7 cost PMBOK

Waseem Siddique
Waseem SiddiqueSr MEP Engineer at Hill International um Hill International, Inc.

PMP Dump notes

Chapter 7 – COST Management
GSN Notes- 7 Cost Page 1 of 5
Cost Estimating - Developing an approximation (estimate) of the costs of the resources needed
to complete project activities.
Cost Budgeting - Allocating the overall cost estimate to individual work activities.
Cost Control - Controlling changes to the project budget.
Resource Planning—determining what resources (people, equipment, materials) and what
quantities of each should be used to perform project activities.
Life Cycle Costing – Broader view of Project Cost Management, which includes cost of resources
needed to complete schedule activities along with effect of decisions on cost of using,
maintaining & supporting the product, service or result of the project.
Cost Management Plan - It is created as part of the Develop Project Management Plan process.
It can establish
1. Precision Level ($100, $1000 etc)
2. Units of Measure (Staff hours/days/lump sum etc)
3. Organizational Procedure Links (Control Account, code or account number directly
linked accounting system)
4. Control thresholds (Agreed amount of variation allowed)
5. Earned Value rules (1.Computation Formula 2.Earned Value Credit Criteria 3.WBS Level)
6. Reporting Formats
7. Process descriptions (Each of the three cost management Processes)
ROM – Accuracy of project estimate will increase as it progresses, project at initial stages can
have rough order of magnitude (ROM) in the range of –50 to +100% later it will narrow to a range
of –10 to +15%.
Contingency Reserve - 1.Project (known Unknowns) – Part of Cost Baseline
2.Management (Unknown Unknowns) – Part of Cost Budget
Chart of Accounts - A chart of accounts describes the coding structure used by the performing
organization to report financial information in its general ledger.
Analogous estimating - also called top-down estimating, means using the actual cost of a
previous, similar project
Parametric modeling - mathematical model to predict project costs - per square foot of living
space
Parametric Estimation – It uses statistical relationship between historical data and other variables
to calculate cost estimate. It can produce higher levels of accuracy depending on
sophistication, resource quantity and cost data.
Bottom-up estimating - the cost of individual activities or work packages rolled up to get the
estimate for whole component.
Cost baseline - The cost baseline is a time-phased budget that will be used to measure and
monitor cost performance on the project. It is shown as an S curve.
Chapter 7 – COST Management
GSN Notes- 7 Cost Page 2 of 5
Funding Limit Reconciliation – Customer will set limits on disbursement of funds for the project.
Funding Limit Reconciliation (TT of Cost Budgeting) will necessitate the scheduling of work to be
adjusted to smooth or regulate those expenditures. It is accomplished by placing imposed date
constraints for some work packages.
Project Performance Reviews (TT of Cost Control) – 1.Variance Analysis 2.Trend Analysis 3.Earned
Value Technique
Performance Measurement Analysis (TT of Cost Control)– PV, EV, AC, ETC, CV, SV, CPI, SPI
EAC -Original estimating assumptions were fundamentally flawed, or that they are no longer
relevant to a change in conditions. Formula: EAC = AC + ETC.
Current variances are seen as atypical and the project management team expectations are
that similar variances will not occur in the future. Formula: EAC = AC + BAC – EV.
When current variances are seen as typical of future variances. Formula: EAC = AC + ((BAC –
EV)/CPI)
Project Cost
Management
Processes required to ensure that the project is completed within the approved
budget.
Benefit Cost Ratio Expected Revenues / Expected Costs. Measure benefits (payback) to costs; not
just profits. The higher the better (if rating over 1, the benefits are greater than
the costs)
Internal Rate of Return Interest Rate which makes the PV of costs equal to PV of benefits
Payback Period Number of time periods up to the point where cumulative revenues exceeds
cumulative costs. Weakness in this approach is the lack of emphasis on the
magnitude of the profitability. Does not account for time value of money nor
consider value benefits after payback.
Opportunity Cost Cost of choosing one alternative and therefore giving up the potential benefits
of another alternative: it is the value of the project not selected (lost
opportunity).
Sunk Cost Expended costs which should be ignored when making decisions about
whether to continue investing in a project
Law of Diminishing
Returns
Straight Line
Depreciation
The point beyond which the marginal addition of resources does not provide a
proportional amount of utility. Same amount each time period (e.g. 10 – 10 –
10).
Types 1. Straight Line 2. Accelerated (1. Double Declining Balance 2. Sum of
Years Digits)
Contingency Reserve Separate quantity of time/money for known unknowns. Designed to cover
specific risk events previously identified and measured in the Risk Management
Process.
Management Reserve Separate quantity of time/money for unknown unknowns
Chapter 7 – COST Management
GSN Notes- 7 Cost Page 3 of 5
Working Capital Current Assets - Current Liabilities
Value Analysis Cost reduction tool that considers whether function is really necessary and
whether it can be provided at a lower cost without degrading performance or
quality. Finding the least expensive way to do the scope of work.
