Estimate Review Checklists

10 Step Estimating Process Checklists

Checklists can play an important role in repeatable processes.  Here is a basic set of checklists from my book.  These should be tuned to the individual organization’s needs.

STEP 1: Establish Estimate Scope and Purpose

• Identify the Scope; is this an Estimate at complete (EAC), and estimate to complete (ETC) . . . Also, is integration of this software to other software included? If so, list the other programs that it integrates with that are included here. A portion of SEIT?
• Define the purpose of the estimate (to determine cost, schedule, staffing . . .)
• Point of Contact: establish one or more points of contact: technical data, contract data, requirements information . . .

STEP 2: Establish Technical Baseline, Ground Rules and Assumptions

• Technical baseline. This description will be used as the WBS structure to enter into SEER-SEM.
  • This must include at a minimum each CSCI, their relationship to each other and the outside world (integration), and any currently planned builds/deliveries. Builds/deliveries must be clearly identified, non-delivered builds are much less expensive than actual deliveries.
• Ground rules:a list of all the known conditions surrounding the development (e.g. developer must use DO178b . . .)
• Assumptions:a list of all the information necessary to complete an estimate, but not available to the analyst (e.g. hardware will be available when needed . . .)

STEP 3: Collect Data

• Customize the SEER-SEM data collection worksheets. (i.e. fill in all the parameters that you can using the available documentation so as to minimize the time required from the customer.)
• Complete the customized SEER-SEM data collection worksheets for each CSCI (major computer program)
• Review the data for reasonableness
• Re-check any parameters in question with the contractor/developer (if possible)

STEP 4: Software Sizing

• Size estimate for all new software to be developed (least, likely, and most). (Make sure the SLOC or Function Point definition is clear)
• Size actuals/estimate for all pre-existing code to be used
• ReWork parameters evaluated for all pre-existing software
• All COTS software identified
• Secondary methodology used for the size estimates
• Growth factors applied to size estimates
• Any prototyped code identified

STEP 5: Prepare the Baseline Estimate

• Enter all the data in SEER-SEM
• Input notes for each parameter (even if the note says KBase used)
• Analyst review the inputs to make sure they are correct
• Analyst review the outputs to make sure things look right. (This will be done in MUCH more detail in Step 7)
• Analyst and developing contractor together review the inputs (if possible) to either make sure the 2 parties are in agreement, of the differences are documented
• In a spreadsheet (or similar document) make a comparison of this baseline estimate to the previous one. (if one exists). Note the differences between each estimate. (Use Estimate Track.xls as a basis for the format.)

STEP 6: Quantify Risks and Risk Analysis

• List all the Risks associated with the development of each CSCI (major software program)
• Determine which risks will be included in the estimate (document these decisions in the Ground Rules and Assumptions)
• Decide how to “show/brief” the risks: all included in the estimate; included in the estimate one at a time to show the potential impact of each risk individually . . .

STEP 7: Estimate Validation and Review Checklist
(This is just a checklist to review the estimate, not the actual estimate process.)

• Productivity:does the estimated productivity look reasonable within the industry standards and the developing organizations current ability
• Staffing: can/will the developing organization be able to meet the estimated required staffing plan currently and in the future
• Size:have the size estimates been checked for reasonableness and is growth included
• Top 10 Cost Drivers:do the top 10 cost drivers match the program (i.e. if Security is a top cost driver, does the program indeed require security . . .)
• Schedule: if the schedule doesn’t fit into the “master” schedule for the program, what has been done
• Risk: have risks been identified and included in the estimate. Also check the risk/confidence level used to create the estimate
• Cost: if cost is being used, has the labor rate been verified and a list of costs/included been checked

STEP 8: Prepare a project plan based on the estimate
          (SEER-SEM Client for Microsoft Project is the tool to do this.)

STEP 9: Document the estimate and the lessons learned

• Verify that each parameter selected has an associated note/rationale
• If there is more than one version of the estimate, verify that each are properly documented
• Make sure the ground rules and assumptions are attached to the estimate
• Document any special circumstances surrounding the estimate (e.g. estimate done for schedule only . . .)

STEP 10: Track the project throughout the development

• Collect the required data using the SEER-PPMC Metrics Collection data form
• Using your baseline estimate, enter the data collected above into SEER-PPMC
• Present and use the data as required by your program

Download a copy of this check list.

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