What is project cost management? What is the cost management process?

In the process of business administration, project cost management plays an important role in ensuring that the project is implemented on schedule and within the allowed budget. With the increasingly competitive market, business owners need to understand the cost management process from planning, estimating, to controlling and adjusting costs to optimize resources and increase investment efficiency. 

Bizzi will help you better understand the importance of project cost management as well as each step in the effective implementation process, contributing to improving management capacity and sustainable development for businesses.

1. Introduction to project cost management

1.1 What is project cost management?

Project cost management is the process of planning, estimating, allocating budgets and controlling costs throughout the project life cycle. The main goal is to ensure that the project is completed on schedule and within the approved budget, helping businesses control finances effectively and avoid unexpected costs.

This process involves several key steps such as:

• Cost Management Planning
• Project cost estimate
• Set a budget
• Track and control actual costs

For business owners, this is an important tool to help make the right investment decisions, avoid waste and optimize profits from each project implemented.

1.2 Objectives of project cost management

An effective project cost management system will help:

• Control direct and indirect costs within the approved budget
• Prevent budget overruns by allocating costs appropriately from the beginning of the project
• Minimize financial risk through risk provisions
• Analysis and improvement based on data from previous projects
• Ensuring financial transparency, full tracking of transactions, payments
• Optimize business costs, increase the efficiency of resource use

1.3 Why is project cost management important for businesses?

For business owners, poor cost control can lead to serious consequences: budget deficits, customer relations, and even disruption of the entire project. Therefore, project cost management plays a key role in:

• Ensure project progress and quality without cost overruns
• Proactively adjust financial plans when there are fluctuations
• Prioritize the right items, cut out the ineffective ones
• Maintain credibility with partners, investors and internal team

2. Important concepts in project costing

In the process project cost management, businesses need to understand the fundamental concepts to effectively control budgets and support making the right strategic decisions. Below are the definitions and classifications of costs that any project manager needs to understand.

2.1 What is Project Cost?

The project cost is total amount of money required to complete the entire implementation of a project, from the ideation, preparation, implementation to acceptance and handover stages. This is a total figure that includes all expenses incurred during the implementation process to achieve the project's goals.

In business practice, project cost can also be understood as the total amount of money required to close a business transaction or carry out a specific package of work. Accurately determining project costs is the first and foremost step in the process. project cost management effective.

2.2 Types of Project Costs

In project financial management, clearly classifying costs helps businesses build reasonable spending plans, easily monitor and adjust budgets when necessary. Below are three common cost groups:

Direct Costs

Are expenses directly related and clearly quantifiable to each specific activity or work package in the project. These are the actual costs that are usually incurred during the implementation process.

Examples include:

• Salary of personnel directly involved in the project
• Cost of purchasing equipment, technology, machinery
• Raw materials, fuel
• Shipping and installation fees
• Cost of performing work to support project completion

Good control of direct costs is a vital part of project cost management, helping businesses avoid unexpected problems.

Indirect Costs

Are the costs not tied to any specific activity but still necessary to ensure the smooth execution of the project, usually allocated as a percentage based on total direct costs.

Some typical examples:

• Office rental for the project
• Electricity, water and internet costs
• Holiday bonus, insurance for employees
• Work support equipment not tied to any particular project

Even though it does not directly create the final product or result, if not well controlled, indirect costs can make a significant budget impact.

General and Administrative Expenses

This is the cost group. arise at the corporate level, are not tied to any particular project but need to be allocated appropriately to each project or product.

Some common expenses:

• Marketing and advertising costs
• Accounting system, information management software
• Salary of leaders and senior managers

In the process project cost management, the allocation and accounting of this cost group requires transparency and consistency, helping to ensure the accuracy of project financial reports and the overall performance of the business.

3. Effective project cost management process

To project cost management To be effective, business owners need to understand a strict process, helping to ensure resources are used properly, avoiding waste and controlling the budget well throughout the project life cycle. 

According to the standard practice of many professional management organizations, this process typically includes 4 main steps: Resource planning, Cost estimate, set a budget, and cost controlEach step plays an important role in building a solid financial foundation for the project.

Step 1: Plan Resource Management

This is the first step in identifying the elements needed to successfully implement the project. The business owner needs to review the project scope and requirements to clearly identify the types of resources needed such as personnel, equipment, materials, finance and time.

Supporting documents include:

• Project Scope Statement
• Work breakdown structure (WBS)
• Project overview roadmap
• Interim Resource Management Plan

Resource planning not only helps businesses proactively prepare but also optimizes performance and saves costs in the next stages.

