9on  

•  Cost  forecasts  

•  Change  requests  •  Project  management  plan  updates  

•  Project  documents  updates  •  Organiza9onal  process  assets  updates  

 

IIL-­‐CERT5  

Project  Cost  Management  

30  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 31: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Project  funding  requirements  may  include  management  reserve  if  these  are  monitored  at  the  project  level.    

IIL-­‐CERT5  

Project  Cost  Management  

31  

The  Project  Management  Cer9ficate  Program  

Page 32: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

A  variance  can  be  defined  as  any  devia9on  from  the  plan.  Variance  analysis  is  a  comparison  of  target  results  with  actual  results  to  determine  where  devia9ons  have  occurred  and  implemen9ng  the  appropriate  correc9ve  ac9on.  When  planning  the  project  the  project  manager  and  the  sponsor  should  agree  upon  cost  variance  thresholds.  A  common  threshold  is  that  0-­‐5%  variance  is  acceptable,  5-­‐10%  is  a  warning  and  greater  than  10%  is  unacceptable.  The  project  manager  should  monitor  planned  vs.  actual  expenditures  for  the  work  that  was  accomplished.  If  the  variance  trend  is  deteriora9ng  the  team  should  take  preven9ve  ac9on  to  keep  the  variance  from  passing  the  threshold  limit.  If  the  variance  is  outside  the  threshold  limit  the  team  should  take  correc9ve  ac9on  to  bring  it  back  to  acceptable  performance.    

Steps  involved  in  managing  variance  include:  

1.  Iden9fy  variance  •  Formal  status  review  

•  Earned  value  management  (EVM)  

2.  Assess  impact  3.  Iden9fy  cause  

4.  Evaluate  correc9ve  ac9on  op9ons  5.  Act  

 

IIL-­‐CERT5  

Project  Cost  Management  

32  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 33: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

33  

The  Project  Management  Cer9ficate  Program  

Earned  value  management  is  a  methodology  that  combines  scope,  schedule,  and  resource  measurements  to  assess  project  performance  and  progress.    

PMBOK®  Guide  –FiSh  Edi9on,  Glossary  

This  technique  allows  the  project  manager  to  relate  project  schedule,  cost,  and  scope  using  specific  mathema9cal  formulas,  that,  when  used  in  calcula9ons,  will  indicate  where  variances  to  the  plan  exist  and  where  correc9ve  ac9on  may  be  required.  

Earned  value  compares  work  that  has  been  planned  (what  has  been  scheduled  to  be  completed  within  the  measurement  period)  with  the  actual  work  that  has  been  done  (work  performed  within  the  measurement  period).  It  also  compares  the  planned  cost  of  the  work  completed  (what  we  had  planned  to  pay)  with  the  actual  cost  of  the  work  (what  we  actually  paid).    

Page 34: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Planned  Value  –  The  authorized  budget  assigned  to  scheduled  work.    

Actual  Cost  –  The  realized  cost  incurred  for  the  work  performed  on  an  ac9vity  during  a  specific  9me  period.    

Earned  Value  –  The  measure  of  work  performed  expressed  in  terms  of  the  budget  authorized  for  that  work.    

 

To  effec9vely  assess  project  performance  using  earned  value,  you  must  consider  both  cost  and  schedule.  Earned  value  management  is  a  method  that  allows  the  project  team  to  effec9vely  report  how  a  project  is  performing.  This  performance  is  in  rela9on  to  cost  and  schedule  at  a  specific  point  in  9me.  Earned  value  can  predict  the  poten9al  final  results  of  the  project.    

The  technique  literally  provides  an  overall  project  assessment  at  a  glance.  Used  correctly,  EVM  will  iden9fy  if  cost  and  schedule  variances  have  occurred  and  signal  the  project  team  to  consider  possible  ac9ons  that  may  be  taken  to  bring  the  project  back  on  track  with  the  original  plan.  

 

IIL-­‐CERT5  

Project  Cost  Management  

34  

The  Project  Management  Cer9ficate  Program  

Page 35: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Simply  stated,  earned  value  management  aOempts  to  answer  two  ques9ons:    

•  Where  are  we  today?  

