Project and customer details

Customer: Customer Name

Project: Project Name
Date: Date
Author: Author

Revisionlist
Version Comment Edited by
1 draft JMA01
1.2 updates JMA01
1.3 updated scope JMA01
1.4 generalization JMA01

Instructions and guidelines

1. Fill in the project and customer details on this worksheet (0.Instructions and Summary info)
2. Use either the activity/deliverable based estimations on sheet 1A OR the use case based estimations on 1B (use
case based gives a rougher estimate for early stage estimations)
3. Use the resource planning sheet 2 to see how much time you need and for how many weeks, you will also have to
see how many hours you need from different kind of resources (e.g. PM, Off-shore, Tech spec., senior consultant,
consultant). Remember that NO resource can register all their working hours to a project every week (that is just
realistic in shorter periods of time)! Some activities do also take a longer calendar time than it takes man time (e.g.
printshop configuration). Use this sheet to get an overall estimation on how realistic the time plan is. Do you need to
keep some resources in the project to have them updated and make sure that they can plan for activities later on in the
project - or to be available after go live etc to ensure that the first live runs are correct? Capture this in the resource
planning!
4. Make sure that the estimations in 1A OR 1B are the same as in the resource planning sheet! (adjust one or the other
to achieve this!)
5. Use the sheet "3. Validation of plan" to self-check the quality of your plan!
6. When the project is running, you can make copies for e.g. every week of your plan (this spreadsheet) and also use
the "4. Resource tracking (actual)" to register time to your project for follow up purposes.
mations on 1B (use

you will also have to

senior consultant,
eek (that is just
es man time (e.g.
is. Do you need to
activities later on in the
his in the resource

adjust one or the other

dsheet) and also use

Project and Task Planning
Customer: Customer Name
Project: Project Name
Date: Date
Author: Author

Phases and Tasks

Initiation Min Avg. Max Expected Project Role

Current Process Overview 0.5 0.5 2.0 0.8 days PM
Solution Architecture 0.5 0.5 2.0 0.8 days PM
Project Organisation 0.3 0.3 0.5 0.3 days PM
Decision Making Framework 0.3 0.3 0.5 0.3 days PM
Other … 0.0 days
Other … 0.0 days
Project Planning 1.0 1.0 2.0 1.2 days PM
Sum of Initiation Activities 2.5 2.5 7 3.3 days

Definition Min Avg. Max Expected

Requirement Specification Gathering 1.0 1.0 3.0 1.3 days Consultant
Test Plan 1.0 1.0 3.0 1.3 days PM
Requirements Sign-off Meeting 0.3 0.3 0.3 0.3 days PM
Other … 0.0 days
Other … 0.0 days
Project Plan Update 0.3 0.3 0.3 0.3 days PM
Sum of Definition Activities 2.5 2.5 6.5 3.2 days

Realization Min Avg. Max Expected

Installation 0.0 days
TEST install: StreamServer, Framework & Control Center,
Design Center & Collector 3.0 3.0 4.0 3.2 days Consultant

PROD install: StreamServer, Framework & Control Center,

Design Center & Collector (2 servers, shared db) 3.0 3.0 4.0 3.2 days Consultant
DR install: StreamServer, Framework & Control Center,
Design Center & Collector (2 servers, shared db) 3.0 3.0 4.0 3.2 days Consultant
Layout Development
Message 1 1.0 2.0 3.0 2.0 days Consultant
Message 2 1.0 2.0 3.0 2.0 days Consultant
Message 3 1.0 2.0 3.0 2.0 days Consultant
Message 4 1.0 1.0 2.0 1.2 days Consultant
Message 5 2.0 3.0 5.0 3.2 days Consultant
Collector Config. 1.0 1.0 2.0 1.2 days Consultant
Post Processing
OMR 1.0 2.0 3.0 2.0 days Consultant
Enveloping 1.0 2.0 3.0 2.0 days Consultant
Labels 1.0 1.0 3.0 1.3 days Consultant
Sheet Layout 1.0 1.0 3.0 1.3 days Consultant
Platform Configuration 0.0 days
Platform Configuration (device integration) 1.0 1.0 2.0 1.2 days
Platform Configuration 2 ... 0.0 days
Platform Configuration 3 ... 0.0 days Consultant
Sum of Realization Activities 21 27 44 28.8 days

Testing Min Avg. Max Expected

Test Support and Test Approval 5.0 7.0 15.0 8.0 days Consultant
Follow up and re-work 2.0 3.0 5.0 3.2 days Consultant
UAT Support 1.0 1.0 2.0 1.2 days Consultant
Other … 0.0 days
Other … 0.0 days
Sign-off Tested Solution Meeting 0.3 0.3 0.3 0.3 days PM
Sum of Testing Activities 8.3 11.3 22.3 12.6 days

Go Live Min Avg. Max Expected

Final and complete documentation 16 4 11.33 days Consultant
Customer knowledge transfer and education 0.00 days Consultant
Delivery to live environment 0.00 days Consultant
Project Sign Off Meeting 0.3 0.3 0.3 0.25 days PM
Sum of Go Live Activities 0.3 0.3 0.3 11.58 days

Min Avg. Max

Total Sum Activities 34.5 43.5 80 59.4 days All

Management and Administration

% To add on Estimated Activities: Min Avg. Max Expected
20% 6.9 8.7 16.0 11.2 days PM
^ Enter the appropriate managment and administration overhead-percentage above!
Min Avg. Max Expected
Project Total 41.4 52.2 96.0 71 days

