- Project Management Terms
- Agile - The Definition of Continuous Change
- Servant Leadership - A Key Leadership Style in Agile
- 6 Steps to making reasonable decisions
- What is the BOSCARD method
- PEST Analysis: How Political, Economic, Social, and Technological Factors Impact Your Business
- 49 Processes in Project Management
- What is Aggregate Planning in Project Management?
- 25 PMP Formulas you must remember to pass the PMP exam
- Example with formulas Earned Value, Cost Variance and Schedule Variance
- Example with formular Cost Performance Index (CPI), Schedule Performance Index (SPI) and Estimate at Completion (EAC)
- Example with formulas Beta Value in PERT, Expected Monetary Value (EMV) and Risk Priority Number
- Example with formular Variance at Completion, Estimate to Complete (ETC) and To Complete Performance Index (TCPI)
- Example with formular Standard Deviation, Communication Channels and Cost plus Percentage of Cost
- Example with formular Cost plus Fixed Fee, Cost plus Award Fee and Cost plus Incentive Fee
- Example with formular Return on Investment (ROI), Payback Period and Cost Benefit Ratio
- Example with formular Present Value (PV), Future Value (FV), Target Price and Point of Total Assumption
- Kanban Board - Agile Project Chart
- Gantt Chart - Roadmap Project Chart
- What is a Timeline View in Project Management?
- PERT Chart - The Most Popular Project Management Diagram
- Work-Breakdown Structure (WBS) Chart
- Flowchart in Project Management
- Cause-Effect Project Charts - Fishbone Diagram
- Burn-up and Burn-down Project Charts
- Bar Chart in Project Management
- What is Pareto Chart
- What is Pie Chart
- What is Control Chart
- What is Matrix Diagram
- What is Critical Path Diagram
- What is Cumulative Flow Project Chart
- What is Enterprise Environmental Factors
- What is Arrow Diagramming Method (ADM)
- What is Cost Baseline
- What is Cost-Benefit Analysis
- What is Cost Engineering?
- What is Cost Management Plan
- What is Cost of Quality?
- What is Cost Overrun?
- What is Cost Performance Index?
- What is Cost Plus Fixed Fee Contract?
- What is Cost Plus Incentive Fee Contract?
- What is Cost Plus Percentage Of Cost Contract
- What is Cost Reimbursable Contract?
What is Cost Management Plan
DEFINITION OF COST MANAGEMENT PLAN?
A cost management plan is a document that outlines the approach and strategies for managing costs throughout a project's lifecycle.
It is a part of the overall project management plan and guides how costs will be estimated, budgeted, monitored, and controlled.
WHAT DOES COST MANAGEMENT PLAN INCLUDE?
This section defines the methods and techniques that will be used to estimate the costs associated with the project.
It may involve breaking down the project into smaller tasks and estimating the costs for each activity.
The budgeting section outlines how the project's costs will be allocated across various resources and activities.
It includes the development of a detailed budget, which specifies the planned expenditures for labor, materials, equipment, and other project-related expenses.
This part of the plan describes how the project's costs will be monitored and controlled to ensure they stay within the approved budget.
It outlines the processes and tools that will be used to track actual costs, compare them with planned costs, identify variations, and take corrective actions if necessary.
|Change control procedures||
Changes to the project scope, schedule, or other factors can impact costs.
The cost management plan should define the procedures for assessing and managing cost-related changes, including the evaluation of their impact on the project budget and approval processes.
The plan may outline the reporting requirements for cost-related information.
It specifies the frequency, format, and recipients of cost reports to ensure that project stakeholders are kept informed about the financial status of the project.
|Roles and responsibilities||
This section clarifies the roles and responsibilities of team members involved in cost management activities.
It identifies who is responsible for cost estimation, budgeting, monitoring, and control, ensuring accountability and coordination among project participants.
WHY DO WE HAVE TO USE COST MANAGEMENT PLAN?
A cost management plan helps to establish a baseline budget for the project.
It outlines the expected costs and helps in tracking and controlling actual expenditures against the budget.
By regularly monitoring costs and comparing them to the planned budget, the project team can identify any deviations and take corrective actions to keep the project financially on track.
|Cost estimation accuracy||
The cost management plan defines the methods and techniques for estimating project costs.
It ensures that cost estimates are based on reliable information and reasonable assumptions.
Accurate cost estimation helps in developing realistic budgets, setting appropriate financial targets, and avoiding surprises or overruns during the project execution.
By having a cost management plan in place, project managers can effectively allocate resources based on the estimated costs.
It provides insights into the cost implications of different activities and helps in prioritizing and optimizing resource allocation.
This ensures that resources are utilized efficiently and effectively, avoiding unnecessary expenses or shortages.
A cost management plan provides decision-makers with valuable financial information.
It enables project stakeholders to evaluate the financial impact of various options or alternatives before making decisions.
For example, if a change request arises, the cost management plan helps in assessing the cost implications and determining whether it aligns with the project's budget and objectives.
Costs are often associated with risks in a project.
A cost management plan helps in identifying, assessing, and managing cost-related risks.
