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When managing a project, one is required to make a lot of key decisions. Project
managers strive to control costs while getting the highest return on investment and
other benefits for their business or organization. A cost-benefit analysis (CBA) is just
what they need to help them do that.
In a project, there is always something that needs executing, and every task has a
cost and expected benefits. Because of the high stakes, good project managers don’t
just make decisions based on gut instinct. They prefer to minimize risk to the best of
their ability and act only when there is more certainty than uncertainty.
But how can you accomplish that in a world with myriad variables and constantly
shifting economics? The answer: consult hard data collected with project
management software, reporting tools, charts and spreadsheets. You can then use
that data to evaluate your decisions with a process called cost-benefit analysis (CBA).
Intelligent use of cost-benefit analysis will help you make cost-effective decisions and
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5/2/23, 6:33 PM Cost-Benefits Analysis for Projects - A Step-by-Step Guide
Direct costs
Indirect costs
Intangible costs
Opportunity costs
Costs of potential risks
Benefits
Direct
Indirect
Total benefits
Net benefits
Our free cost-benefit analysis template can help you manage and analyze all these
project details. Download yours today.
Keeping track of all these figures is made easier with project management software.
For example, ProjectManager has a sheet view, which is exactly like a Gantt but
without a visual timeline. You can switch back and forth from the Gantt to the sheet
view when you want to just look at your costs in a spreadsheet. You can add as many
columns as you like and filter the sheet to capture only the relevant data. Keeping
track of your costs and benefits is what brings in a successful project. Use our tool to
get the control you need by taking this free trial.
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5/2/23, 6:33 PM Cost-Benefits Analysis for Projects - A Step-by-Step Guide
The discount rate is used to calculate the present value of the future cash flows
coming in or out of your project. Start free trial
Direct Benefits: The measurable benefits in monetary value that you get from
the project. In this case, the revenue, sales and profit obtained from your
product.
Indirect Benefits: Benefits that you can perceive but not necessarily measure
such as increased brand awareness.
Now that you have the costs and benefits of your project, it’s time to assign a
monetary value to them. In this case, we can only do that with our direct and indirect
costs and our direct benefits. However, you should assign other metrics like key
performance indicators to those that can’t be measured with a dollar amount.
Once you estimate the dollar value of your costs and benefits using past-project data,
you’ll have to compare them to see if the costs outweigh the benefits.
However, to do a more reliable CBA, you’ll need a sensitivity analysis to evaluate
different scenarios and how those affect your cost-benefit ratio. For example, try
different demand levels on your linear programming equation.
It’s important that you keep in mind that depending on the timeframe of your project,
you might have cash flows coming in and out at different times. For this reason, you’ll
need to consider the time value of money, discount rate, net present value when
comparing cost-benefit cash flows.
Capture all the costs and benefits with project management software. But unlike many
apps with inferior to-do lists, ProjectManager has a list view that is dynamic. It adds
priority, customized tags and you can assign team members to own each item. Our
cloud-based tool will also automatically track in real time the percentage complete for
each item. All the data you collect in our list view is also visible throughout the tool.
Use whatever view you want, they’re all updated live and ready for you to work with.
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Relying too heavily on data collected from past projects, especially when those
projects differ in function, size, etc., from the one you’re working on
Using subjective impressions when you’re making your assessment
The improper use of heuristics (problem-solving employing a practical method
that is not guaranteed) to get the cost of intangibles
Confirmation bias or only using data that backs up what you want to find
There are outside factors, such as inflation, interest rates, etc., Start
thatfree
impact
trial
the
accuracy of the analysis. In those cases, calculating the net present value, time value
of money, discount rates and other metrics can be complicated for most project
managers.
There are other methods that complement CBA in assessing larger projects, such as
NPV and IRR. Overall, though, the use of CBA is a crucial step in determining if any
project is worth pursuing.
Templates to Help With Your Cost-Benefit Analysis
As you work to calculate the cost-benefit analysis of your project, you can get help
from some of the free project management templates we offer on our site. We have
dozens of free templates that assist every phase of the project life cycle. For cost-
benefit analysis, use these three.
RACI Matrix
One of the steps when executing a cost-benefit analysis (as detailed above) includes
identifying the stakeholders in your project. You need to list those stakeholders, but
our free RACI matrix template takes that one step further by outlining who needs to
know what. RACI is an acronym for responsible, accountable, consulted and informed.
By filling out this template, you’ll organize your team and stakeholders and keep
everyone on the same page.
Project Budget
You can’t do a cost-benefit analysis without outlining all your expenses first. That’s
where our free project budget template comes in. It helps you capture all the
expenses related to your project from labor costs, consultant fees, the price of raw
materials, software licenses and travel. There’s even space to capture other line items,
such as telephone charges, rental space, equipment for the office, admin and even
insurance. A thorough budget makes for a more accurate cost analysis.
Project Risk Register
You have your stakeholders identified and your budget outlined, but there’s always the
unknown to contend with. You can’t just leave that up to chance: you must manage
risk, which is why our free project risk register is so essential. Use it to outline the risks
inherent in the project. There are places to list the description of the risk, its impact,
the level of risk and who is responsible for it. By maintaining a good risk register you
can control the variables in your project and make a better cost-benefit analysis.
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Make Any Project Profitable with ProjectManager
5/2/23, 6:33 PM Cost-Benefits Analysis for Projects - A Step-by-Step Guide
No matter how great your return on investment might be on paper, a lot of that value
can evaporate with poor execution of your project. ProjectManager is an award-
winning project management software that has the tools you need to realize the
potential of your project. First, you need an airtight plan.
Planning
Our online Gantt charts have features to plan your projects and organize your tasks, so
they lead to a successful final deliverable. If things change, and they will, the Gantt is
easy to edit, so you can pivot quickly.
Resource Management
Another snag that can waylay a project is your resources. ProjectManager has
resource management tools that track your materials, supplies and your most valuable
resource: the project team. If they’re overworked, morale erodes and production
suffers.
The workload page on ProjectManager is color-coded to show who is working on what
and gives you the tools to reassign to keep the workload balanced and the team
productive.
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Cost benefits analysis is a data-driven process and requires project management software
robust enough to digest and distribute the information. ProjectManager is a cloud-based
project management software with tools such as a real time dashboard that can collect
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project management software with tools, such as a real-time dashboard, that can collect,
filter and share your results in easy-to-understand graphs and charts. Try it today with this
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