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Cost Estimates

All Users: 

A new feature has been added to the Work Management System, to replace the paper process for cost estimates. This new feature will store the estimate as a new document of the project that is associated with the customer's work order. Cost estimates will function similar to other project documents (e.g., Impacts of Change). Customers will be able to search on the new cost estimate document type.

There are three types of cost estimates:

  • Budget
  • Planning
  • After-Analysis
Budget Cost Estimates:

A customer will submit a Software Dev/GIS/Proj Mgmt service request to ITD requesting a budget cost estimate (same as before).

ITD will create and return the budget cost estimate as a project document within the Work Management System. ITD will complete the service request.

The customer will receive an email notification that the budget cost estimate is 'Assigned' to him/her.

The customer will select the budget cost estimate from his/her Work Queue.

The customer has the option to 'approve' or 'not approve' the budget cost estimate:

  • Approve:
    • The customer will be taken to a new page "Cost Estimate - New Software Dev/GIS/Proj Mgmt Service Request":WMS Cost Estimate Screen
    • There are two options (buttons) on this page:
      • Cancel:
        • No action is actually completed. The budget cost estimate status will remain in Approval Pending status.
      • Submit:
        • The budget cost estimate status will be changed to Approved.
        • A second Software Dev/GIS/Proj Mgmt service request will automatically be created under the selected work order. (This is the only situation where two Software Dev/GIS/Proj Mgmt service requests will be allowed for one work order.)
  • Not Approve:
    • The status will be changed to Not Approved.
    • ITD will complete the project.
Planning and After-Analysis Cost Estimates:

ITD will create and submit the cost estimates as part of the project documentation within the Work Management System.

The customer will receive an email notification that the cost estimate is 'Assigned' to him/her.

The customer will select the cost estimate from his/her Work Queue.

The customer has the option to 'approve' or 'not approve' the cost estimate:

  • Approve:
    • ITD will proceed with the project.
  • Not approve:
    • ITD will complete the project and service request.

Planning and After-Analysis cost estimates do not have the 90 day limit.

ITD Users: 

A new feature has been added to the Work Management System, to replace the paper process for cost estimates. This new feature will store the estimate as a new document of the project that is associated with the customer's work order. Cost estimates will be added, changed, deleted, approved, etc, similar to other project documents (e.g., Impacts of Change). Customers will be able to search on the new cost estimate documents.

A Historical Database feature has also been added to the Work Management System. This feature will store and evaluate historical cost estimate information from previous software development projects, to assist in future cost estimates.

Features/Benefits

  • Cost estimates will be stored online in one location (WMS).
  • Users will be able to search on all cost estimates.
  • The cost estimate approval process will be online and include both Manager and Department approvals.
  • When a budget cost estimate is approved, a second Software Dev/GIS/Proj Mgmt service request will be generated under the existing Work Order.
  • A category column has been added to the tasks/phases page within the WMS. This new field will provide the tie between the cost estimate worksheet areas and the historical database.
  • Team Leaders will not have to go into each task to update task hours from a Planning or After- Analysis cost estimate; they can update them all through one link.
  • ITD Management users will be able to generate a report of historical cost estimate information from previous software development projects.

Note: The cost estimates will still be completed using the current forms, that includes both the excel spreadsheet and the word document. Both of these will be added as attachments into the online cost estimate. The word document will be added in the area that is available for the customer and ITD to see, the spreadsheet will be added as an internal document, available only to ITD.

There are three types of cost estimates: Budget, Planning, and After-Analysis. Because the processes are the same for many of the steps, those actions that are different will be indicated by the type of estimate within parenthesis.

Processes/Procedures:

Customer

  • Submit a Software Dev/GIS/Proj Mgmt service request to ITD.

Team Leader

  • Add Service Area(s) and Task(s)
    • Enter Original hours for those Task(s) via "Estimate Original Task Hours" link.
    • If there are additional tasks not on the default list, new Tasks can be added by selecting the Add Task Item link. A related category must be selected for any new tasks to relate them back to the core tasks from the cost estimate form.
    • On the Task page, the "Change Reason" in the task history will contain "Original".
  • Add assignment

Developer (when process requires a cost estimate)

  • Add/create a project related to the customer's work order and service request, if one does not exist. Add customer and manager to the project team.
  • Create worksheets (both excel spreadsheet and word document)
  • Add cost estimate document type
    • Select manager and customer (assignee) radio buttons, and set notification list
    • Add attachments
      • Word document - as attachment
      • Excel spreadsheet- as internal attachment (viewable only by ITD)
  • Submit cost estimate
    • Routes the estimate to the manager
    • Sends an email notice to the manager and all others on the notification list EXCEPT customer
    • Status of cost estimate becomes 'Manager Approval Pending'

The cost estimate document type works similarly to the other project document types with the exception of the additional approval of an ITD Manager (this will be the ITD Manager that will normally have approved the paper cost estimate)

Manager

  • Two options (buttons) available:
    • Return:
      • Enter comments
      • Status of cost estimate becomes 'Returned'
      • Sends an email notice to the developer from Manager. (This process could happen multiple times until the ITD Manager approves the budget cost estimate).
    • Approve:
      • Status of cost estimate becomes 'Approval Pending'.
      • Sends an email notice to the developer and the customer (both are from the Manager).