•  Where  will  we  end  up?  The  more  frequently  you  address  these  two  ques9ons,  the  easier  it  becomes  to  take  the  necessary  correc9ve  ac9ons.  Variances  from  a  baseline  are  easier  to  manage  when  the  variances  are  small  and  are  detected  early.  

The  formulas  noted  above  are  some  of  the  most  commonly  used.  

IIL-­‐CERT5  

Project  Cost  Management  

35  

The  Project  Management  Cer9ficate  Program  

Page 36: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

If  you  plan  to  sit  for  the  PMP®  exam,  you  will  want  to  know  these  formulas.  

Cost  Variance  (CV):  Using  earned  value  analysis,  we  can  determine  the  cost  variance  (CV)  by  calcula9ng  the  difference  between  the  earned  value  (EV)  and  the  actual  cost  (AC).  It  is  the  difference  between  the  value  of  the  work  accomplished  and  the  cost  to  accomplish  the  work.  If  the  cost  variance  is  posi9ve,  then  you  spent  less  money  than  you  expected  for  the  work  that  was  accomplished,  and  you  are  therefore  under  budget.  The  opposite  holds  true  if  the  cost  variance  is  nega9ve.  

Schedule  Variance  (SV)  is  expressed  in  dollar  amounts.  The  planned  value  or  amount  of  work  planned  to  be  performed  (expressed  in  dollars)  is  subtracted  from  the  earned  value,  or  the  budgeted  cost  of  the  work  performed  (also  expressed  in  dollars).      

This  tells  us  the  difference  between  the  work  that  we  had  planned  to  have  completed  at  the  9me  of  measurement  and  the  work  that  was  completed  at  the  9me  of  measurement.  

Cost  Performance  Index  (CPI)  is  the  earned  value  divided  by  the  actual  cost.  It  relates  the  ra9o  of  what  was  earned  to  what  was  spent  to  earn  it.    

Schedule  Performance  Index  (SPI)  is  the  earned  value  divided  by  the  planned  value.  It  relates  the  ra9o  of  the  value  of  work  that  was  accomplished  compared  to  the  value  of  work  that  should  have  been  accomplished.    

In  the  earned  value  management  system,  it  is  generally  accepted  that  all  variances  that  are  posi9ve  are  favorable,  whereas  all  variances  that  are  nega9ve  are  unfavorable.  Addi9onally,  if  an  index  is  greater  than  one  the  result  is  good,  and  if  it  is  less  than  one,  the  result  is  not  good.    

A  nega9ve  schedule  variance  or  schedule  performance  index  less  than  1.0  means  you  are  behind  schedule  but  does  not  necessarily  mean  that  the  cri9cal  path  has  been  lengthened.  If  a  work  package  is  on  the  cri9cal  path  and  the  variance  is  nega9ve,  the  end  date  may  slip.  If  the  work  package  is  not  on  the  cri9cal  path,  there  may  be  a  slack  period  in  which  the  work  can  be  made  up  without  affec9ng  the  end    

IIL-­‐CERT5  

Project  Cost  Management  

36  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 37: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Budget  at  Comple2on.  The  sum  of  all  budgets  established  for  the  work  to  be  performed.  

Es2mate  at  Comple2on.  The  expected  total  cost  of  comple9ng  all  work  expressed  as  the  sum  of  the  actual  cost  to  date    and  the  es9mate  to  complete.  

Es2mate  to  Complete.  The  expected  cost  to  finish  all  the  remaining  project  work.  

PMBOK®  Guide  –  FiSh  Edi9on,  Glossary  

IIL-­‐CERT5  

Project  Cost  Management  

37  

The  Project  Management  Cer9ficate  Program  

Page 38: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

At  some  point  in  your  project,  you  may  be  asked  to  determine  an  es9mate  of  the  project  or  cost  when  it  is  completed.  The  es2mate  at  comple2on  (EAC)  is  the  projected  final  cost  of  the  project  based  on  the  informa9on  taken  at  the  9me  of  measurement.  It  will  be  affected  by  overall  project  performance  and  may  change  each  9me  project  performance  is  measured.    

The  EAC  is  compared  with  the  project’s  budget  at  comple2on  (BAC)  to  determine  how  well  the  project  is  expected  to  perform  against  the  plan.  The  effec9veness  of  the  original  es9ma9ng  process  used  in  project  planning  will  be  a  major  factor  in  the  degree  of  variance.    