By considering potential cost uncertainties and having contingency plans in place, the project team can mitigate risks and ensure that the project's financial health is safeguarded.
A well-defined cost management plan provides a clear framework for communicating financial information to stakeholders.
It ensures that stakeholders are kept informed about the project's financial status, including planned and actual costs, budget performance, and any cost-related issues or changes.
This transparent communication helps in building trust and maintaining stakeholder support throughout the project.
HOW TO USE COST MANAGEMENT PLAN?
Begin by creating a comprehensive cost management plan.
It involves identifying the key components mentioned earlier, such as cost estimation, budgeting, cost control processes, change control procedures, reporting requirements, and roles and responsibilities.
Customize the plan based on the specific needs and characteristics of your project.
Utilize appropriate cost estimation techniques to determine the anticipated costs for each activity and resource required for the project.
It can involve analyzing historical data, consulting subject matter experts, conducting market research, and using estimation tools and software.
Document the estimation process and assumptions made to ensure transparency and accuracy.
Develop a detailed budget based on the estimated costs.
Allocate resources and funds to different project activities, taking into account the cost estimates, project schedule, and funding constraints.
Define the budget in terms of labor costs, material costs, equipment costs, and any other relevant cost categories specific to your project.
|Cost control and monitoring||
Implement the processes and tools outlined in the cost management plan to monitor and control costs throughout the project lifecycle.
Regularly compare actual costs against the budgeted amounts, track cost variances, and analyze the reasons behind any deviations.
Conduct periodic cost reviews and audits to identify cost-saving opportunities, areas of inefficiency, or potential risks.
Establish change control procedures as defined in the cost management plan.
Whenever changes to the project scope, schedule, or other factors are proposed, evaluate their impact on the project's costs.
Assess whether the changes are within the approved budget or require additional funding.
Follow the defined approval processes for accepting or rejecting changes that may affect project costs.
|Reporting and communication||
Adhere to the reporting requirements specified in the cost management plan.
Prepare regular cost reports that provide accurate and up-to-date information on the project's financial status.
Communicate the reports to relevant stakeholders such as project sponsors, executives, and team members.
Clearly present the planned costs, actual costs, cost variances, and any significant cost-related issues or trends.
Regularly review and assess the effectiveness of the cost management plan.
Identify areas for improvement, such as refining cost estimation techniques, streamlining budgeting processes, or enhancing cost control measures.
Learn from past projects and incorporate lessons learned into future cost management practices.
Remember that the cost management plan should be a dynamic document that adapts to changing project circumstances.
It serves as a guide, and its successful implementation relies on the commitment and collaboration of the project team members.
WHAT ARE THE BENEFITS AND DRAWBACKS OF COST MANAGEMENT PLAN?
Financial Control: A cost management plan provides a structured approach to monitor and control project costs. It helps ensure the project stays within the approved budget, minimizing the risk of cost overruns and financial instability.
Budget Accuracy: The cost management plan facilitates accurate cost estimation and budgeting. By using reliable techniques and considering all cost elements, it increases the likelihood of developing realistic budgets that align with project requirements.
Resource Optimization: With a cost management plan in place, project managers can allocate resources efficiently. By understanding the cost implications of different activities, they can make informed decisions about resource allocation, preventing unnecessary expenses or shortages.
Risk Mitigation: The cost management plan helps identify and manage cost-related risks. By considering potential cost uncertainties and having contingency plans, the project team can proactively address risks and minimize their impact on the project's financial health.
Informed Decision-making: The plan provides decision-makers with valuable financial information. It enables them to evaluate the financial impact of various options or alternatives, supporting informed decision-making and ensuring alignment with the project's financial objectives.
Stakeholder Communication: A well-developed cost management plan promotes transparent and effective communication with stakeholders. It provides a framework for reporting on the project's financial status, ensuring stakeholders are informed about cost-related issues, budget performance, and changes.
Complexity: Developing and implementing a cost management plan can be a complex task, especially for large or complex projects. It requires careful analysis, estimation, and coordination among different project stakeholders, which may add complexity to the overall project management process.
Time and Effort: Creating a comprehensive cost management plan demands time and effort from the project team. Estimating costs, developing budgets, and establishing control processes require attention to detail, research, and data analysis.
Uncertainty: Despite careful planning, cost estimation involves inherent uncertainties. External factors, such as market fluctuations or unexpected events, can impact costs and potentially lead to deviations from the planned budget. The cost management plan should include mechanisms to address and mitigate such uncertainties.
Rigidity: Overly rigid cost management plans may limit the project team's ability to adapt to changing circumstances. Projects often require adjustments, and if the plan is too rigid, it may hinder the team's ability to make necessary changes or respond to unforeseen cost-related challenges.
Skill and Knowledge Requirements: Implementing a cost management plan effectively requires individuals with the appropriate skills and knowledge in cost estimation, budgeting, and financial analysis. A lack of expertise in these areas may compromise the accuracy and effectiveness of the plan.
Administrative Overhead: Maintaining and updating the cost management plan throughout the project lifecycle can involve administrative overhead. It requires regular monitoring, reporting, and analysis, which can consume time and resources.