4.
0 Project Cost Management
4.1 Introduction
The Cost Management is one of the Project Management limitations which comprise of the
procedures that are required to guarantee venture group finishes the undertaking inside an
endorsed spending plan. There are numerous systems and procedures that can be utilized in task
cost the board improvement. The Project Manager should learned in arranging, recognizing,
overseeing and revealing the undertaking cost that is identified with the length for venture
fulfillment. Cost the board plans for explicit task that permitted to gauges business and foresee
consumption with the goal that it lessens any opportunity of over in planning where the majority
of the costs are recorded and observed to ensure it was verified and pursue as arranged (Margaret
Rouse, 2010).
It is critical to ensure the majority of the colleagues comprehend and clear about the particular
costs that are given where if the cost higher than the spending limit, it will be a disappointment
and it will be just expressed that the task does not pursue the venture plan adequately. Cost
planning and cost estimation ought to be finished before spending plan is mentioned or alloted.
Cost applies the cost estimation after some time and in the meantime it can help estimating for
execution. The expense began at the inception stage until the end and proceeded to the support
for as long as a while which identified with colleagues' compensation, venture improvement cost,
testing and furthermore preparing expense. The majority of that should be recorded and plan
plainly in the cost estimation and furthermore the costing benchmark.
4.2 Project Cost Estimate
The cost estimation revealed as the undertaking effectively done and estimation dependent on the
following year after the venture has been introduced appropriately with the goal that the
monetary allowance can be included as the task proceeded onward. The cost estimation
demonstrates the financial backing identified with rate of the undertaking benefit after the second
year and negative an incentive at the two years during the improvement and establishment.
The ROI or Return on Investment is the aftereffect of subtracting undertaking costs from
advantages and partitioned with the expense. The Human Resources System cost estimation
expressed that the ROI is 853 percent while the NPV or Net Present Value is RM23,093,443
aggregate.
Improvement and estimation cost along the venture the board which incorporate the primary
yield cost assessments process which are gauge and supporting subtleties, demand changes and
updates to the cost administration plan. The following is an estimation on the WBS things cost:
1. Project Management
This project is using the labour rate of RM8,500.00 per month for Project Manager and total of
RM19,113.75 for team members where each team member rate is RM6,371.25. The Total cost
for Project Manager is RM222,000.00 and total of Project Team Member is RM229,365.00 per
year. Total cost of project management is RM 451,365.00
2. Hardware
2.1 High Frequency RFID : 2000 units are cost RM0.98 per unit which the total cost is
RM1,960.00
2.2 Datalogic Lynx PDA Mobile Computer : PDA which cost per unit RM 3,809.00 and
the total 10 units costs RM 38,090.00
2.3 RFID Reader : The reader cost per unit is RM 1,011.15 and total cost for 20 units is
RM 20,223.00
2.4 High Precision GNSS Mobile Station cost per unit is RM15,000.00 and two units are
used in this project which total cost is RM30,000.00
3. Software
3.1 Windows Cloud Server -Node 4GB cost for renewal is RM2,973.30 per month and
the total cost for 12 month subscription is RM 35,679.60
3.2 ColdFusion Standard Edition (2018 release) - 1 year (12 month) software license is
RM 10,394.40
3.3 Mapping Software License - 1 year (12 month) software license is RM14,108.00
4. Tree Inventory and management system development
The cost of this phase is RM 45,136.50 which includes :
Module 7: Administrator/ Moderator (RM 10,136.50)
Module 8: Document Management (RM 35,000.00)
For Module 1 until 6 the cost is included in software and hardware.