Value Estimating Part of Cost Control
Value Engineering Tool Tool for analyzing a design, determining its function, and assessing how to
provide those functions cost effectively.
50-50 Rule At beginning, charge 50% of its BCWS to the account. Charge remaining at
completion.
Analogous Estimating Top down; based on similar projects. Represents a form of expert judgment.
Gives project team an understanding of management’s expectations (part of
cost budgeting and cost estimating)
Bottom-up Estimating Detailed cost estimates of work packages are aggregated. Would provide best
overall quality of the estimate.
Parametric Estimating Relies on knowledge of mathematical relationships; measured in $/unit
(scalable, quantifiable). It does not make use of team estimate. (part of cost
budgeting and cost estimating). Using a mathematical model to predict the
duration of a task (e.g. taking the average duration of all past tasks)
Regression Analysis Statistical technique graphically represented on scatter diagram
Learning Curve Mathematically models the intuitive notion that the more times we do
something, the faster we will be able to perform
Variable Costs Costs rise directly with the size and scope of the project
Fixed Costs Costs do not change; non-recurring (e.g. project setup costs)
Direct Costs Incurred directly by a specific project. The PMI want the team to participate in
the cost estimates to get their buy-in.
Indirect Costs Part of the overall organization's cost of doing business and are shared by all
projects. Usually computed as a percentage of the direct costs.
Cost accounts Represent the basic level at which project performance is measured and
reported. The purpose of cost accounts is to monitor and report on project
performance.
Cost Change Control
Systems
Includes the documentation, tracking systems, and approval levels needed to
authorize a change.
Budget updates Should be the next steps after an approved cost baseline has changed
because of a major change on a project.
Chapter 7 – COST Management
GSN Notes- 7 Cost Page 4 of 5
Operating profit Amount of money earned: Revenue – (direct + indirect costs)
Discounted cash-flow
approach
Present value method determines the net present value of all cash flow by
discounting it by the required rate of return.
Parametric modeling Involves using project characteristics (parameters) in a mathematical model to
predict project costs.
Life-Cycle Cost Provide a picture of the total cost for the product (project, operations and
maintenance).
Project Closeout (output to cost control) Process and procedures developed for the closing or
canceling of projects
Formulae
Expected Value
Present Value
Probability * Impact
FV / (1 + r)t
Cost Variance
CV
EV = BAC * (work completed/total work required)
EV – AC [BCWP – ACWP] Variance = planned – actual
Schedule Variance
SV
PV = BAC *(Total time passed /total schedule time)
EV – PV [BCWP – BCWS] (if <0; work completed is less than what was
planned)
Cost Performance Index
(CPI)
EV/AC [BCWP / ACWP] I am getting ____ out of each dollar. (>1
good; <1 bad)
Schedule Performance
Index (SPI)
EV/PV [BCWP / BCWS] I am progressing at ____% of the rate originally
planned
Estimate at Completion
(EAC)
BAC / CPI
AC+ETC (when original estimates are considered flawed)
AC+BAC-EV (when everything is OK and variance will not occur in the
future)
AC+((BAC-EV)/CPI) (when everything is OK and variance will occur in
the future)
Estimate to Completion
(ETC)
EAC - AC or (BAC - EV) / CPI
Variance at Completion
(VAR)
BAC – EAC
% Spent AC/BAC
Chapter 7 – COST Management
GSN Notes- 7 Cost Page 5 of 5
Formulae
Cost Variance in % CV/EV
Schedule Variance in % SV/PV
To Complete
Performance Index
(TCPI)
(BAC-EV)/(BAC – AC)
BCWS (PV) How much should be done? This is the performance measurement
baseline.
BCWP (EV) How much work is done? (Progress) Budgeted cost of work performed.
Value of the work completed in terms of what you budgeted (your
baseline)
ACWP (AC) How much did the “is done” work cost?
BAC Budget at Completion – How much is budgeted for the total job? BAC
would change every time there is a funded scope change approved
for activity to be performed in the future.
EAC Based on project performance and risk quantification
ETC Estimate to Complete
CPI Cumulative CPI does not change by more than 10% once a project is
approximately 20% complete. The CPI provides a quick statistical
forecast of final project costs.
EV=PV [BCWP=BCWS] EV equals PV when the project is completed.
Cost Management Plan – (from Cost Estimating) The action taken by the project manager for all
variances are described in the Cost Management Plan.
Documentation
Cost Calculations - Costs are more practical to calculate at one level higher (Control Account)
than work package level
Cost Questions
What is life cycle costing? Concept of including acquisition, operating, maintenance,
and disposal costs; total cost of ownership
Which of the following includes an
audit; Administrative Closure or
Contract Closure?
