Tutorials

Planning a nd
costing
 Objective

After this tutorial, students can:

• Determine the scope of a multimedia project
• Schedule the phases, tasks, and work items required to
complete a project
• Estimate the cost, timeline, and tasks required to
complete a project
• Write and structure the elements of a multimedia
project proposal
Main content

• The process of making multimedia

• Scheduling
• Estimating
• Request For Proposals (RFPs) and
bid proposals
 1. The Process of Making
Multimedia

• Idea analysis
• Pre-testing
• Task planning
• Development
• Delivery
 1. The Process of Making Multimedia
(continued)

• a. Idea analysis
– Before beginning a multimedia project, it is
necessary to determine its scope and
content.
– Balance is the key principle in idea analysis.
– The aim is to generate a plan of action that
will become the road map for production.
1. The Process of Making Multimedia
(continued)
• Idea analysis (continued)
– It is necessary to continually weigh the
purpose or goal against the feasibility and
the cost of production and delivery.
– This can be done dynamically by adding or
subtracting elements from a project.
1. The Process of Making Multimedia
(continued)
• Idea analysis (continued)
– An additive process starts with
minimal capabilities and gradually
adds elements.
– A subtractive process discards
unnecessary elements from a fully
developed project.
 1. The Process of Making Multimedia
(continued)
• Idea analysis involves finding answers to
questions like:
– Who needs this project?
– Is it worthwhile?
– Do you have the materials at hand to build it?
– Do you have the skills to build it?
– What is the essence of what you want to do?
– What is your purpose and message?
 1. The Process of Making Multimedia
(continued)
• Idea analysis involves finding answers to
questions like:
– Who is the intended audience? What are their needs?
– What multimedia elements will best deliver the
message?
– How much time, effort, and money would be
needed?
– How will the final product be distributed?
 1. The Process of Making Multimedia
(continued)
• Idea analysis involves finding answers to
questions like:
– Is your idea derived from an existing theme that can
be enhanced with multimedia, or will you create
something totally new?
– What hardware, software is available for
development of your project? Is it enough?
– How much storage space do you have? How much do
you need?
– .......
1. The Process of Making Multimedia
(continued)
• Project management software
such as:
– dotProject
– OpenProj
– GanttProject
– Spreadsheets
Can you name 1-2 software you are using?
1. The Process of Making Multimedia
(continued)
1. The Process of Making Multimedia
(continued)
• b. Pre-testing

– Define your project goals in fine detail,

spelling out what it will take in terms of
skills, content, and money to meet these
goals.
– Work up a prototype of the project on
paper to help you relate your ideas to
the real world.
1. The Process of Making Multimedia
(continued)
• c. Task planning involves:
– Designing the instructional framework
– Holding creative idea sessions
– Determining the delivery platform and
authoring platform
– Assembling the team
– Building a prototype, producing audio and
video, testing the functionality, and delivering
the final product
1. The Process of Making Multimedia
(continued)
 1. The Process of Making Multimedia
(continued)
• d. Prototype development
– Also known as a proof of concept or feasibility
study.
– Involves testing of the initial implementation
of ideas, building mock-up interfaces, and
exercising the hardware platform.
– Trial calculations are possible after
prototyping.
– A written report and an analysis of budgets
allow the client some flexibility, and also
provide a reality check for developers.
Example of a template mockup Promotion
video for smartphone apps
https://www.webprocomponents.com/11-pro-max-phone-promo?
fbclid=IwAR37LQIHTFFdDoM4Are57HdhvM7VWdb8J177lvgeJgynBEmcv7tpUaqCrSQ
1. The Process of Making Multimedia
(continued)
• Alpha development – At this stage, the
investment of effort increases and
becomes more focused. More people get
involved.

• Beta development – At this stage, most of

the features of a project are functional.
Testing is done by a wider arena of
testers.
1. The Process of Making Multimedia
(continued)

• e. Delivery
– In the delivery stage, the project
is said to be “going gold.”
– The concerns shift toward the
scalability of the project in the
marketplace.
 2. Scheduling
• Milestones are decided at this stage.
• The time required for each deliverable, that is, the
work products delivered to the client, is estimated
and allocated.
• Scheduling is difficult for multimedia projects
because multimedia creation is basically artistic trial
and error.
• Scheduling is also difficult because technology are in
constant flux.
2. Scheduling (continued)
 2. Scheduling (continued)

• At this stage, clients need to

approve or sign off on the work
created.
• Any revisions of previously
approved material would require a
change order.
 2. Scheduling (continued)

• A change order stipulates that the

additional cost of revising previously
approved material should be borne
by the client.
• When negotiating with a client, limit
the number of revisions allowed.
 TASK 1.

