Strathfield College: Assessment 4 - Boutique Build ICT Project Budget

This assignment, designed for a senior project manager role at IT Biz Solutions, focuses on developing a detailed ICT project budget for Boutique Build Australia. The task begins with estimating project costs using the bottom-up estimation method, encompassing hardware (Surface Pro laptops, monitors, laptops, network components, routers) and software (Xero subscription). Costs for project team members, including the project manager and supporting staff, are also incorporated. The budget then requires the accurate documentation and calculation of all costs within the Boutique Build ICT Project Management Plan, including a work breakdown structure, project design, implementation, schedule control, and project closure phases. Furthermore, the assignment necessitates determining cash flow requirements at various project stages, such as hardware and software purchasing, and team training. Budget controls are established through quotations, payment procedures, and reporting protocols. Finally, the procurement plan is updated, and a final ICT Project Management Plan is submitted to the CEO for approval, including a detailed email communication. The assessment also includes a checklist to ensure all aspects of the task are satisfactorily addressed.

Assessment Task 4 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses
 I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded
with any other student(s).
 I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name
Student ID number
Student signature
Date
Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been carried
out according to the required assessment procedures.
Assessor name
Assessor signature
Date
Assessment outcome S NS DNS Resubmission Y N
Feedback
Student result response
 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Student signature
Date
A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