Contract Closure includes an audit.
What is "chart of accounts"? Coding structure used to report financial information in general
ledger. Code of accounts is numbering of WBS elements
What are cost accounts? They represent the basic level at which project performance is
measured and reported.

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7 cost PMBOK

  • 1. Chapter 7 – COST Management GSN Notes- 7 Cost Page 1 of 5 Cost Estimating - Developing an approximation (estimate) of the costs of the resources needed to complete project activities. Cost Budgeting - Allocating the overall cost estimate to individual work activities. Cost Control - Controlling changes to the project budget. Resource Planning—determining what resources (people, equipment, materials) and what quantities of each should be used to perform project activities. Life Cycle Costing – Broader view of Project Cost Management, which includes cost of resources needed to complete schedule activities along with effect of decisions on cost of using, maintaining & supporting the product, service or result of the project. Cost Management Plan - It is created as part of the Develop Project Management Plan process. It can establish 1. Precision Level ($100, $1000 etc) 2. Units of Measure (Staff hours/days/lump sum etc) 3. Organizational Procedure Links (Control Account, code or account number directly linked accounting system) 4. Control thresholds (Agreed amount of variation allowed) 5. Earned Value rules (1.Computation Formula 2.Earned Value Credit Criteria 3.WBS Level) 6. Reporting Formats 7. Process descriptions (Each of the three cost management Processes) ROM – Accuracy of project estimate will increase as it progresses, project at initial stages can have rough order of magnitude (ROM) in the range of –50 to +100% later it will narrow to a range of –10 to +15%. Contingency Reserve - 1.Project (known Unknowns) – Part of Cost Baseline 2.Management (Unknown Unknowns) – Part of Cost Budget Chart of Accounts - A chart of accounts describes the coding structure used by the performing organization to report financial information in its general ledger. Analogous estimating - also called top-down estimating, means using the actual cost of a previous, similar project Parametric modeling - mathematical model to predict project costs - per square foot of living space Parametric Estimation – It uses statistical relationship between historical data and other variables to calculate cost estimate. It can produce higher levels of accuracy depending on sophistication, resource quantity and cost data. Bottom-up estimating - the cost of individual activities or work packages rolled up to get the estimate for whole component. Cost baseline - The cost baseline is a time-phased budget that will be used to measure and monitor cost performance on the project. It is shown as an S curve.
  • 2. Chapter 7 – COST Management GSN Notes- 7 Cost Page 2 of 5 Funding Limit Reconciliation – Customer will set limits on disbursement of funds for the project. Funding Limit Reconciliation (TT of Cost Budgeting) will necessitate the scheduling of work to be adjusted to smooth or regulate those expenditures. It is accomplished by placing imposed date constraints for some work packages. Project Performance Reviews (TT of Cost Control) – 1.Variance Analysis 2.Trend Analysis 3.Earned Value Technique Performance Measurement Analysis (TT of Cost Control)– PV, EV, AC, ETC, CV, SV, CPI, SPI EAC -Original estimating assumptions were fundamentally flawed, or that they are no longer relevant to a change in conditions. Formula: EAC = AC + ETC. Current variances are seen as atypical and the project management team expectations are that similar variances will not occur in the future. Formula: EAC = AC + BAC – EV. When current variances are seen as typical of future variances. Formula: EAC = AC + ((BAC – EV)/CPI) Project Cost Management Processes required to ensure that the project is completed within the approved budget. Benefit Cost Ratio Expected Revenues / Expected Costs. Measure benefits (payback) to costs; not just profits. The higher the better (if rating over 1, the benefits are greater than the costs) Internal Rate of Return Interest Rate which makes the PV of costs equal to PV of benefits Payback Period Number of time periods up to the point where cumulative revenues exceeds cumulative costs. Weakness in this approach is the lack of emphasis on the magnitude of the profitability. Does not account for time value of money nor consider value benefits after payback. Opportunity Cost Cost of choosing one alternative and therefore giving up the potential benefits of another alternative: it is the value of the project not selected (lost opportunity). Sunk Cost Expended costs which should be ignored when making decisions about whether to continue investing in a project Law of Diminishing Returns Straight Line Depreciation The point beyond which the marginal addition of resources does not provide a proportional amount of utility. Same amount each time period (e.g. 10 – 10 – 10). Types 1. Straight Line 2. Accelerated (1. Double Declining Balance 2. Sum of Years Digits) Contingency Reserve Separate quantity of time/money for known unknowns. Designed to cover specific risk events previously identified and measured in the Risk Management Process. Management Reserve Separate quantity of time/money for unknown unknowns