Step 2: Estimate Costs

Next, the business needs to proceed. cost estimate to procure and deploy the identified resources. This requires precision and factual basis. Factors to be taken into account include:

• Labor costs
• Equipment rental/purchase costs
• Contingency costs for emerging risks

Should be used Quote from supplier and actual figures from previous projects (if available). Additionally, tools such as PERT chart good project schedule will help estimate costs more accurately.

An accurate cost estimate is the foundation for effective budgeting, and gives managers a realistic view of the level of investment required.

Step 3: Determine Budget

Based on cost estimates, businesses need to build overall project budgetThis is a detailed financial plan that specifies each expense, purpose, and timing of expenditure throughout the project life cycle.

Please note:

• Summarize all estimated costs by category
• Identify “cost baseline” as a standard of comparison
• Analysis of the Stakeholder to avoid financial conflicts during implementation

Proper budgeting not only helps control cash flow, but also facilitates fundraising or investor presentations.

Step 4: Control Costs

This is an ongoing step that requires business owners to Closely monitor all expenses to promptly detect and handle deviations from the original budget.

System setup required:

• Track actual costs regularly
• Compare with cost baseline
• Regular and ad hoc reporting
• Notify stakeholders of any cost fluctuations

The goal of this step is to ensure that the project does not exceed the budget, while also allowing for strategic adjustments when necessary. A good cost control system helps businesses minimize financial risks and improve investment efficiency.

4. Project cost estimation methods

In the process project cost managementChoosing the right estimation method helps businesses budget effectively, control spending and limit risks.

• Analogous Estimating: Cost estimates are based on data from completed projects with similar characteristics, saving time and suitable for the early stages of planning when information is limited.
• Human resource cost estimate: Calculate costs by multiplying the unit labor hour rate by the total labor hours required, especially suitable for projects that use a lot of human resources.
• Bottom-Up Estimating: Estimate each small item in the project in detail, then add them up to calculate the total cost, providing high accuracy for projects with specific scope.
• Expert Judgment: Rely on experience and expertise to provide cost estimates, especially useful for new projects or those lacking historical data.
• Cost of Quality: Includes the cost of testing, preventing and handling errors to ensure output quality, helping to avoid future costs.
• Supplier Bid Analysis: Compare quotes from contractors or partners to choose the most suitable option in terms of cost and quality, often used in bidding projects.
• Reserve Analysis: Forecast contingency costs to handle risks or unexpected changes during project implementation, helping businesses be proactive about their budget.
• Three-Point Estimating: Using a weighted average of three scenarios (optimistic, pessimistic, and most likely) to come up with a reasonable estimate helps minimize errors in cost management.
• Parametric Estimating: Rely on statistical models or mathematical formulas to estimate costs in standard units such as square meters, labor hours or output products.
• Hourly: Costing based on actual hours worked, suitable for flexible projects, often found in consulting or software development services.
• Flat Rate: Agree on the overall project cost from the beginning, which does not change during implementation, suitable for projects with clear scope and few changes.
• Cost Plus: Costing is based on actual costs plus a fixed fee or percentage of profit, suitable for long-term projects with many fluctuations.
• Value-Based Pricing: Pricing based on customer value rather than cost of implementation, often applied in innovative or breakthrough projects.
• Specialized estimating software: Use software like G8, Delta or CostOS to automate the cost estimation process, helping businesses save time and improve accuracy in project cost management.

5. Project Budgeting

Project budgeting is an integral part of project cost management. A properly constructed budget helps businesses not only closely monitor costs but also control cash flow and optimize resources throughout the project implementation process. Building a proper budget not only helps minimize financial risks but also contributes to achieving project goals on time and within budget.

5.1 Build a Reasonable Budget

Creating a sound budget requires careful planning and accurate allocation of resources. Here are some basic steps to help you create an effective project budget:

• Summarize project costs and develop budget: To create an accurate budget, businesses need to synthesize all costs from the initial estimate, including labor costs, materials, equipment, and other incidental factors. From there, determine the overall budget for the project.
• Build a contingency budget to manage project risks: Setting aside a contingency budget for risk situations helps businesses proactively respond to unexpected changes during project implementation. Businesses should determine the contingency percentage based on the nature and scale of the project.
• Project cost estimate by parameters: An effective way to estimate costs is to use historical parameters from previous projects. This involves calculating percentages based on past cases of budget overruns to adjust estimates more accurately.
• Disbursement flow in project cost management: Determining your expected cash flow and disbursement timing throughout the project will help you monitor and make timely adjustments. This helps ensure that you do not run out of funds when needed.