There  are  many  different  ways  to  compute  the  EAC.  The  most  accurate  is  to  develop  a  new  boOom  up  es9mate  taking  into  considera9on  past  and  current  performance,  outstanding  risks  and  issues  and  any  other  informa9on  that  could  impact  future  performance.  However,  developing  a  new  boOom  up  es9mate  takes  9me,  therefore  many  project  managers  will  calculate  an  EAC  using  mathema9cal  formulas  that  they  think  reflect  the  future  performance  of  their  project.  The  most  common  formulas  are  shown  on  this  slide  and  explained  below.    

EAC  forecast  for  remaining  work  performed  at  the  budgeted  rate:  

This  EAC  method  accepts  the  actual  project  performance  to  date  as  represented  by  the  actual  costs,  and  predicts  that  all  future  ETC  work  will  be  accomplished  at  the  budgeted  rate.  When  actual  performance  is  unfavorable,  the  assump9on  that  future  performance  will  improve  should  be  accepted  only  when  supported  by  the  risk  analysis.  

EAC  forecast  for  remaining  work  performed  at  the  present  CPI:  

This  method  assumes  what  the  project  has  experienced  to  date  can  be  expected  to  con9nue  into  the  future.  The  ETC  work  is  assumed  to  be  performed  at  the  same  cumula9ve  CPI  as  that  incurred  by  the  project  to  date.  

EAC  forecast  for  remaining  work  considering  both  SPI  and  CPI  factors:  In  this  forecast,  the  ETC  work  will  be  performed  at  an  efficiency  rate  that  considers  both  the  cost  and  schedule  performance  indices.  It  assumes  both  a  nega9ve  cost  performance  to  date  and  a  requirement  to  meet  a  firm  schedule  commitment.  This  method  is  most  useful  when  the  project  schedule  is  a  factor  impac9ng  the  ETC  effort.    

The  product  of  CPI  and  SPI  can  be  modified  by  giving  different  weights  to  CPI  and  SPI.    E.g.,80/20  or  50/50.      

IIL-­‐CERT5  

Project  Cost  Management  

38  

The  Project  Management  Cer9ficate  Program  

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Page 39: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: It  is  a  judgment  call  based  on  many  considera9ons  –  Risk,  Schedule  and  Technical  Performance  –  among  others,  whether  the  ini9al  BAC  can  be  achieved  or  not.    

Under  normal  condi9ons  when  the  project  is  progressing  well  and  there  is  a  reasonable  chance  to  meet  the  cost  objec9ve,  BAC,  we  use  the  top-­‐level  formula  for  TCPI  (BAC-­‐EV)  /  (BAC-­‐AC).    However,  if  performance  falls  below  the  baseline  and  there  is  agreement  that  there  is  no  way  to  aOain  the  BAC,  the  PM  calculates  a  new  EAC  and  uses  that  to  iden9fy  the  performance  needed  through  the  rest  of  the  project.    TCPI  =  (BAC-­‐EV)  /  (EAC-­‐AC)  

 

IIL-­‐CERT5  

Project  Cost  Management  

39  

The  Project  Management  Cer9ficate  Program  

Page 40: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Here  is  a  summary  of  key  earned  value  management  formulae,  taken  from  PMBOK®  Guide  –  FiSh  Edi9on,  pp  218  –  221,  plus  several  that  have  proven  useful  in  prac9ce,  e.g.:  

 CV%  (Mul9ply  answer  by  100)  

 SV%  (Mul9ply  answer  by  100)  

 VAC  

Note:  Please  note  that  the  second  TCPI  formula  (in  the  last  row  of  the  table  above)  calls  for  the  use  of  EAC.  The  (3)  in  this  entry’s  name  column  refers  to  the  fact  that  EAC  can  be  computed  in  the  three  various  ways  shown  in  the  table  above.    

 

IIL-­‐CERT5  

Project  Cost  Management  

40  

The  Project  Management  Cer9ficate  Program  

Page 41: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: To  effec9vely  assess  project  performance  using  earned  value,  you  must  consider  both  cost  and  schedule.  Earned  value  management  is  a  method  that  allows  the  project  team  to  effec9vely  report  how  a  project  is  performing.  This  performance  is  in  rela9on  to  cost  and  schedule  at  a  specific  point  in  9me.  Earned  value  can  predict  the  poten9al  final  results  of  the  project.    

