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KODA Project - Cost Estimation & Budget

Project Budget Management Plan

Version: 1.0
Date: October 31, 2025
Prepared By: Project Management Office
Status: Draft

Table of Contents

Document Control

Field Details
Project Name KODA Multi-Tenant Beauty & Wellness Platform
Document Version 1.0
Date October 31, 2025
Prepared By Project Management Office
Status Draft
Budget Baseline 81,555 JOD (Development Team Salaries)
Budget Period November 2025 - July 2026 (8.4 months)

Executive Summary

Budget Overview

Total Project Budget: 81,555 JOD (development team salaries only)

Budget Component Amount (JOD) % of Budget
Development Salaries 58,455 71.7%
Project Management 23,100 28.3%
Total Development Budget 81,555 100%

Budget Reserves

Reserve Type Percentage Amount (JOD)
Contingency Reserve 10% 8,156
Management Reserve 5% 4,078
Total Budget with Reserves 15% 93,789

Budget Period

Nov 1, 2025
Start Date
Jul 15, 2026
End Date
8.4 months
Duration
12,850 JOD
Peak Monthly Rate

Important Note

Infrastructure and third-party service costs (~7,560 JOD/year) are NOT included in this project budget and are managed separately by the Finance Department. See Section 9 for reference information only.

Cost Estimation Methodology

Estimation Approach

Method: Bottom-up estimation based on:

  1. Work Breakdown Structure (WBS): Task-level effort estimates
  2. Resource Rates: Fixed monthly salaries per team member
  3. Duration Estimates: Time-based cost calculation
  4. Historical Data: Industry benchmarks for similar projects
  5. Expert Judgment: Input from technical leads

Estimation Accuracy

Phase Accuracy Planning Level
Phase 1 ±5% Detailed planning complete
Phase 2 ±10% High-level planning
Phase 3 ±15% Conceptual planning

Assumptions

  • Salary Rates: Fixed monthly rates, no increases during project
  • Working Hours: 160 hours/month per full-time resource
  • No Overtime: All estimates assume standard working hours
  • Currency: All costs in Jordanian Dinars (JOD)
  • Exchange Rate: Not applicable (local currency only)
  • Inflation: Not factored in (8.4 month duration)

Development Team Budget

Team Composition & Costs

Role Level Monthly Rate (JOD) Duration (Months) Total Cost (JOD) % of Budget
Backend Lead Senior 2,200 8.4 18,480 22.7%
Backend Developer Mid-level 1,400 8.4 11,760 14.4%
Flutter Developer Senior 1,350 5.7 7,695 9.4%
Frontend Lead (ReactJS) Senior 1,500 4.8 7,200 8.8%
Frontend Developer Mid-level 1,000 4.8 4,800 5.9%
UI/UX Designer Senior 1,300 1.5 1,950 2.4%
DevOps Engineer Part-time 450 8.4 3,780 4.6%
QA Engineer Mid-level 900 3.1 2,790 3.4%
Project Manager Senior 2,750 8.4 23,100 28.3%
TOTAL 12,850/month - 81,555 100%

Work Distribution Rationale

Backend Team (2 developers - 8.4 months each)

  • Total Backend Hours: 2,680 hours
  • Backend Lead (60%): 1,608 hours - Complex architecture, AI engine, integrations
  • Backend Developer (40%): 1,072 hours - Standard APIs, testing, documentation
  • Cost: 30,240 JOD (37.1% of budget)

Flutter Team (1 developer - 5.7 months)

  • Total Flutter Hours: 1,142 hours
  • Flutter Developer (100%): Mobile App (470h) + Team App (474h) + Phase 2 (198h)
  • Cost: 7,695 JOD (9.4% of budget)

ReactJS Team (2 developers - 4.8 months each)

  • Total ReactJS Hours: 912 hours (combined)
  • Frontend Lead (60%): 547 hours - KODA CORE architecture, complex modules
  • Frontend Developer (40%): 365 hours - Website, simple CORE pages
  • Cost: 12,000 JOD (14.7% of budget)

UI/UX Designer (1 designer - 1.5 months)