5. The work of inventory and Mapping Tree
Tree Mapping for 2000 trees cost is RM 20,000.00 while the Inventory and inspection of Trees
are RM 40,182.00. The total cost for this phase is RM 60,182.00
6. GeoDatabase Development
This phase is the development of the database with the collection of information during work
inventory and mapping tree. It cost RM 45,136.50
7. Training and User Manual
Training and User Manual cost RM 75,227.50 where are included trainee cost with rate
RM4,000.00 and travel cost rate RM 1,373.40 per day. The training takes 14 days which is total
for trainee cost RM56,000.00 and total for travel cost is RM 19,227.50
8. Labour
This project are using 25 labour with the salary per person is RM 1,671.72 per month. The
total labour cost per month is RM 41,793.05 and for a total of 9 months are RM 376,137.50
Reserve
As every project need to have a reserve cost, this project also have the reserve cost which is
RM 300,910.00
Cost baseline for 12 months
Table 9 shows that the highest cost is used on April with cost RM 146,670.10 due to subscribe to
software license and the payment for labour is starting this month. Furthermore, the work of
inventory and mapping tree also starts on the same month. The static cost is recorded between
May to July and between September to November with cost each month is RM 72,380.10. The
Human Resource System project can conclude the prediction cost for this project is
RM1,5045,600.00
5.0 Project Human Resource Management
5.1 Introduction
Project Human Resource Management can be portrayed as a procedure that empower the task
supervisor to arrange and lead the undertaking group. Venture require explicit skill at explicit
minutes in the timetable, relies upon the achievements being conveyed, or the given period of the
venture. An association can have a few key activities simultaneously through the span of a
spending year. Besides, ventures frequently require an ability and assets that must be gained by
means of provisional labor and outsider sellers.
During Planning Human Resource Management the main thing is to characterize all the venture
jobs and obligations. The Human Resources Management plan conceptualizes thoughts for
obtained the colleagues.
In the article title : Formulating Project Strategy, the author Daniel P. Brunton had stated
“Projects are strategic in orientation through delivering outcomes and benefits related to an
organization’s strategic goals. The best way to ensure individuals, teams, and organizations
understand strategy, is to involve them in developing it. This paper assesses how companies can
align individuals and teams with organizations, together with processes that support them, so that
projects are set up for success”
5.3 Organizational Structure
6.0 Project Communication Management
6.1 Introduction
This part is focus on soft skill which is significant in the workplace which is communication.
Project Communications Management is a key job in keeping all individuals from the project
management team in agreement. Without communication among all colleagues and project
stakeholders there can be a breakdown in procedures which could negatively affect the
outcomes. The project manager must realize the communication procedures associated with
effective project management.
As a matter of first importance there ought to plan figure out what data should be imparted to all
partners in the undertaking. Next, that data must be made promptly accessible to the stakeholders
and created in a convenient style. Execution should likewise be represented by detailing the task
status, estimating advancement and anticipating. At last, communication with project
stakeholders must be overseen with the goal that all necessities are met and issues are quickly
settled. Connections and cover among the correspondence procedures are unavoidable and
expected all through all periods of task the project management.
Project Communications Management can be separated into fundamental information also,
abilities as pursues:
1. Managing a gathering by having a plan just as settling struggle
2. Writing style to be utilized
3. Method of communication; composed or oral, casual notice or formal report, up close and
personal or email, which are all subject to the current circumstance
4. Techniques for introduction including whether to utilize visual guides and viable
utilization of non-verbal communication
5. Possible obstructions or input circles that impact communication.
There are likewise a few key segments in task correspondence the board which ought to be
considered. Encoding or interpretation ensures everybody gets what is said. The yield of that
encoding is the message which is passed on through a medium. Impedance with the message is
called clamor lastly, the message must be decoded to have significance for all included.
6.2 Communication Management Plan
1. Stakeholder communications prerequisites:
● The whole stakeholder will communicate through different communication
techniques.
● The principal technique is through email. Email assumed a significant job as all
the refreshed news or notice will be informed through email for basic data, for
example, the meeting of project member
● Second strategy is meeting. There will be a month to month meeting with the
stakeholder and week after week meeting with the whole project member. This is
an up close and personal gathering that will be a viable and exact ways for the
whole project member to examine about the project.
● Third technique is through text messages. By utilizing this strategy, the
stakeholder will realize any news venture update quicker than some other
resource.