Developer

  • Receives email notice indicating status from Manager
    • Approved (budget only)
      • Complete the assignment and complete the service request
      • This does not officially close the project.
      • It gives the system authority to close it after 90 days.
    • Approved (planning and after analysis)
      • Continue working on project
    • Returned (all types)
      • Revise attachments and resubmit (to manager)

Customer

  • Receives an email notice from the Manager that the cost estimate is 'Assigned' to him/her.
  • Selects the cost estimate from his/her Work Queue.
  • Two options (buttons) available:
    • Approve (Budget)
      • New page "Cost Estimate - New Software Dev/GIS/Proj Mgmt Service Request" displayedWMS Cost Estimate Screen
      • Cancel:
        • No action
        • Status remains 'Approval Pending'
      • Submit:
        • Status will be changed to 'Approved'
        • A second Software Dev/GIS/Proj Mgmt service request will be created under the selected work order. (This is the only situation where two Software Dev/GIS/Proj Mgmt service requests will be allowed for one work order.)
        • No email notifications are sent.
    • Approve (Planning)
      • Status will be changed to 'Approved'.
      • An email notice will be sent to the developer from the customer.
      • ITD will continue working on the project.
      • Team Leader
        • Updates the hours for the Tasks by clicking on the "Estimate Original Task Hours" link for each Service Area and updating the applicable hours. (These will be the hours from the planning cost estimate.)
          • On the Task page, the "Change Reason" in the task history will contain "Original".
    • Approve (After Analysis)
      • Status will be changed to 'Approved'.
      • An email notice will be sent to the developer from the customer.
      • ITD will continue working on the project.
      • Team Leader
        • Updates the hours for the Tasks by clicking on the "Estimate After Analysis Task Hours" link for each Service Area and updating the applicable hours. (These will be the hours from the after-analysis cost estimate)
          • On the Task page, the "Change Reason" in the task history will contain "After Analysis".
    • Not Approve (all types)
      • Status will be changed to 'Not Approved'.
      • An email notice will be sent to the developer from the customer.
      • Developer
        • Completes the project.

Budget cost estimates are valid for 90 days.

  • If the customer does not act on the budget cost estimate within 90 days:
    • The status will be automatically changed to "Void" via a backend system process.
    • An email notice is sent to the developer from the Manager.
    • No email notification is sent to the customer. The Cost Estimate no longer appears in the customer's Work Queue.
    • The developer completes the project

 

Planning and After Analysis cost estimates do not have the 90 day limit.

A new indicator "Include in Historical Database" will be displayed on Software Dev/GIS/Proj Mgmt service requests. WMS will default the indicator to the correct value; it should only be altered by the PMO and managers.

For Team Leaders: Individual tasks shouldn't be edited until all cost estimate hours have been entered via the "Estimate Original Task Hours" and "Estimate After Analysis Task Hours" links. Please note the following rules per service area:

  • Once Original Hours have been entered, then both the "Estimate After Analysis Task Hours" link and Individual Task links can be selected.
  • The "Estimate Original Task Hours" link can be selected many times and one or more task hours updated each time; the "Estimate Original Task Hours" link will continue to be displayed.
  • If Original hours have been entered and an Individual Task is changed, the "Estimate Original Task Hours" link will disappear.
  • If Original hours have been entered and the "Estimate After Analysis Task Hours" link is used to update tasks hours, the "Estimate Original Task Hours" link will disappear. Even if just one of the tasks in the service area was updated with After-Analysis task Hours, the "Estimate Original Task Hours" link disappears.
  • The "Estimate After-Analysis Task Hours" link can be selected many times and one or more task hours updated each time; the "Estimate After Analysis Task Hours" link will continue to be displayed.
  • If After-Analysis hours have been entered and an Individual Task is changed, the "Estimate After Analysis Task Hours" link will disappear.
  • If an Individual Task is changed, the "Change Reason" in the task history will contain "Impact of Change".
 

What Our Customers Are Saying

Very friendly and helpful

Job Service ND
April 7, 2014
 
 

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