  • Total Design Hours: 236 hours
  • Concentrated at project start: All application designs, design system
  • Cost: 1,950 JOD (2.4% of budget)

DevOps Engineer (part-time - 8.4 months)

  • Total DevOps Hours: 206 hours (~6 hours/week)
  • Throughout project: Infrastructure, CI/CD, monitoring
  • Cost: 3,780 JOD (4.6% of budget)

QA Engineer (1 tester - 3.1 months)

  • Total QA Hours: 488 hours
  • Concentrated in testing phases: Months 5-8
  • Cost: 2,790 JOD (3.4% of budget)

Project Manager (1 manager - 8.4 months)

  • Full-time throughout: Project coordination, stakeholder management
  • Cost: 23,100 JOD (28.3% of budget)

Budget by Phase

Phase 1: Foundation & Core Launch (4 months)

Duration: November 2025 - February 2026 (4 months)

Role Monthly Rate Months Phase 1 Cost
Backend Lead 2,200 4.0 8,800
Backend Developer 1,400 4.0 5,600
Flutter Developer 1,350 3.0 4,050
Frontend Lead 1,500 2.5 3,750
Frontend Developer 1,000 2.5 2,500
UI/UX Designer 1,300 1.5 1,950
DevOps Engineer 450 4.0 1,800
QA Engineer 900 1.7 1,530
Project Manager 2,750 4.0 11,000
PHASE 1 TOTAL 40,980

Phase 1 Budget: 40,980 JOD (50.2% of total budget)

Phase 2: Enhanced Features (2 months)

Duration: March 2026 - April 2026 (2 months)

Role Monthly Rate Months Phase 2 Cost
Backend Lead 2,200 2.0 4,400
Backend Developer 1,400 2.0 2,800
Flutter Developer 1,350 1.4 1,890
Frontend Lead 1,500 0.8 1,200
Frontend Developer 1,000 0.8 800
DevOps Engineer 450 2.0 900
QA Engineer 900 0.5 450
Project Manager 2,750 2.0 5,500
PHASE 2 TOTAL 17,940

Phase 2 Budget: 17,940 JOD (22.0% of total budget)

Phase 3: AI Engine & Advanced (2.4 months)

Duration: May 2026 - July 2026 (2.4 months)

Role Monthly Rate Months Phase 3 Cost
Backend Lead 2,200 2.4 5,280
Backend Developer 1,400 2.4 3,360
Flutter Developer 1,350 1.3 1,755
Frontend Lead 1,500 1.5 2,250
Frontend Developer 1,000 1.5 1,500
DevOps Engineer 450 2.4 1,080
QA Engineer 900 0.9 810
Project Manager 2,750 2.4 6,600
PHASE 3 TOTAL 22,635

Phase 3 Budget: 22,635 JOD (27.8% of total budget)

Phase Budget Summary

Phase Duration Budget (JOD) % of Total Cumulative
Phase 1 4.0 months 40,980 50.2% 40,980
Phase 2 2.0 months 17,940 22.0% 58,920
Phase 3 2.4 months 22,635 27.8% 81,555
Total 8.4 months 81,555 100% -

Budget by Resource Type

Budget Categories

Category Total Cost (JOD) % of Budget
Technical Leadership 25,680 31.5%
Development 32,775 40.2%
Quality Assurance 2,790 3.4%
Infrastructure 3,780 4.6%
Design 1,950 2.4%
Project Management 23,100 28.3%
TOTAL 81,555 100%

Category Breakdown

Technical Leadership (31.5%)

  • Backend Lead: 18,480 JOD
  • Frontend Lead: 7,200 JOD

Development (40.2%)

  • Backend Developer: 11,760 JOD
  • Flutter Developer: 7,695 JOD
  • Frontend Developer: 4,800 JOD
  • UI/UX Designer: 1,950 JOD
  • DevOps Engineer: 3,780 JOD
  • QA Engineer: 2,790 JOD

