SWAG*-Meister Preliminary Budget Tool
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1 2011 CVR/IT Consulting LLC All Rights Reserved 1 info@cvr-it.com Overview SWAG*-Meister Preliminary Budget Tool *Software Assisted Guestimation CVR/IT Consulting LLC
2 2011 CVR/IT Consulting LLC All Rights Reserved 2 Introduction SWAG-Meister may be used to develop a preliminary project budget early in the project lifecycle (e.g. during Initiation) when information about the project is scarce. It includes: Project implementation costs (Labor and non-labor) Post-project costs, used to calculate Total Cost of Ownership Assignment of post-project cost responsibility This tool is based on use of the PERT estimation technique Three point estimates are recorded as Minimum, Maximum and Most Likely cost Budget numbers are calculated on the basis of the degree of confidence required (i.e. 83% or 95%) Confidence limits are calculated automatically for all estimates
3 2011 CVR/IT Consulting LLC All Rights Reserved 3 SWAG-Meister Features (1) 1. Spreadsheet format makes it quick and easy to use 2. Especially useful when the budget will be based on limited project information 3. Provides a quick estimate of both project implementation costs and Total Cost of Ownership over the life of the deliverables 4. Breaks project costs down into Labor and non-labor 5. Categories of non-labor cost are customizable 6. Breaks post-project costs down into: Annual cost of post-implementation maintenance and support Annual cost of enhancements One-time costs
4 2011 CVR/IT Consulting LLC All Rights Reserved 4 SWAG-Meister Features (2) 7. Cost estimates are entered as three point estimates 8. Budget figures include PERT Average plus 1 or 2 standard deviations (for 83% or 95% reliability) 9. All budget estimates are presented with confidence limits (e.g. $100,000 +/- 20%) 10. Cost Responsibility page allows sources of project cost to be linked to funding centers 11. Tool generates a summary page suitable for use in a project charter. 12. All pages are pre-formatted for easy printing 13. Built-in help is provided through cell comments
5 2011 CVR/IT Consulting LLC All Rights Reserved 5 Introductory Page The introductory page provides an opportunity to identify the project and enter two key parameters: expected life of the deliverable and degree of confidence required in the budget (i.e. number of standard deviations).
6 2011 CVR/IT Consulting LLC All Rights Reserved 6 Labor Cost Three Point Estimates are entered here: Tool calculates the rest: Labor costs are divided into four categories: New and Existing Employee labor, and New and Existing Contract labor. The figure above shows detail for New Contract labor, and then the total for all of Contract labor, and then Budget Number for all of Labor. At one standard deviation, there is an 83% chance that final Labor cost will not exceed the Budget Number shown. Note that estimates can be based on highly uncertain information.
7 2011 CVR/IT Consulting LLC All Rights Reserved 7 Non-Labor Cost PERT Ave = (Min + Max + 4*ML)/6 Std Dev = (Max Min )/6 Conf Limit = Std Dev/PERT Ave* 100 Non-Labor costs are can be divided into six categories, all of which are customizable. The figure above shows detail for Miscellaneous, and then the Budget Number for all six categories of non-labor cost. At one standard deviation, there is an 83% chance that final non-labor cost will not exceed the Budget Number shown. Note that when estimates are based on highly uncertain information, confidence limits can be very large.
8 2011 CVR/IT Consulting LLC All Rights Reserved 8 Total Estimated Project Cost The summary page shown above is generated automatically. No data entry is required. It is preformatted for easy printing.
9 2011 CVR/IT Consulting LLC All Rights Reserved 9 Post-Project Costs Annual maintenance & support costs and enhancement costs (not shown above) are multiplied by the expected life of the deliverable to yield life-time cost for each category. One time costs (shown above) are added to this to produce total Post-Implementation Lifetime Cost. Summary of Post-Implementation Costs are calculated automatically.
10 2011 CVR/IT Consulting LLC All Rights Reserved 10 Cost Responsibility Categories of Post-Implementation cost can be spread across up to six cost centers (five shown). Enter the percent that each is responsible for and the tool calculates all the rest. In the example above, three departments will share post-project costs.
11 2011 CVR/IT Consulting LLC All Rights Reserved 11 Data for Project Charter The summary shown above is automatically generated. It can be copied as-is to a project charter. Section n refers to the section in the charter document.
12 2011 CVR/IT Consulting LLC All Rights Reserved 12 Summary SWAG-Meister is excellent for development of preliminary project cost estimates when information about a proposed project is uncertain or sparse. This tool helps to eliminate unrealistic expectations about project cost SWAG-Meister is part of a powerful Project Initiation template set available at very low cost from this source: Other templates in this set include: Business and IT Project Charters Project Charter Lite Quick IT Project Risk Evaluator Flexibility Matrix Analysis And much more
13 About CVR/IT Consulting LLC CVR/IT Consulting, established in 2002, provides guidance and support in the effective use of Project, Program, Portfolio Management and Business Analysis Technologies. The company provides professional consultation, training and tools in all matters related to Project Management and Business Analysis, such as: Implementation of governance structures and processes essential to effective Portfolio Management Establishment of a Project Management Office that finds its own success solely in the success of its customers Delivery of flexible, customized PM and BA Methodologies and tools Assessment of organizational project, program, portfolio management and business analysis practice Training (or re-training) of the project workforce Implementation of Organizational Change to make it all work 2011 CVR/IT Consulting LLC All Rights Reserved 13
14 2011 CVR/IT Consulting LLC All Rights Reserved 14 Overview SWAG*-Meister Preliminary Budget Tool *Software Assisted Guestimation CVR/IT Consulting LLC
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