The  technique  literally  provides  an  overall  project  assessment  at  a  glance.  Used  correctly,  EVM  will  iden9fy  if  cost  and  schedule  variances  have  occurred  and  signal  the  project  team  to  consider  possible  ac9ons  that  may  be  taken  to  bring  the  project  back  on  track  with  the  original  plan.  

IIL-­‐CERT5  

Project  Cost  Management  

41  

The  Project  Management  Cer9ficate  Program  

Page 42: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: Taking  the  9me  to  actually  es9mate  the  percent  of  comple9on  of  any  par9cular  work  package  or  ac9vity  can  be  difficult  and  9me-­‐consuming  and  it  may  not  be  accurate.  However,  it  is  necessary  to  know  the  percent  complete,  or  how  much  work  has  been  done,  because  without  this  informa9on  we  cannot  calculate  the  variances  and  performance  indices.  

One  way  to  simplify  the  process  of  determining  earned  value  data  without  knowing  exactly  what  percentage  of  a  work  package  is  complete  is  to  use  the  50/50  rule.    

Helpful  hint:  An  important  item  to  note  is  that  earned  value  (EV)  has  been  determined  not  to  be  very  accurate  un9l  about  15%  of  the  project  has  been  completed.  This  is  because  in  the  early  phases  of  the  project  you  have  many  more  open  or  uncompleted  work  packages  than  you  have  work  packages  that  have  been  completed.  

IIL-­‐CERT5  

Project  Cost  Management  

42  

The  Project  Management  Cer9ficate  Program  

Page 43: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes: The  concept  of  the  50/50  rule  is  to  apply  ½  of  the  budgeted  cost  to  the  task  or  work  package  as  soon  as  the  task  is  started.  This  will  show  that  the  task  appears  to  be  50%  complete.  The  task  will  con9nue  to  be  shown  as  50%  complete  un9l  it  is  fully  completed.  At  comple9on  of  the  task,  or  work  package,  the  remaining  50%  of  the  budget  is  applied  to  the  task  to  indicate  100%  comple9on.    

This  technique  eliminates  the  tedious  process  of  aOemp9ng  to  determine  the  exact  percentage  of  comple9on  of  each  project  task.  It  is  important  to  communicate  the  intent  to  use  the  50  /50  rule  to  all  project  stakeholders  before  repor9ng  project  performance.  

IIL-­‐CERT5  

Project  Cost  Management  

43  

The  Project  Management  Cer9ficate  Program  

Page 44: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

44  

The  Project  Management  Cer9ficate  Program  

Page 45: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

46  

The  Project  Management  Cer9ficate  Program  

HONESTY  STANDARDS  

We  are  truthful  in  our  communica2ons  and  in  our  conduct.    

When  communica9ng  the  cost  es9mate  and  budget,  it  is  important  to  disclose  the  true  es9mate  rather  than  a  padded  es9mate.  Providing  an  es9mate  with  padding  establishes  a  cycle  of  es9mate,  padding,  and  cu~ng  rather  than  documen9ng  the  es9mate  with  the  assump9ons  and  the  basis  of  es9mates  that  were  used  to  develop  the  es9mate.  

We  make  commitments  and  promises,  implied  or  explicit,  in  good  faith.    

When  we  commit  to  a  budget  baseline  we  do  it  in  good  faith.  In  other  words,  we  commit  to  something  we  believe  we  can  achieve  given  the  informa9on  and  circumstances  we  have  at  the  9me.  

 

Page 46: M5 PMCert On-Demand Cost Mgmt 16x9 122214 · 2015-11-13 · IILCERT5 ProjectCostManagement 1 TheProjectManagementCerficateProgram ©2014InternaonalInstuteforLearning,Inc.) PMP cross-cutting

©2014  Interna9onal  Ins9tute  for  Learning,  Inc.  

Participant’s Notes:

IIL-­‐CERT5  

Project  Cost  Management  

47  

The  Project  Management  Cer9ficate  Program