Payment Schedule

Milestone-Based Payment Schedule

Recommended Payment Structure: Aligned with project milestones

Milestone Deliverables % of Total Amount (JOD) Target Date
M1: Project Kickoff Team onboarding, setup complete 10% 8,156 Nov 2025
M2: Phase 1 Alpha Backend API + Mobile app working 20% 16,311 Dec 2025
M3: Phase 1 Beta All Phase 1 apps functional 20% 16,311 Feb 2026
M4: Phase 1 Launch Phase 1 in production 15% 12,233 Mar 2026
M5: Phase 2 Complete Loyalty & Partners live 15% 12,233 May 2026
M6: Phase 3 Complete KODA AI + Full CRM live 15% 12,233 Jul 2026
M7: Final Acceptance All testing complete, docs delivered 5% 4,078 Jul 2026
TOTAL 100% 81,555 -

Monthly Cash Flow

Month Phase Team Size Monthly Cost (JOD) Cumulative
Month 1 (Nov 2025) Phase 1 9 10,250 10,250
Month 2 (Dec 2025) Phase 1 9 12,850 23,100
Month 3 (Jan 2026) Phase 1 9 12,850 35,950
Month 4 (Feb 2026) Phase 1 9 12,850 48,800
Month 5 (Mar 2026) Phase 2 7 8,970 57,770
Month 6 (Apr 2026) Phase 2 7 8,970 66,740
Month 7 (May 2026) Phase 3 6 9,438 76,178
Month 8 (Jun 2026) Phase 3 6 9,438 85,616
Month 8.4 (Jul 2026) Phase 3 6 3,775 81,555

Peak Monthly Burn Rate: 12,850 JOD (Months 2-4)
Average Monthly Burn Rate: 9,710 JOD

Budget Baseline

Baseline Budget

The following budget baseline is established for cost control:

Element Baseline Amount (JOD) Date Frozen
Total Development Budget 81,555 [Approval Date]
Phase 1 Budget 40,980 [Approval Date]
Phase 2 Budget 17,940 [Approval Date]
Phase 3 Budget 22,635 [Approval Date]
Contingency Reserve 8,156 [Approval Date]
Management Reserve 4,078 [Approval Date]

Budget Reserves

Contingency Reserve (10%): 8,156 JOD

  • Purpose: Known risks and uncertainties
  • Control: Project Manager authorization
  • Usage Triggers: Schedule delays, minor scope changes, resource rate adjustments

Management Reserve (5%): 4,078 JOD

  • Purpose: Unknown unknowns
  • Control: Executive Sponsor authorization only
  • Usage Triggers: Major scope changes, unforeseen requirements

Total Budget Authority: 93,789 JOD (with reserves)

Cost Management & Control

Cost Monitoring Approach

Monitoring Frequency: Weekly cost tracking, monthly reporting

Tracking Method: Earned Value Management (EVM)

Key Metrics

  1. Actual Cost (AC): Actual expenditure to date
  2. Planned Value (PV): Budgeted cost of work scheduled
  3. Earned Value (EV): Budgeted cost of work completed
  4. Cost Variance (CV): EV - AC (positive = under budget)
  5. Schedule Variance (SV): EV - PV (positive = ahead of schedule)
  6. Cost Performance Index (CPI): EV / AC (>1.0 = under budget)
  7. Schedule Performance Index (SPI): EV / PV (>1.0 = ahead of schedule)

Cost Control Thresholds

Threshold Variance Action Required
Green Within ±5% of baseline Continue monitoring
Yellow ±5-10% variance Corrective action plan required
Red >10% variance Executive escalation required

CPI Thresholds

  • Green: CPI ≥ 0.95
  • Yellow: CPI 0.90-0.94
  • Red: CPI < 0.90

Cost Control Actions

If costs exceed budget:

  1. Immediate: Freeze non-essential spending
  2. Review: Analyze variance root cause
  3. Plan: Develop corrective action plan
  4. Implement: Execute cost reduction measures
  5. Report: Escalate to Executive Sponsor if >10%

Cost Reduction Options

  1. Descope non-critical features
  2. Optimize resource allocation
  3. Reduce sprint duration (increase velocity)
  4. Defer Phase 3 features

Change Control Impact

All scope changes must include cost impact analysis:

  1. Estimated cost increase/decrease
  2. Impact on contingency reserve
  3. Funding source identification
  4. Approval level determination

Approval Levels

  • <1,000 JOD: Project Manager
  • 1,000-5,000 JOD: Product Owner + PM
  • >5,000 JOD: Executive Sponsor

Additional Costs (Reference Only)

Important: The following costs are NOT included in the project budget and are managed separately by the Finance Department.

