Project and customer details

Customer:
Project:
Date:
Author:

Customer Name
Project Name
Date
Author

Revisionlist
Version
1
1.2
1.3
1.4

Comment
draft
updates
updated scope
generalization

Edited by
JMA01
JMA01
JMA01
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

enior 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:
Project:
Date:
Author:

Customer Name
Project Name
Date
Author

Phases and Tasks

Initiation

Min

Current Process Overview

Solution Architecture
Project Organisation
Decision Making Framework
Other
Other
Project Planning
Sum of Initiation Activities

Definition

Sum of Definition Activities

PROD install: StreamServer, Framework & Control Center,

Design Center & Collector (2 servers, shared db)
DR install: StreamServer, Framework & Control Center,
Design Center & Collector (2 servers, shared db)
Layout Development
Message 1
Message 2
Message 3
Message 4
Message 5
Collector Config.
Post Processing
OMR
Enveloping
Labels
Sheet Layout
Platform Configuration
Platform Configuration (device integration)
Platform Configuration 2 ...
Platform Configuration 3 ...
Sum of Realization Activities

Testing

1.0

2.5

2.5
Avg.

Max

0.3

0.3

2.5

2.5

6.5

Avg.

3.0
3.0
0.3

Max

Expected
0.0 days
4.0

3.2 days Consultant

3.0

3.0

4.0

3.2 days Consultant

3.0

3.0

4.0

3.2 days Consultant

1.0
1.0
1.0
1.0
2.0
1.0

2.0
2.0
2.0
1.0
3.0
1.0

3.0
3.0
3.0
2.0
5.0
2.0

2.0 days
2.0 days
2.0 days
1.2 days
3.2 days
1.2 days

Consultant
Consultant
Consultant
Consultant
Consultant
Consultant

1.0
1.0
1.0
1.0

2.0
2.0
1.0
1.0

3.0
3.0
3.0
3.0

Consultant
Consultant
Consultant
Consultant

1.0

1.0

2.0

2.0 days
2.0 days
1.3 days
1.3 days
0.0 days
1.2 days
0.0 days
0.0 days

21

27

44

Avg.

Max
7.0
3.0
1.0

0.3

0.3

8.3

11.3
Avg.

Expected
8.0 days
3.2 days
1.2 days
0.0 days
0.0 days
0.3
0.3 days

15.0
5.0
2.0

22.3
Max

0.3

0.3

0.3

0.3

Min

Avg.

80

Max

59.4 days All

Expected

11.2 days PM

Project Total

96.0

71 days

52.2

Avg.

Expected

2.0
1.0
1.0
1.0
2.0
1.0

3.0
1.0
1.0
1.0
3.0
1.0

3.0
2.0
2.0
2.0
4.0
1.0

Expected
2.8 days
1.2 days
1.2 days
1.2 days
3.0 days
1.0 days

8.0

10.0

14.0

10.3 days

110.0

81 days

Min

Project Total incl. Optional Activities

Max

Avg.

49.4

Consultant
Consultant
Consultant
PM

11.58 days

16.0

Min

PM

Max
43.5

41.4

Consultant
Consultant
Consultant

12.6 days

0.3

Avg.

Consultant

28.8 days

Expected
11.33 days
0.00 days
0.00 days
0.3
0.25 days

34.5

Final and complete documentation

TEST install: Composition Center
PROD install: Composition Center
DR install: Composition Center
Composition Center config.
Handover Workshop

PM

3.2 days

20%
6.9
8.7
^ Enter the appropriate managment and administration overhead-percentage above!
Min
Avg.
Max

Optional Activities

Consultant
PM
PM

3.0

Min

Total Sum Activities

PM

3.0

16

Sum of Go Live Activities

Project Role
PM
PM
PM
PM

3.3 days

Expected
1.3 days
1.3 days
0.3 days
0.0 days
0.0 days
0.3
0.3 days

Min

Final and complete documentation

Customer knowledge transfer and education
Delivery to live environment
Project Sign Off Meeting

Management and Administration

% To add on Estimated Activities:

1.0
1.0
0.3

5.0
2.0
1.0

Sum of Testing Activities

Expected
0.8 days
0.8 days
0.3 days
0.3 days
0.0 days
0.0 days
2.0
1.2 days
2.0
2.0
0.5
0.5

1.0
1.0
0.3

Min

Test Support and Test Approval

Follow up and re-work
UAT Support
Other
Other
Sign-off Tested Solution Meeting

Go Live

1.0

Min

Installation
TEST install: StreamServer, Framework & Control Center,
Design Center & Collector

Max
0.5
0.5
0.3
0.3

Min

Requirement Specification Gathering

Test Plan
Requirements Sign-off Meeting
Other
Other
Project Plan Update

Realization

Avg.
0.5
0.5
0.3
0.3

Max

62.2

Consultant
Consultant
Consultant
Consultant
Consultant
PM

Project and task planning

Customer:
Project:
Date:
Author:

Use case time multiple:

Customer Name
Project Name
Date
Author

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
and to express the functionality of a solution with the customers words. You must also have good PM skills since you will n
account planning, specifications, meetings, mgmt overhead, installation, configuration etc etc on every row of the time esti
spellingt it out (everything is included in this estimation).

Use case name/number

Send welcome letter
View invoices
Send e-invoice to sub contractors
(examples use case)
(example use case)

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

Level of complexity
1
2
1
2
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
essage 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 customer
mers words. You must also have good PM skills since you will need to take into
d, 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:
Project:
Date:
Author:

Customer Name
Project Name
Date
Author

Planned time (days)

Month
Week
Resource:
Resource 1
Resource 1

Month 1

Month 2

Month 3

10

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

Project Manager Resource

StreamServe Offshore

Planned used time

Totalt remaining planned

5 10 15 20 25 30 35 40 45 50
##############################

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
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3
1
2

2
3
1
2

2
3
1
2

2
3
2
2

2
3
1
2

2
3
2
2

2
3
1
2

2
3
2
2

2
3
2
2

55 60 65 70 75 80 85 90 98########################
######### 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:
Project:
Date:
Author:

Customer Name
Project Name
Date
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
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.)

Answer

dicates that your plan have a higher quality.

Comments

Month 1

Week
Resources
Resource 1
Resource 1

Month 2

Month 3

10

11

12

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

2
3

10

15

20

25

30

35

40

45

50

55

60

Project Manager Resource

StreamServe Offshore
Trainer
other

Actual time used

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)

166
(from Resource Planning sheet)
Total planned:

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
3

2
3

2
3

2
3

2
3

2
3

2
3
1
2

2
3
1
2

2
3
1
2

2
3
2
2

2
3
1
2

2
3
2
2

2
3
1
2

2
3
2
2

2
3
2
2

75

85

65

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