5.2 Budget Management Methods

Once the budget has been determined, implementing effective budget management methods will help you maintain financial stability and ensure project progress. Here are common methods that help businesses manage project budgets effectively:

• Incremental: This method helps you track the actual cost of each task in the project. This gives you a better understanding of the actual time and cost required to complete subsequent tasks. This helps you adjust your budget in time to ensure that the project does not go over budget.
• Activity-Based: This method focuses on calculating the desired revenue and considering current prices to determine the budget for each activity in the project. Allocating the budget to each activity will help optimize costs and maximize the efficiency of each stage.
• Value Proposition: Add items to your budget based on the value they bring to your project. You need to evaluate the importance and benefit of each expense in achieving your project goals, then decide whether or not to include them in your budget.
• Zero-Based: This method requires that each budget item be justified and clearly demonstrated for its value to the project. This helps eliminate unnecessary costs, optimize the budget, and ensure that each expense has a clear purpose.

6. Project Cost Control

Project cost control is an important factor in ensuring that the project stays within budget and helps you minimize financial risks. Effective control not only helps maintain financial stability but also aids in making informed decisions about resource allocation. Here are the essential elements in project cost control:

• The Importance of Cost Control: Helps resolve risks or requests for changes and additional costs during project implementation, thereby preventing budget overruns and ensuring financial efficiency for the project.
• Controlling change: Establish a strict project management process, especially the approval procedure for cost change requests. This helps avoid budget waste and maintains project stability.
• Performance measurement: Evaluate the cost performance of the project using metrics such as planned value (PV), realized value (EV), and actual cost (AC). These metrics help you track and evaluate the progress of the project.
• Track expenses regularly: Project cost management requires continuous cost tracking, which can be monthly or quarterly depending on the complexity and size of the project.
• Project status report: Update costs in project reports regularly, keeping team members and stakeholders on top of financials and avoiding cost surprises.
• Closely monitor project scope: Prevent “scope creep” – where uncontrolled requirements can lead to increased costs and changes to the original plan.
• Notice to stakeholders: Ensure that stakeholders, especially business owners, are promptly notified if project costs appear to exceed the approved budget.

Cost Control Support Tools:

• Project management software: Project management tools help track project costs, generate financial reports, and manage tasks efficiently.
• Comprehensive reporting tool: Helps easily aggregate and analyze cost data from multiple sources, supporting timely and accurate decision making.

Controlling project costs not only saves resources but also contributes to the long-term success of the project. Proper cost management will help you achieve your business goals without facing unexpected financial problems.

7. Control and Reduce Project Costs

Controlling and cutting project costs not only helps businesses stay within budget but also improves operational efficiency and optimizes profits. Here are some effective strategies that business owners can apply:

7.1 Use appropriate budget management methods

Choosing the right budget management method helps track and adjust project costs effectively. Some common methods include:

• Manage and track the duration and costs of project tasks: Helps understand the actual costs required to complete tasks, thereby adjusting the budget accordingly.
• Management by activities: Calculate your desired revenue and determine the budget needed to achieve that goal.
• Management by value proposition: Add items to the budget based on the value they can bring to the project.
• Management by zero:Each item in the budget needs to have reasonable figures, demonstrating its usefulness for each specific stage.

7.2 Ensure project implementation according to the proposed budget

To ensure the project does not go over budget, it is necessary to:

• Closely manage employee time and performance: Ensure proper assignment of work and monitor progress.
• Using project management softwareTools like FastWork help track costs, progress and performance, allowing for timely adjustments.
• Outsource non-specialized work: Helps save research costs and time.
• Cut some unnecessary expenses: After meeting with HR, eliminate unnecessary expenses (except for things like labor insurance).

7.3 03 Tips to cut project management costs for small and medium enterprises

To optimize project costs, businesses can apply some simple but effective strategies. Here are three tips to help minimize costs in project management without reducing the quality of work:

• Outsourced project management: Helps reduce personnel costs and increase flexibility in project implementation.
• Use project management support tools: Optimize management staff and improve work efficiency.
• Transition to Agile: Provides flexibility in adjusting plans and optimizing resources.

Applying the above strategies will help businesses control and cut project costs effectively, thereby improving operational efficiency and optimizing profits.

8. Project Cost Management Software

Project cost management software is an essential tool for businesses to track cash flow, control budgets, and make quick, accurate decisions. This is a smart solution that saves time, increases productivity, and ensures projects are always under financial control.

• Improve management efficiency: The software helps digitize the entire costing process, eliminate manual operations, reduce the risk of errors, thereby increasing the working efficiency of the accounting and project management team.
• Ensure projects are on schedule and on budget: Thanks to the ability to monitor each cost item in detail in real time, businesses can easily control the progress of budget usage and issue warnings when there are signs of overspending.
• Visual overview of cash flow: Reports are automatically updated, showing an overview of revenue and expenditure for each project phase, helping business owners make timely strategic decisions.
• Track and trace detailed expenses: From receipts, invoices to budget fluctuations – all are systematically stored, transparent and easy to look up.
• Create and export flexible receipts and payments: Friendly interface allows quick creation of receipts and payments in just a few simple steps, and can export the list for internal audit or reporting to superiors.
• Monitor budget and cash flow of each project: Businesses can understand remaining budget, actual usage, and whether costs have been overspent – helping to minimize the risk of financial deficits or shortages.