  • 3. Chapter 7 – COST Management GSN Notes- 7 Cost Page 3 of 5 Working Capital Current Assets - Current Liabilities Value Analysis Cost reduction tool that considers whether function is really necessary and whether it can be provided at a lower cost without degrading performance or quality. Finding the least expensive way to do the scope of work. Value Estimating Part of Cost Control Value Engineering Tool Tool for analyzing a design, determining its function, and assessing how to provide those functions cost effectively. 50-50 Rule At beginning, charge 50% of its BCWS to the account. Charge remaining at completion. Analogous Estimating Top down; based on similar projects. Represents a form of expert judgment. Gives project team an understanding of management’s expectations (part of cost budgeting and cost estimating) Bottom-up Estimating Detailed cost estimates of work packages are aggregated. Would provide best overall quality of the estimate. Parametric Estimating Relies on knowledge of mathematical relationships; measured in $/unit (scalable, quantifiable). It does not make use of team estimate. (part of cost budgeting and cost estimating). Using a mathematical model to predict the duration of a task (e.g. taking the average duration of all past tasks) Regression Analysis Statistical technique graphically represented on scatter diagram Learning Curve Mathematically models the intuitive notion that the more times we do something, the faster we will be able to perform Variable Costs Costs rise directly with the size and scope of the project Fixed Costs Costs do not change; non-recurring (e.g. project setup costs) Direct Costs Incurred directly by a specific project. The PMI want the team to participate in the cost estimates to get their buy-in. Indirect Costs Part of the overall organization's cost of doing business and are shared by all projects. Usually computed as a percentage of the direct costs. Cost accounts Represent the basic level at which project performance is measured and reported. The purpose of cost accounts is to monitor and report on project performance. Cost Change Control Systems Includes the documentation, tracking systems, and approval levels needed to authorize a change. Budget updates Should be the next steps after an approved cost baseline has changed because of a major change on a project.
  • 4. Chapter 7 – COST Management GSN Notes- 7 Cost Page 4 of 5 Operating profit Amount of money earned: Revenue – (direct + indirect costs) Discounted cash-flow approach Present value method determines the net present value of all cash flow by discounting it by the required rate of return. Parametric modeling Involves using project characteristics (parameters) in a mathematical model to predict project costs. Life-Cycle Cost Provide a picture of the total cost for the product (project, operations and maintenance). Project Closeout (output to cost control) Process and procedures developed for the closing or canceling of projects Formulae Expected Value Present Value Probability * Impact FV / (1 + r)t Cost Variance CV EV = BAC * (work completed/total work required) EV – AC [BCWP – ACWP] Variance = planned – actual Schedule Variance SV PV = BAC *(Total time passed /total schedule time) EV – PV [BCWP – BCWS] (if <0; work completed is less than what was planned) Cost Performance Index (CPI) EV/AC [BCWP / ACWP] I am getting ____ out of each dollar. (>1 good; <1 bad) Schedule Performance Index (SPI) EV/PV [BCWP / BCWS] I am progressing at ____% of the rate originally planned Estimate at Completion (EAC) BAC / CPI AC+ETC (when original estimates are considered flawed) AC+BAC-EV (when everything is OK and variance will not occur in the future) AC+((BAC-EV)/CPI) (when everything is OK and variance will occur in the future) Estimate to Completion (ETC) EAC - AC or (BAC - EV) / CPI Variance at Completion (VAR) BAC – EAC % Spent AC/BAC
  • 5. Chapter 7 – COST Management GSN Notes- 7 Cost Page 5 of 5 Formulae Cost Variance in % CV/EV Schedule Variance in % SV/PV To Complete Performance Index (TCPI) (BAC-EV)/(BAC – AC) BCWS (PV) How much should be done? This is the performance measurement baseline. BCWP (EV) How much work is done? (Progress) Budgeted cost of work performed. Value of the work completed in terms of what you budgeted (your baseline) ACWP (AC) How much did the “is done” work cost? BAC Budget at Completion – How much is budgeted for the total job? BAC would change every time there is a funded scope change approved for activity to be performed in the future. EAC Based on project performance and risk quantification ETC Estimate to Complete CPI Cumulative CPI does not change by more than 10% once a project is approximately 20% complete. The CPI provides a quick statistical forecast of final project costs. EV=PV [BCWP=BCWS] EV equals PV when the project is completed. Cost Management Plan – (from Cost Estimating) The action taken by the project manager for all variances are described in the Cost Management Plan. Documentation Cost Calculations - Costs are more practical to calculate at one level higher (Control Account) than work package level Cost Questions What is life cycle costing? Concept of including acquisition, operating, maintenance, and disposal costs; total cost of ownership Which of the following includes an audit; Administrative Closure or Contract Closure? Contract Closure includes an audit. What is "chart of accounts"? Coding structure used to report financial information in general ledger. Code of accounts is numbering of WBS elements What are cost accounts? They represent the basic level at which project performance is measured and reported.