For a project, choose to design a books,

newspapers, magazine, sound, video
production or a website. Requirements:
- Specify the kind of organization for whom you will be
creating the project.
- List the tasks required to develop the project.
- Specify the stages of development,
- Provide a timeline for completing each task
 3. Estimating
• Cost estimation is done by analyzing the
tasks involved in a project and the people
who build it.
• The hidden costs of administration and
management are also included in the cost
estimates.
• A contingency rate of 10 to 15 percent of
the total cost should be added to the
estimated costs.
 3. Estimating (continued)

• Time, money, and people are the three

elements that can vary in project estimates.
• The time at which payments are to be made
is determined; payments are usually made
in three stages.
 3. Estimating (continued)
• The billing rate should be equal to the total cost
plus a reasonable profit margin.
• Typical billing rates for multimedia projects range
from $60 to $150 per hour. The rate is higher for
specialists and consultants employed for
the project.
• Lower rates do not necessarily imply poor
quality of work; they could instead mean
lower overheads cost.
• The demand-supply mechanisms determine the
prices.
 3. Estimating (continued)

• Contractors and consultants can be

hired, but they should be billed at a
different rate.
• Ensure that contractors perform the
majority of their work offsite and use
their own equipment to avoid
classifying them as employees.
 3. Estimating (continued)
• The categories of expenses incurred for
producing multimedia are:
Distribution
costs
Project
development
costs
Testing Production
costs costs
 3. Estimating (continued)
• Project development costs
– Salaries
– Client meetings
– Acquisition of content
– Communication
– Travel
– Research
– Proposal and contract prep
– Overheads
3. Estimating (continued)
• Production costs can further be classified as:
– Management costs
– Content acquisition costs
– Content creation costs
– Graphics production costs
– Audio production costs
– Video production costs
– Authoring costs
3.Estimating (continued)
• Testing costs
– Salaries
– Facility rental
– Printing costs
– Food and incentives
– Co-op fees (payment for participation)
– Editing
– Beta program
3. Estimating (continued)
• Distribution costs
– Salaries
– Documentation
– Packaging
– Manufacturing
– Marketing
– Advertising
– Shipping
3. Estimating (continued)
 TASK 2.

Based on the project specified in Task 1, create

a team of at least three people for the project.
Requirement:
- Specify their titles, internal and external
rates,
and abilities.
- Write a one-paragraph bio explaining each
team member’s relevant experience and
capabilities.
 TASK 3

Based on Task 1 and Task 2, assign specific

tasks to your team.
Create a chart that identifies the major work
items, who is assigned to each, and when each
will be completed. Then locate a suitable
project management tool, such as dotProject
(www.dotproject.net).
 TASK 4

Create a budget based on the task

durations and rates for the project you
have developed. Calculate both the
internal cost (costs × hours) and the
billing (rates × hours). Is the project
profitable? Don’t forget to include a
reasonable amount for contingencies and
overhead
 4. RFPs and Bid Proposals
• Request for Proposals (RFPs)
– These are formal and detailed documents
from large corporations who are
“outsourcing” their multimedia development
work.
– They provide information about the scope of
work and the bidding process.
– They are generally not very detailed and
specific.
4. RFPs and Bid Proposals
(continued)
 4. RFPs and Bid Proposals
(continued)
• Bid proposals
– Should contain an executive summary or an
overview.
– The backbone of the proposal is the
estimate and project plan, which describes
the scope of the work.
– The cost estimates for each phase or
deliverable milestone and the payment
schedules should also be included.
 4. RFPs and Bid Proposals
(continued)
• Bid proposals (continued)
– Should contain the graphic and
interactive goals of the project.
– Prepare a brief synopsis if a project
is complicated.
– List the terms and conditions of the
contract.
 4. RFPs and Bid Proposals
(continued)
• Bid proposals (continued)
– The terms of a contract should include a
description of the billing rates, the invoicing
policy, third-party licensing fees, and a
disclaimer for liability and damages.
– Design the proposal according to a client’s
expectations.
– A proposal should appear plain and simple,
yet businesslike.
 4. RFPs and Bid Proposals
(continued)
• Bid proposals (continued)
– A table of contents or an index is a
straightforward way to present the
elements of a proposal in condensed
overview.
– Need analysis and description describe
the reasons the project is being put
forward.
– It is necessary to describe the target
audience and the target platform.
 RFPs and Bid Proposals (continued)
• Bid proposals (continued)
– Creative strategy – This section describes
the look and feel of a project. This is useful
if the reviewing executives were not present
for the preliminary discussions.
– Project implementation – This section
contains a detailed calendar, as well as
PERT and Gantt charts, and lists of specific
tasks with associated completion dates,
deliverables, and work hours.
RFPs and Bid Proposals (continued)
 Summary
• Before beginning a project, determine its scope and
content.
• The process of making multimedia involves idea
analysis, pre-testing, task planning, development, and
delivery.
• Costs related to multimedia creation are categorized as
project development costs, production costs, testing
costs, and distribution costs.
THANK YOU