Optional Activities Min Avg. Max Expected

Final and complete documentation 2.0 3.0 3.0 2.8 days Consultant
TEST install: Composition Center 1.0 1.0 2.0 1.2 days Consultant
PROD install: Composition Center 1.0 1.0 2.0 1.2 days Consultant
DR install: Composition Center 1.0 1.0 2.0 1.2 days Consultant
Composition Center config. 2.0 3.0 4.0 3.0 days Consultant
Handover Workshop 1.0 1.0 1.0 1.0 days PM
8.0 10.0 14.0 10.3 days

Min Avg. Max

Project Total incl. Optional Activities 49.4 62.2 110.0 81 days
Project and task planning
Customer: Customer Name
Project: Project Name
Date: Date
Author: Author

Use case time multiple: 40

Instructions
A Use-case is a functional/logical aspect of the solution. That means that is not technical - it is rather the perspective of the
invoice", "Print Collective Invoice" or "Change marketing message for correspondence letters", "Send e-invoice", "View bill
recieveing call center call" etc etc. Every use case describes a process with value to the end user. The use case does not
things like "installation StreamServe". To use this planning template you must possess very good skills in understanding th
customer and to express the functionality of a solution with the customers words. You must also have good PM skills since
into account planning, specifications, meetings, mgmt overhead, installation, configuration etc etc on every row of the time
spellingt it out (everything is included in this estimation).

1=LOW, 2=MEDIUM, 3=HIGH (you may use more levels if needed)

Use case name/number Level of complexity
Send welcome letter 1
View invoices 2
Send e-invoice to sub contractors 1
(examples use case) 2
(example use case) 3
Sum: 360
 (This is a time multiple used to estimate the project, set it to a number you think is appropriate - it depends on the average

hat means that is not technical - it is rather the perspective of the user. E.g. "Print
message for correspondence letters", "Send e-invoice", "View bills to customer when
es a process with value to the end user. The use case does not describe technical
template you must possess very good skills in understanding the needs of a
h the customers words. You must also have good PM skills since you will need to take
rhead, installation, configuration etc etc on every row of the time estimation WITHOUT

=MEDIUM, 3=HIGH (you may use more levels if needed)

Comment
(this is the time for the whole project)
it depends on the average size of your use cases)
Resource planning
Customer: Customer Name
Project: Project Name
Date: Date
Author: Author

Planned time (days)

Month Month 1 Month 2 Month 3

Week 1 2 3 4 5 6 7 8 9 10
Resource:
Resource 1 2 2 2 2 2 2 2 2 2 2
Resource 1 3 3 3 3 3 3 3 3 3 3
Project Manager Resource
StreamServe Offshore

Planned used time 5 10 15 20 25 30 35 40 45 50

Totalt remaining planned 161 156 151 146 141 136 131 126 121 116

This is an example of a simple resource planning sheet. Edit with your appropriate weeks a
Use the next sheet of this workbook to enter actual time used for each week, this will make
 Month 3 Month 4 Month 5 Month 6
11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3
1 1 1 2 1 2 1 2 2
2 2 2 2 2 2 2 2 2

55 60 65 70 75 80 85 90 98 106 114 123 131 140 148 157 166

111 106 101 96 91 86 81 76 68 60 52 43 35 26 18 9 0

your appropriate weeks and then you vill have a good overview of the planned time of your project.
ach week, this will make it easy to track planned time / actual time per week.
Sum (days)

54
81
13
18

166
Project plan quality self-check
Customer: Customer Name
Project: Project Name
Date: Date
Author: Author

Please indicate with Y/N (Yes/No) for each question! A high number of Yes indicates that your plan have a higher quality.

Question Answer
Is management and meeting overhead included in
estimate? (20% for standard project, 30% for a
offshore project or fixed price project)
Are time for workshop meetings around design and
requirements included in estimate?
Is time for component testing included? (total testing is
typically equal to implemenation time but customers
often do the testing so we need to plan for component
testing and support for testing)
Is go-live support included in estimate? (it is wise to
have resources stand by for first production as well)

Does the estimate cover all needed documentation?

Have you had the planning reviewed by a colleague?

Have you made sure "any" resource can deliver
according to estimate? (project start is nearly always
delayed so it is best to not take into account that a
specific resources will be available)
Is the estimate depending on deliverables from outside
of project? How is estimate taking delay of those
deliverables into account? (e.g. Printshop
configuration typically takes some calendar time)
Is support for the configuration of production
environment included?
Are time for workshop meetings around design and
requirements included in estimate?
Are time for requirement walk trough and reading
included for every resource?

Are installation and configuration for every needed

environment included (local,dev, test, acc, prod etc.)
ndicates that your plan have a higher quality.

Comments
 Month 1 Month 2 Month 3
Week 1 2 3 4 5 6 7 8 9 10 11 12
Resources
Resource 1 2 2 2 2 2 2 2 2 2 2 2 2
Resource 1 3 3 3 3 3 3 3 3 3 3 3 3
Project Manager Resource
StreamServe Offshore
Trainer
other

Actual time used 5 10 15 20 25 30 35 40 45 50 55 60

This sheet is used to track the resource usage. Enter resource usage each week and then you will h
(Use the same weeks as you used in your Resource planning)

Total planned: 166

(from Resource Planning sheet)
 Resources tracking YYYY

onth 3 Month 4 Month 5 Month 6

13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
3 3 3 3 3 3 3 3 3 3 3 3 3 3 3
1 1 1 2 1 2 1 2 2
2 2 2 2 2 2 2 2 2
5 5

65 75 85 90 95 100 108 116 124 133 141 150 158 167 176

week and then you will have a simple view of how much time that is actually spent in your project.
Sum (days)

54
81
13
18