IT 401 Purdue Communications Matrix & Project Cost Baseline Paper & Excel Sheet Project Cost Baseline and Communication Matrix Outcomes addressed in this

IT 401 Purdue Communications Matrix & Project Cost Baseline Paper & Excel Sheet Project Cost Baseline and Communication Matrix

Outcomes addressed in this activity:

Unit Outcomes:

Determine the project budget and baseline.
Plan for project communications

Course Outcome:

IT401-3: Create artifacts to effectively plan and acquire project human resources.

GEL-4.06: Critically analyze the dynamics of human relationships.

Purpose

For this Assignment, you will first define the cost baseline and create a communication matrix for the Garage Apartment project case.

Assignment Instructions

This week’s Assignment comes in two parts with two deliverables: A project cost baseline in the form of a cumulative cost curve or S-Curve also known as the Budgeted Cost of Work Scheduled (BCWS) or Planned Value (PV) and a Project Communications Matrix. Review the Garage Apartment Project case. The Garage Apartment Project covers building a two-car garage with an apartment/office on the second floor on your existing lot in accordance with applicable building codes.

Assignment Requirements

For part one, look over the file, “Building the BCWS.xls” and think through how to go about building your budget or spend plan over the life of the project. Calculate out your incremental expenditures in labor, material, and equipment. Use a rule of thumb that whatever your total labor cost will be, then your material and equipment together will equal the same amount. As you work more projects, you will find this to be true. Ever wonder why construction contractors want 50% of the total estimate up front and the remainder when the job is done? It’s because they have to pay for the material and equipment before they can start work. They are banking on you to pay the labor at the end of the project. Now plan out your budget, build your cumulative costs, and use your spreadsheet to graph the S-Curve or Baseline. Be sure to label your Estimation at Completion (EAC). At this point, it is only an EAC. Later it will become the Budgeted at Completion (BAC) should your sponsor approve the project and for what amount.

Now for part two. Look over the grading rubric. Open the Communication Matrix Template and the project charter completed earlier in the course, Analyze the stakeholders from the charter and how stakeholders will be categorized or grouped as well as the level of impact they may have based on their power, influence, and involvement in the project. Understanding the stakeholder relationships will highlight the concerns, level of involvement, and communication management strategy for each stakeholder Identify all of your key stakeholders, and determine the types of information that should be communicated such as (but not limited to) project status, permit status, project risks, project issues, budget, schedule, and work completed. Consider the decision-making power of each stakeholder. Determine the frequency, the method, and the timing for this information and complete the communication matrix for the project.

There are examples in the template to follow, but these need to be removed and replaced with the requirements for the Garage Apartment. CATEGORY
WEEK 1
Labor
$500.00
Material
$300.00
Equipment
$200.00
WEEK 2
WEEK 3
$500.00
WEEK 4
$500.00
$500.00
$200.00
$100.00
WEEK 5
$300.00
$200.00
TOTAL
$1,000.00 $500.00 $700.00 $800.00
$300.00
B
B+C
B+C+D
B+C+D+E B+C+D+E+F
CUMULATIVE $1,000.00 $1,500.00 $2,200.00 $3,000.00
$3,300.00
$3,300.00 The grand total of this line
should match the cumulat
total of this line
Graph the cumulative total
$3,500.00
$3,000.00
EAC $3,300.00
$2,500.00
$2,000.00
$1,500.00
$1,000.00
$500.00
$0.00
WEEK 1
WEEK 2
WEEK 3
WEEK 4
WEEK 5
The grand total of this line
should match the cumulative
COMMUNICATIONS MATRIX
COMMUNICATION METHODS AND TECHNOLOGIES
Many times, the methods and technologies used to communicate are just as important of a
consideration as the information being communicated. Imagine a large project with many
stakeholders who all have different technological capabilities. Some may have access to a share
drive while others do not. Some may have access to video teleconferencing and others only have
telephone and email capabilities. In order to be effective, project information must be
communicated to everyone involved by some method using available technology. Determining
communication methods and what technologies are available should be part of determining
stakeholder communication requirements.
1
COMMUNICATIONS MATRIX
The following table identifies the communications requirements for this project.
Communication
Type
Kickoff Meeting
Objective of Communication
Medium
Frequency
Audience
Owner
Deliverable
Format
Introduce the project team and
the project. Review project
objectives and management
approach.
• Face to Face
Once
• Project Sponsor
• Project Team
• Stakeholders
Project Manager
• Agenda
• Meeting Minutes
Project Team
Meetings
Review status of the project
with the team.
• Face to Face
• Conference Call
Weekly
• Project Team
Project Manager
• Agenda
• Meeting Minutes
• Project schedule
Technical Design
Meetings
Discuss and develop technical
design solutions for the
project.
• Face to Face
As Needed
• Project Technical
Staff
Technical Lead
• Agenda
• Meeting Minutes
Monthly Project
Status Meetings
Report on the status of the
project to management.
• Face to Face
• Conference Call
Monthly
• PMO
Project Manager
• Slide updates
• Project schedule
Project Status
Reports
Report the status of the project
including activities, progress,
costs, and issues.
• Email
Monthly