● Last strategy is through stakeholder website. They can be informed by putting any
data with respect to the project on the website that are implied for the stakeholder
as it were.
Communication Management Plan Version 1.0
Date :
Project Name: Tree Inventory And Management System
1. Stakeholder communications requirements:
● The whole stakeholder will communicate through different communication
techniques.
● The principal technique is through email. Email assumed a significant job as all
the refreshed news or notice will be informed through email for basic data, for
example, the meeting of project member
● Second strategy is meeting. There will be a month to month meeting with the
stakeholder and week after week meeting with the whole project member. This is
an up close and personal gathering that will be a viable and exact ways for the
whole project member to examine about the project.
● Third technique is through text messages. By utilizing this strategy, the
stakeholder will realize any news venture update quicker than some other
resource.
2. Communications summary:
Stakeholders Communications Delivery Producer Due/Frequency
Name Method/Format
Project Weekly status report Hard copy and short Siti Zaleha binti Weekly
committee meeting Abd Goni
Nor Rasyidah binti
Mustapa
Farah Ayuna binti
Moh Fuzi
Nur Adilah binti
Abdul Jalil
Sponsor and Monthly status report Hard copy and short Dato’ Rahman bin Monthly
champion meeting Saad
Affected Project Memo, e-mail, Mohd Azim bin Monthly
announcement intranet site, and Syukor
employees announcement at
Department Habibah binti Isa
meetings
Anis Nabila binti
Zakaria
Project team Weekly status report Short meeting All team members Weekly
1. Comments/Guidelines: None
2. Escalation procedures for resolving issues: None
3. Revision procedures for this document: None
4. Glossary of common terminology: None
6.2.1 Stakeholder Management Strategy
Stakeholder for implementation Project Tree Inventory And Management System
Name Level of Level of Potential Management Strategies
Interest Influence
Dato’ As an individual like to remain over key of the project and keep
Rahman High High illuminate the advancement regarding the project.
bin Saad He will focus to the project and guarantee the project will
accomplish the objective and goal. Supporting the project and
bringing issues to light. He is a dedication of resources and cash.
He likewise is a decision making support (resolve project issues).
He is very idealistic with respect to works
Nur Adilah High High will focus on the technical project deliverables such as technical
Binti Abdul design, installation,administration and maintenance of the
hardware and systems required for our project
Jali
Siti Zaleha High High Help to monitor the project schedule and in general project
binti Abd intending to meet project expectations. Favoring systems, usage
plan, project scope and milestones. She will settle IT strategy
Goni and political issues. She additionally will guarantee accessibility
of basic project resources. Shevery strict and polite with her
workers and team members
Nor Rashidah She will manage support functions covering planning, tracking,
Binti High High reporting, quality management and internal communication.
She participates in identifying, mitigating, and monitoring
Mustapa project risks.
Anis Nabila High High Guaranteeing the general achievement of the project by setting
binti Zakaria up solid communication linkages with the customers. She
extremely accommodating to give guidance about the project.
Farah Ayuna High High Create project framework structure and PC programming for
Binti Moh the project
Fuzi
Habibah binti High High Give counsel and backing to setup from beginning task until end
Isa project and documentation and investigation of present and
future procedures
Mohd Azim High High Guaranteeing that the necessities put forward by the business
bin Syukor are caught and archived accurately before the arrangement is
created and executed
6.2.2 Stakeholder Communication Analysis
Communication Analysis
Stakeholder communication analysis means that the stakeholders should have the written
communications. Information that included in this analysis are such as at the point when the data
is expected, favored arrangement for the data and contact individual for that data.