Assessment Task 4: Develop ICT project budget
Task summary
This assessment task requires you, as the senior project manager for IT Biz Solutions, to develop a project
budget for your client, Boutique Build Australia.
This assessment is to be completed in the simulated work environment in the RTO.
Required
 Access to textbooks/other learning materials
 Computer with Microsoft Office and internet access
 Space for a meeting
 Boutique Build ICT Project Management Plan (as per end of Assessment Task 3)
 Boutique Build Business Case
 Boutique Build Project Team Charter
 Boutique Build Organisation Chart.
Timing
Your assessor will advise you of the due date of these submissions.
Submit
 Boutique Build Cost Estimation
 Boutique Build ICT Project Management Plan
Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all
of the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete
further assessment to demonstrate competence.
Re-submission opportunities
You will be provided feedback on their performance by the Assessor. The feedback will indicate if you have
satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you
written feedback along with guidance on what you must undertake to demonstrate satisfactory performance.
Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with
unfairly or have other appropriate grounds for an appeal.
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You are encouraged to consult with the assessor prior to attempting this task if you do not understand any
part of this task or if you have any learning issues or needs that may hinder you when attempting any part of
the assessment.
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Assessment Task 4 Instructions
Complete the following activities:
1. Estimate project costs.
Refer to the Procurement Plan.
For the purpose of this assessment, you will need to budget the following direct costs using the
bottom-up estimation method.
 All computers/devices required
 All software required (where subscription based, document the estimation per licence per
employee for a period of 12 months and assume the 12-month subscription fee is to be paid
upfront)
 Cost of project team members, including yourself:
o Yourself: $150 per hour
o Roland: $115 per hour (he is assigned at 2 hours a day to support the team)
o Zakary: $95 per hour
o Dani: $95 per hour
Ben, as part of Boutique Build’s staff, has not been included in the project costs.
This step will be lengthy and will require you to do some research to locate the most appropriate
resources and pricing.
When choosing software, choose the subscription that is best suited to Boutique Build’s needs.
For hardware, you may need to research more than one vendor to get the best price for the
same item (for example, check where Surface Pros are currently on special).
Just because you have a certain amount of dollars in your budget, it is not prudent to spend as
much of it as you can!
If you are exceeding the budget as set by Judith, you will need to review procurement and the
project schedule to see how costs and/or time can be cut.
You can Excel, a table in Word or other preferred approach to document estimated costs and
actual resources to be procured.
Save this file as Boutique Build Cost Estimation.
The budgeting of the direct costs with the help of using the bottom-up estimation method are
considered as follows:
The computer devices required during the setup of the project are:
1. Surface Pro Laptops - $100,000
2. Computer Monitors - $50,000
3. Laptops - $150,000
4. Network wires and cables - $5,000
5. Routers - $1,200
The software required for installation within the computing devices are:
1. Xero Subscription: $1,000
The costs allocated to each resource allocated for the project are considered as follows:
1. CEO – $150.00/hr
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2. Project Manager – $120.00/hr
3. Assistant project manager -$100.00/hr
4. Financial manager - $90.00/hr
5. Procurement manager - $90.00/hr
6. Network analysts – $50.00/hr
7. Hardware specialists – $50.00/hr
8. Software specialists – $50.00/hr
9. Quality analyst – $50.00/hr
10. Risk analyst – $50.00/hr
11. Supplier - $50.00/hr
2. Develop project budget.
Using the information gathered above, accurately document and calculate all costs in the
Boutique Build ICT Project Management Plan under the Project Budget section.
The calculation of all costs present within the ICT Project Management Plan of Boutique Build
are discussed under the following table:
Task Name Cost
Boutique Build Work Breakdown Structure $171,040.00
Project Design/Initiate $12,400.00
Gather requirement analysis $2,480.00
Developing the project charter $4,960.00
Developing the project scope $2,480.00
Find out gap analysis $0.00
Developing objectives $2,480.00
Project plan $17,920.00
Developing the project plan $2,240.00
Developing project WBS $1,120.00
Developing project risk plan $2,240.00
Identify project team $2,240.00
Requirement specification $2,240.00
Place hardware order $7,840.00
Kick-off meeting $0.00
Project Implementation $119,520.00
Implementing project plan $1,800.00
Design plan $107,800.00
Testing and checking $800.00
Implement change management $3,520.00
Implementing Risk Plan $2,400.00
Holding the Status meeting $3,200.00
Schedule Control $8,640.00
Checks Progress daily $2,160.00
Actions to schedule issues $2,160.00
Emails the changes to CEO and
Operations manager $2,160.00
Approval from CEO or OM $2,160.00
Monitoring and controlling phase $5,680.00
Control changes $1,200.00
monitoring risks $1,600.00
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Controlling schedule $1,360.00
Monitoring Costs $1,520.00
Project closure and evaluate $6,880.00
Project Verification $3,520.00
Lessons learned $1,200.00
Formal acceptance $2,160.00
Project sign off $0.00
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3. Determine cash flow.
Based on your budget and the project schedule, determine how much money is required at the
following stages:
 Hardware purchasing
 Software purchasing
 Upon completion of the hardware specialist’s work
 Upon completion of the software specialist’s work
 Training of the Boutique Build team.
Add a table underneath the project budget that includes this information.
Based on the determination of the project schedule and budget, the amount of money required
for the following stages are discussed as follows:
Stages Costs incurred
Hardware purchasing $206,200
Software purchasing $1,000
Upon completion of the
hardware specialist’s work
$4,200
Upon completion of the
software specialist’s work
$1,800
Training of the Boutique
Build team
$3,200
4. Document budget controls.
Add a section underneath your cash flow table called ‘Budget controls’ that includes the
following information:
 Quotations for all purchases
 Quotations to be forwarded to the Finance Manager
 Project manager to pay for resources using company credit card (project-specific card)
 All receipts to be emailed to the Finance Manager
 Credit card issues to be referred to the Finance Manager
 Any budget issues are to be immediately reported to the CEO and Finance Manager.
The quotations for all purchases are:
Materials purchased Cost
Surface Pro Laptops $100,000
Computer Monitors $50,000
Laptops $150,000
Network wires and cables $5,000
Routers $1,200
Xero Subscription $1,000
The quotations that have been discussed in the above table would be forwarded to the
Finance Manager. They would then decide over the materials that would need to be procure
for the project.
The project manager would then be responsible for paying off the prices of each of the
products with the aid of a company specific card.
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After the procurement would be performed, each of the receipts would be emailed to the
Finance Manager who would then analyse the updated project budget.
During the procurement phase, any issues occurring with the credit card would be referred
to the Finance Manager directly.
Any kind of issues occurring within the project budget would be reported to the Finance
Manager and CEO of the concerned project.
5. Update procurement plan.
Return to your procurement plan and update it with all items to be purchased, the vendor and
the correct costs.
Resource Name Std. Rate
Xero Subscription $1,000.00
Surface Pro Laptops $100,000.00
Monitors $50,000.00
Laptops $150,000.00
wires $5,000.00
Routers $1,200.00
6. Submit completed ICT Project Management Plan for approval.
Write an email to Judith Lee, the CEO (your assessor). Request her approval of the final plan.
The text of the email should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
Attach the final version of your Boutique Build ICT Project Management Plan to your email.
To
Judith Lee, CEO of Boutique Build
Subject: Approval for project scheduling, procurement and stages of budgeting
Dear Sir
This is to notify and update you regarding the updated and final designed ICT Project
Management Plan for the project. In this attached plan, we have made certain changes to the
costs incurred for the project during its various stages. Each of the costs that would be required
for procurement of goods, hardware and software have been detailed and planned well for the
successful accomplishment of the project.
I am attaching a copy of the final ICT Project Management Plan for your reference. I would thus
request you to kindly read through the plan and provide your approval for the plan based on
which we can be able to proceed with the procurement accordingly.
Regards
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Assessment Task 4 Checklist
Student’s name:
Did the student:
Completed
successfully Comments
Yes No
Identify anticipated project expenditure?
Develop project budget?
Determine dollar amounts and cash flow?
Establish project budget controls?
Complete project subplans?
Seek approval of the final Boutique Build ICT Project
Management Plan?
Task Outcome: Satisfactory  Not Satisfactory 
Assessor signature
Assessor name
Date
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