Infrastructure & Services (First Year)

Category Monthly Cost (JOD) Annual Cost (JOD) Notes
Cloud Infrastructure
Cloud Hosting (AWS/DigitalOcean) 150-300 1,800-3,600 Depends on traffic
CDN (CloudFlare Pro) 15 180 Static assets
Redis Cache (Managed) 30 360 Session & cache
Database Backups 20 240 Automated backups
Monitoring (DataDog/New Relic) 50 600 APM & monitoring
SMS Gateway (Bulk SMS) 70 840 Standard usage
Infrastructure Subtotal 335-485 4,020-5,820 -
Third-Party Services
Google AI Studio API ~125 1,500 Phase 3 only
WhatsApp Business API 50 600 Phase 3 only
Apple Developer Account - 70 Yearly
Google Play Developer - 20 One-time
GitHub Team 36 432 9 users
Figma Professional 1.5 18 1.5 months
Services Subtotal 212 2,640 -
TOTAL INFRASTRUCTURE & SERVICES 547-697 6,660-8,460 Average: 7,560 JOD

Marketing & Launch Costs (Not in Scope)

Managed by Marketing Department - Budget TBD

Item Estimated Range (JOD) Notes
Brand Identity Included in UI/UX Already budgeted
Influencer Partnerships 2,000-5,000 Phase 2 launch
Social Media Ads 1,000-3,000 First 3 months
Google Ads 1,000-2,000 First 3 months
App Store Optimization 500-1,000 One-time
ESTIMATED TOTAL 4,500-11,000 First 3 months

Cost Optimization Options

Conservative Optimization Strategy

Option 1: Mid-level Project Manager

  • Current: Senior PM at 2,750 JOD/month × 8.4 = 23,100 JOD
  • Alternative: Mid-level PM at 1,925 JOD/month × 8.4 = 16,170 JOD
  • Savings: 6,930 JOD (8.5% reduction)
  • Risk: Requires stronger technical leadership from Backend Lead
  • Mitigation: Backend Lead takes on more coordination responsibilities

Option 2: Mid-level Flutter Developer

  • Current: Senior Flutter at 1,350 JOD/month × 5.7 = 7,695 JOD
  • Alternative: Mid-level Flutter at 900 JOD/month × 6.2 = 5,580 JOD
  • Savings: 2,115 JOD (2.6% reduction)
  • Risk: May need more supervision, slightly longer timeline (+0.5 months)
  • Mitigation: Close mentoring from Backend Lead or Frontend Lead

Combined Conservative Optimization

  • Total Savings: 9,045 JOD (11.1% reduction)
  • New Project Cost: 72,510 JOD
  • Risk Level: Low-Medium
  • Recommendation: Acceptable if budget is constrained

Not Recommended (High Risk)

Option 3: Combine DevOps with Backend Lead

  • Savings: 3,780 JOD
  • Risk: Backend Lead becomes overloaded, may delay critical backend work
  • NOT RECOMMENDED

Option 4: Reduce QA Scope

  • Savings: 1,395 JOD (50% reduction)
  • Risk: Security vulnerabilities may not be detected
  • NOT RECOMMENDED - Critical for production quality

Approval & Sign-Off

Budget Baseline Approval

Role Name Signature Date
Project Manager [Name] _________________ ____/____/2025
Financial Controller [Name] _________________ ____/____/2025
Product Owner [Name] _________________ ____/____/2025
Executive Sponsor [Name] _________________ ____/____/2025

Budget Change Log

Change # Date Description Amount (JOD) Approved By New Baseline
No changes recorded

Document End

This Cost Estimation & Budget document defines the financial plan for the KODA Multi-Tenant Beauty & Wellness Platform project. The budget baseline will be monitored weekly using Earned Value Management and controlled through formal change management.

Reference: See KODA_PROJECT_BUDGET_AND_COSTS.md for detailed cost analysis and optimization scenarios.