Stakeholders Document Type Document Contact Due
Format Person
Customer Monthly status report Email and Anis Nabila First of the month
Management hard copy binti Zakaria
Customer Monthly status report Email/ Farah Ayuna First of the month
Technical Staff Messages Binti Moh Fuzi
Customer Monthly status report Email/ Nor Rashidah First of the month
Business Staff Messages Binti Mustapa
Internal Monthly status report Hardcopy Mohd Azim First of the month
Management bin Syukor
Internal Monthly status report Hardcopy Nur Adilah First of the month
Business and Binti Abdul
Technical Staff
Jali
6.2.3 Media Choice Table
This media decision table will give rules on choosing the proper communication medium. Project
Manager must evaluate the necessities of the association, the project, and people in figuring out
what and which specialized technique is proper to communicate among them includes
stakeholders, project team member and merchant. It is imperative to know about the new
technologies and use it as the communication method.
KEY: 1 - Excellent 2 - Adequate 3 – Inappropriate
How well medium is suited to: Hardcopy Phone Voice E-mail Website
call mail
Surveying Commitment 3 3 2 1 3
Building Consensus 3 3 2 1 3
Mediating a contention 3 3 3 1 3
Resolving a misjudge 3 3 3 1 3
Addressing negative behaviour 3 3 2 1 3
Expressing Support/ Appreciation 1 2 1 1 3
Encouraging creative thinking 2 3 1 1 1
Making an ironic statement 3 2 3 1 1
Conveying a reference document 1 3 3 3 1
Reinforcing One’s authority 1 3 3 1 1
Providing a permanent record 1 3 1 3 3
Maintaining confidentiality 2 2 3 1 3
Conveying simple information 1 3 3 3 2
Asking an information question 3 1 1 3 3
Making simple request 3 1 1 3 3
Giving complex instructions 3 2 2 1 2
Addressing many people 2 2 2 3 1
6.2.4 Monthly/weekly Progress Report
Monthly Report 1
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 1
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 31 January 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. Stakeholders were identified
2. Project initiating have been completed
3. Meeting of the team members
4. Team contract were prepared
5. Subscribe Windows Cloud Server -Node 4GB
6. Register domain name for company website
7. Scope statement were prepared
8. Statement of work were presented
9. Work Breakdown Structure were construct
10. Draft of Gantt Chart were submitted and reviewed
11. Network Diagram were prepared
Work To Completed nxt period:
Preparation of the Tree Inventory and management system development phase
What’s Going Well and Why:
All is working fine.
What’s Going Not Well and Why:
There’s nothing happen that may interrupt the project.
Suggestion: -
Monthly Report 2
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 2
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 28 February 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. Renewal of Windows Cloud Server -Node 4GB
2. Cost estimation of the project
3. Human Resource Management plan
4. Stakeholder Communication
5. Project Risk Management
6. Start Tree Inventory and management system development phase
● Module 1: Tree Inventory Information (Web based)
● Module 3: Management and Tree Maintenance (Web based)
● Module 4: Plant Life Assets Report (Web based)
Work to Completed next period:
● Module 2: Tree Mapping (Web based)
● Module 5: Personal digital assistant (PDA)
● Module 6: Tree Health Monitoring (Web based)
● Module 7: Administrator/ Moderator
● Module 8: Document Management
Purchase hardware
What’s Going Well and Why:
All going well.
