5.4: Submission Checklist

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Page ID: 52231

Sukhjit "Bob" Singh
De Anza College

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Purpose of This Checklist

This checklist serves as your final quality control step before submitting your cost estimation and budget package. It ensures your work is:

Complete
Consistent with previous milestones
Professionally formatted
Transparent and traceable
Ready to be reviewed by stakeholders or sponsors

Your budget is not just a document—it’s a leadership tool. Use this checklist to confirm that what you’re submitting reflects maturity, accountability, and decision-readiness.

Section 1 – Cost Categories and Input Summary

Cost Categories and Input Summary Checklist
✔	Criteria
☐	All relevant cost types are included: Labor and Non-Labor
☐	Each cost item is clearly labeled and categorized (Fixed/Variable, One-Time/Recurring)
☐	Costs are classified as Direct or Indirect where appropriate
☐	Items are linked to WBS tasks, deliverables, or roles
☐	Assumptions or data sources are noted (e.g., rate cards, vendor pricing)

Section 2 – Labor Cost Estimation

Labor Cost Estimation Checklist
✔	Criteria
☐	Labor effort estimates are based on Milestone 3 data
☐	Hourly rates are appropriate and applied per role (not blended unless justified)
☐	Tasks are clearly named and traceable to WBS IDs or scope areas
☐	Total labor cost is accurately calculated (Effort × Rate)
☐	All roles and time allocations are realistic and documented
☐	Assumptions (availability, part-time load, internal vs. external) are clearly stated

Section 3 – Non-Labor Cost Estimation

Non-Labor Cost Estimation Checklist
✔	Criteria
☐	All significant project costs beyond labor are represented (e.g., software, services, equipment)
☐	Quantity, unit cost, and duration are clearly shown
☐	Each cost is tied to a project use case or deliverable
☐	Source or benchmark is cited (e.g., vendor page, past project, market rate)
☐	Total per line item is accurately calculated and documented
☐	Recurring vs. one-time costs are differentiated

Section 4 – Total Budget and Allocation Model

Total Budget and Allocation Model Checklist
✔	Criteria
☐	Labor and Non-Labor subtotals are presented clearly
☐	Contingency is shown as a separate, justified line item
☐	Budget is organized either by category, phase, or milestone
☐	A clean grand total is clearly stated
☐	Budget format is easy to scan and ready for executive-level review
☐	Percentages of total cost (optional but encouraged) are used to show relative spend

Section 5 – Contingency and Funding Narrative

Contingency and Funding Narrative Checklist
✔	Criteria
☐	Contingency is calculated based on project risk—not a flat guess
☐	Assumptions and known risks are briefly explained
☐	Funding narrative clearly states:

What the budget covers
What uncertainty is accounted for
What the sponsor is being asked to approve
| ☐ | Narrative is written in sponsor-facing, professional tone (no academic language)

Document and Formatting Integrity

Document and Formatting Integrity Checklist
✔	Criteria
☐	All 5 sections are included and clearly labeled
☐	Tables and figures are neatly formatted and aligned
☐	Fonts, bullets, and heading levels are consistent
☐	Units, symbols, and dates are consistent (e.g., $USD, 2025)
☐	No placeholder content or unexplained abbreviations
☐	Document is proofread, professional in tone, and free of typos

Submission Logistics

✔	Criteria
☐	File is saved as .docx or .pdf , per instructions
☐	File name follows convention: Milestone4_Budget_YourTeamName.docx
☐	Submission is on time and uploaded to the correct platform or folder
☐	All team member names (if group project) are listed on the title page

Final Review Prompts (Optional Self-Check)

Would a sponsor understand what you’re asking for—without a walkthrough?
Would your team be able to defend the logic behind each number?
Have you priced everything your team plans to do?
Is there enough clarity for someone else to take this budget and build a project proposal from it?

If the answer to all four is yes—your milestone is ready.

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