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Estimating as a Fundamental Discipline

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John Kerr Rochester, Ny, United States
I'm just getting back into reading gantthead.com, so excuse me if this is a new-be type of thing to do.

My job on our SEPG involves anticipating things that people might need in the future. I've never been very disciplined about doing estimates, but decided to try developing better habits. The attached Excel workbook is a sample of where I'm going with my discipline.

The idea of this workbook is for individuals to have several copies of it - one for each type of work product they do. Each one might have different sizing features (LOC, formulas, fields, parameters) or levels of complexity. But the discipline would be consistent across all the workbooks.

1. Before you get ready to do something, do an estimate based on size.
2. Use prior work of the same type as a guideline.
3. Track your time while doing the work.
4. Measure the size when you finish and update your sizing matrix.

At the moment, I have two of these workbooks, one for doing newsletter articles (with feature counts of paragraphs and charts) and another for process models (with features of sub-processes, elements, work products, decisions, notes, and attachments). I expect to have others for generic reviews of work products, generic Word documents, generic Excel worksheets, generic Excel charts, and others in a week or so.

Why bother? I can't show other people the benefits of having good personal history for estimates if I don't have a variety of estimates histories for myself. The example I'm including has a correlation of 0.6 for 4 items; the example I'm not including has a correlation of 0.9958 for four items.

My question for all of you is - is the data that I am helping people capture a compelling reason for them to keep doing estimates? Does the feedback in the control charts help? Does the X-Y chart give any clues?

This set of charts owes thanks to Dr Deming and Dr Wheeler, but also to some basic functions in Excel. I think we might all benefit from really basic tools like this if we just took three or four minutes at the beginning of each task to do an estimate for it. The feedback comes really quickly - especially if what you estimated ends 30 or 40 minutes later. And five or six events start to show a really good pattern, whatever that pattern happens to be.

Excuse the lack of robustness in the explanations in the worksheet itself, but I never intended to show anyone this version. I just thought it might be an interesting experiment to see what sharp people who visit gantthead.com think about an idea like this.

I'll monitor the discussion for feedback. No need to send me mail.
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John Zachar Product Dev Manager| Association for Project Management (APM) Brackley,, Northamptonshire, United Kingdom
Not much reaction so far. I've had a look at your spreadsheet, and find it refreshing that someone is actually trying to improve their ability to estimate.

I've tracked estimates, at project level for a long time, but not at this level of detail. I'll have a word with my colleagues and see whether is would be useful. We do use spreadsheets, but have a tendency to use the work breakdown structue (WBS).
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Robert Adams Bloomington, Mn, United States
John, I agree estimation is a fundamental discipline.

You can do everything right as a PM (charter, WBS, communication plan, risk yada yada) but at the end of the day if you estimates are off significantly chances are you will not make on time on budget.

We can read a myriad of literature on how to make a good estimate. Much of it is useful. But to get the best results the individual doing the work package must be good at estimating. The only way to get good at it, or know if you are any good is for the individual to track their performance. Knowing that you made your estimate or not and the reasons why is the only way to learn efficiently what you need to consider for your estimates next time. This is true for both at the project level and the individual level.

If people do not take the time to get better you end up with a handful of good estimators. They eventually run out of cycles and are not available for all projects. As well you run into the issue of the leads estimating tasks and assigning an x factor for the junior who will actually do the work. Part art, part science. A 60 40 split at best. Everyone needs to become a good estimator.

A number of Frank Patrick?s posts on critical chain are quite and talk about project health being the most important I agree. My assumption is that part of the determination for the project buffer is based on estimates to some degree. How bad does an estimate need to be to minimize the effectiveness of the project buffer?

Regardless of approach great estimation is a very real benefit.

And let?s remember that an estimate is more than the number of hours/days/months a task will take. Is this an order of magnitude estimate or a design estimate? Knowing the confidence level of your estimate and how to present it is equally important.

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Frank Patrick Boonton, Nj, United States
Robert -- Thanks for inviting me into this thread. I've been trying to come up with an approach to enter it without my usual knee-jerk provocative denigration of estimate accuracy as an oxymoron, since my intuition was telling me there was something worthwhile in John Kerrs control chart approach to learning, and your post helped me temper my words.

Estimates are obviously necessary to make promises, and if those promises are based on single-number estimates of tasks, then estimate accuracy can be justified as a virtue.

Now I'm usually a proponent of a "good enough" attitude toward estimates, relying on range estimating to develop buffered Critical Chain schedules. So I was struggling with why John Kerr's approach to learning about his capabilities had an appeal to me.

After getting over my surprise (and my suspicion that the appeal was based in my early career as a statndard-obsesed Industrial Engineer), and with the help of Robert's question, I realized that what John offered was an excellent tool for task estimating, although not necessarily necessary for initial planning estimates, but eminently applicable to current task status estimates used during project execution. (As a reminder for those not familar with CC, task updates during execution in that approach are a simple matter of estimates of duration to completion of the task at hand.)

Kerr's approach of doing his analysis concurrent with the task itself can help both that process as well as contribute to future learning for refinements of planning estimates. For those refinements, the range of performance indicated by his control charts would provide a nice starting point for thinking about the range estimates limited by the safe and the aggressive -- the CC approach to dealing with what Robert refers to as the confidence limit.

Now regarding how bad an estimate has to be to invalidate a project buffer...I'm not sure. I've never run into a situation where there wasn't enough intuition in a project team to develop a CC schedule that proved to be unmanageable, or one in which a surprising amount of remaining buffer at the end of the project couldn't be explained by new "relay race" behaviors supported by the CC approach.

Keep in mind that the original promise -- the original schedule, buffered or not -- is only a model of possible expectations. The inevitability of changing circumstance, the unknowable unknowns, and the general variability in task performace that is the nature of project work allows only a rough level of confidence in promises, unless they are managed in a way that suboptimizes performance so that actuals are driven to match estimates. Project success and promise keeping is much more a matter of managing execution than one of making the elusive accurate promise.

That in mind, I'd like to reiterate my appreciation for Kerr's control charts as a tool for dealing with estimating tasks similar to past work during execution.

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