What’s Going Not Well and Why:
Nothing happens that may interrupt the project
Suggestion: -
Monthly Report 3
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 30 March 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. Purchase hardware and software license ColdFusion Standard Edition
(2018 release)
2. Tree Inventory and management system development phase
● Module 2: Tree Mapping (Web based)
● Module 5: Personal digital assistant (PDA)
● Module 6: Tree Health Monitoring (Web based)
● Module 7: Administrator/ Moderator
● Module 8: Document Management
Work To Completed next period:
1. Purchase Mapping Software License
2. Inventory and inspection of Trees Phase
3. Hire Labour
What’s Going Well and Why:
The project is run smoothly as planned
What’s Going Not Well and Why:
Nothing going not well
Suggestion: -
Monthly Report 4
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 4
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 30 April 2018
Prepared by:Nor Rashidah Binti Mustapa
Work Completed this period:
1. Purchase Mapping Software License
2. Inventory and inspection of Trees Phase Start
3. Hire Labour
Work To Completed Next period:
1. Installation 2000 High Frequency RFID to 2000 trees
2. RFID Reader and PDA used for collecting the data to develop the database
What’s Going Well and Why:
All going well
What’s Going Not Well and Why:
Limited time to choose the best labour
Suggestion: -
Monthly Report 5
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 5
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 31 May 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. Installation 2000 High Frequency RFID to 2000 trees
2. RFID Reader and PDA used for collecting the data to develop the database
Work To Completed next period:
High Precision GNSS Mobile Station (2 units) used as a center to collect all the data and use to
monitor real-time
What’s Going Well and Why:
All going well as planned
What’s Going Not Well and Why:
Labour energy is limited and require more times
Suggestion:
Next project should hire a few more staff
Monthly Report 6
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 6
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 29 June 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
High Precision GNSS Mobile Station (2 units) used as a center to collect all the data and use to
monitor real-time
Work To Completed Next period:
1. Analysis data collected and investigate any issue before develop a Geodatabase
2. Staff checking the RFID working fine once in a week for 2000 trees
What’s Going Well and Why:
All works perfectly
What’s Going Not Well and Why:
Nothing going not well on this phase
Suggestion: -
Monthly Report 7
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 7
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 31 July 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. Analysis data collected and investigate any issue before develop a Geodatabase
2. Staff checking the RFID working fine once in a week for 2000 trees
Work To Completed Next period:
1. Prepare data to be inserted in the database once the development of the database
completed
2. Start developed a database
3. Staff checking the RFID working fine once in a two week for 2000 trees
What’s Going Well and Why:
All going well
What’s Going Not Well and Why:
No issue on this phase
Suggestion: -
Monthly Report 8
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 8
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 30 August 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. Prepare data to be inserted in the database once the development of the database
completed
2. Start developed a database
3. Staff checking the RFID working fine once in two week for 2000 trees
Work To Completed Next period:
1. 30% of the database development is completed
2. Staff checking the RFID working fine once in two week for 2000 trees
What’s Going Well and Why:
All is run smoothly as planned
What’s Going Not Well and Why:
Nothing interrupted in this project phase
Suggestion: -
Monthly Report 9
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 9
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 28 September 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. 20% of the database development is completed
2. Staff checking the RFID working fine once in two week for 2000 trees
Work To Completed Next Period:
1. 60% of the database development is completed
2. Staff checking the RFID working fine once in two week for 2000 trees
What’s Going Well and Why:
The database development shows progress
What’s Going Not Well and Why:
Too much public holiday this month drag the database completed time
Suggestion:
Pay overtime for the database administrator to work on a public holiday or weekend
Monthly Report 10
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 10
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 31 October 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
1. 60% of the database development is completed
2. Staff checking the RFID working fine once in two week for 2000 trees
Work To Completed Next period:
100% of the database development is completed
What’s Going Well and Why:
Database Administrator managed to catch up and completed database development phase
What’s Going Not Well and Why:
Nothing going not well
Suggestion: -
Monthly Report 11
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 11
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 30 November 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
100% of the database development is completed
Work To Completed Next period:
User Training and transfer technology
What’s Going Well and Why:
The GeoDatabase development is successfully completed within estimate time
What’s Going Not Well and Why:
The labour contract is still on going while the project almost completed and less work needs to
be done
Suggestion:
Next project should decrease the labour contract to 6 months
Monthly Report 12
MONTHLY/WEEKLY PROGRESS REPORT
Monthly Report 12
Project Title: TREE INVENTORY AND MANAGEMENT SYSTEM (TIMS)
Date: 28 December 2018
Prepared by: Nor Rashidah Binti Mustapa
Work Completed this period:
User Training and transfer technology
Project end
Work To Completed next period: -
What’s Going Well and Why:
The project is successfully done within the estimated time and budget
What’s Going Not Well and Why:
Some aspect should be focused to prevent waste of resources
Suggestion: -