Bizzi's project cost management solution

Bizzi.vn provides a cost management automation software platform, specifically designed to help businesses save time and money in project financial management. At the same time, increase transparency, accuracy and flexibly expand according to scale:

• Automate invoice and payment processing: Bizzi uses AI and OCR technology to identify and extract input invoice data, automatically reconcile and classify documents, reducing manual data entry time by up to 80%.
• Real-time reporting, budget overrun warning: The feature of analyzing data and displaying visual reports in real time helps leaders promptly detect abnormalities and optimize costs at each stage.
• Build & manage budgets easily: Bizzi allows setting up detailed budgets for each project code, department or individual. Businesses can track budget usage, analyze and compare actual expenditures with the original estimate to Monitor cash flow more effectively.
• Cost control – transparent budget, specific to each project, closely monitored in real time: Expenses are allocated to each project code, making it easy to trace, summarize, and serve final financial reports. Real-time data analysis and reporting features help businesses track Cost evolution by project/department/individual. Automatically warn when there is an over-budget expense, supporting managers make timely adjustment decisions.
• Smart cost classification: Costs are automatically classified into groups (material, labor, management, sales, etc.), helping accountants and managers easily summarize and evaluate financial performance in each specific category.
• Manage clear approval process: Integrate hierarchical approval process, automatically notify authorized persons - shorten processing time while ensuring transparency.
• Establish internal spending regulations: Businesses can create and apply clear internal spending regulations, control budgets right from the payment request stage – avoid waste and create a foundation transparent and scalable finance in the long term.
• Integrate multiple accounting systems: Bizzi connects smoothly with popular software such as MISA, Fast, Bravo…, helps synchronize revenue and expenditure data, avoid duplication of information and ensure accuracy for final financial reports.

With Bizzi, businesses are not only Manage project costs proactively and transparently, but also build a system to control budget and cash flow. solid – ready for sustainable growth.

9. Challenges in Project Cost Management

In the process project cost management, business owners often face many barriers that are not easily recognized at the beginning. These challenges not only affect financial performance but also reduce the ability to complete project goals on schedule and with quality. Early identification and proactive handling are key factors in helping businesses maintain budgets and optimize resources.

• Lack of resources due to limited budget: When the budget is inadequately allocated or inflexible, the mobilization of appropriate personnel, materials or technology will be affected, thereby reducing the quality of project inputs.
• Inaccurate cost estimates: Lack of experience in budgeting or not clearly defining the scope of work makes it easy for businesses to make incorrect estimates, leading to actual costs exceeding estimates.
• Technology application is not optimal: Still using manual cost management tools or not integrating data makes the budget tracking and control process ineffective, increasing the risk of errors and loss.
• Projects with high volatility or unclear scope:Continuous changes in requirements or lack of detailed planning make cost control difficult, especially with large-scale or long-term projects.
• Misunderstanding of project goals and content: Unclear communication between stakeholders can easily lead to deviations in implementation, causing unnecessary costs and causing the project to go over budget.

10. Project Cost Management Responsibilities

In project cost management, each project is unique, however, some key roles are often associated with cost responsibility.

• Project Manager: The primary person responsible for planning, monitoring and controlling project costs. They are responsible for ensuring that all expenditures are within the approved budget and must regularly update financial reports to accurately reflect financial progress.
• Investor: In construction projects or large budgets, the investor is often the person who directly approves the budget and controls the costs incurred. They may also set financial policies, select suppliers and monitor the use of investment capital.
• Project members: Although not primarily responsible, each individual in the project team plays a role in supporting cost management by adhering to the assigned budget, promptly reporting any incurred costs, and contributing to minimizing waste during the work process.

Clear division of responsibilities will help the process project cost management become more transparent and scientific, and at the same time help managers quickly detect and handle financial risks that may arise throughout the project life cycle.

Conclude

Implementing an effective project cost management process helps businesses ensure project success, maintain financial stability and improve stakeholder satisfaction. Effective planning, estimating, budgeting and cost control not only optimizes resources but also helps businesses avoid the risk of overspending. To achieve maximum efficiency, business owners should invest time and resources in cost management and consider using a comprehensive cost management solution like Bizzi to increase accuracy and save time.

Businesses register for trial at: https://bizzi.vn/dang-ky-dung-thu/