Project Manager
• Project Status
Report
• Project schedule
• Soft copy
archived on
project SharePoint
site and project
web site
• Soft copy
archived on
project SharePoint
site and project
web site
• Soft copy
archived on
project SharePoint
site and project
web site
• Soft copy
archived on
project SharePoint
site and project
web site
• Soft copy
archived on
project SharePoint
site and project
web site
2
Project Sponsor
Project Team
Stakeholders
PMO
3
Garage Apartment Project
1
2
Introduction
The following project is to build a garage apartment building (new stand-alone building) on
existing land. This project is to be the basis for assignments in IT401. The project is described
below. This project will follow a standard home construction project WBS similar to the one
shown below. This WBS is meant to be a template, not the specific WBS for the project which
will be one of your assignments.
Garage Apartment Project
Assumptions
1. Assume that you already have the property and it is paid for so do not include the cost of
the real estate in your calculations.
2. Assume that utilities such as water, sewage, and electric are available to the property.
You will only need to schedule the connections to theses utilities.
3. Assume that all applicable building codes and regulations will be followed for permits
and inspections.
4. Assume that you have a complete set of blueprints and an approved building permit. All
you need to do is schedule the actual construction. (Hint: the start milestone could be
“Building permit received.”)
Scope Statement
Build a 2-car garage with an apartment/office on the second floor on your existing building lot in
accordance with applicable building codes. The start date is 01 Feb 18 and a planned finish date
of 30 Jun 10. The budget for construction is $160,000.
3
Project design and floor plan
Elevation View
4
First Floor
Second Floor
5
IT401 Unit 5 Rubric
Assignment Grading Rubric = 45 points
Assignment Requirements
1. Cost is Calculated based on labor, material, and equipment over time
increments. (BCWS Spend Plan)
2. Labor is calculated on blended rates or each skill rate is formulated into
the budget. (BCWS Spend Plan)
3. Time increments equally divided (years, months, weeks, or days) with a
minimum of four time periods required. (BCWS Spend Plan)
4. Time increments totaled accurately using formulae with a minimum of
four time periods required. (BCWS Spend Plan)
5. Cumulative totals accurately formulated with a minimum of four time
periods required. (BCWS Spend Plan)
6. Project baseline accurately charted to reflect the project cumulative costs
with EAC. (BCWS Spend Plan)
7. The information to be communicated, including formats, content, and
level of detail, is identified. (Comm Matrix)
8. Each person responsible for communicating project information is
identified. A minimum of 4 different communications are required. (Comm
Matrix)
9. The persons or groups to receive project information are identified in
each of the communications. (Comm Matrix)
10. Methods or technologies and frequency to be used to convey project
information (e.g., e-mail, website, word processing, etc.) are identified. At
least 4 communications are required. (Comm Matrix)
Total
Points deducted for spelling, grammar, and APA errors. Plagiarism is totally
unacceptable.
Total after deductions
Points
possible
0-5
0-5
0-4
0-4
0-5
0-4
0-4
0-4
0-5
0-5
45
Points
earned

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