how to estimate required resources

HOW TO ESTIMATE REQUIRED

RESOURCES

Prof.Dr.Ing. David Luigi FUSCHI

Project life cycle

Definition

Proposal

PlanningExecution

Phase-out

Analyse

Plan

Execute

Project life cycle

Definition Proposal Planning Execution Phase-out

Definition Proposal Planning Execution Phase-out

Overall personnel effort

Definition Proposal

Project n

Project n+1

Project n+2

Contract

Project life cycle

Definition• Business

needs• Deliverables• Project

boundaries• Success

criteria

Proposal• Scope• Milestones• Budget• Risks• Team

Planning• Implementation• Training• Integration• Budget• Critical path

Execution• Development• Testing• Training• Monitoring• Adjusting

Phase-out• Go-live• Turnover to

support• Reassign• Improve• Maintenance

Charter approved

Proposal approved

System manual

Hand-out approved

Plan approved

Business Technical

Business Needs

Starting point

Clearly define objectives and outcomes

Set out the SoA and the progress planned in the proposal

Describe the activities to be performed

Example1 1 48 1.00 MGT 482 1 48 11.00 RTD 483 4 42 37.00 RTD 394 1 48 0.00 RTD 485 1 48 10.00 RTD 486 7 42 0.00 RTD 367 1 48 2.00 RTD 488 18 48 3.50 DEM 319 1 48 3.00 OTH 48

67.50100.0%

WP Description Start End Effort Dur.

Consortium ManagementCreative Media ExperienceMetadata Semantics & WF for netw orked spactial mediaImage & metedata capure & codingProduction for spatial mediaDistribution & displayRoute to exploitationDemonstration of new technologies & experimental productionsDissemination

Nature

Project structure

TotalRelative weight in %

Y1 Y2 Y3 Y4Effort Effort Effort Effort Effort Weight

1 0.25 0.25 0.25 0.25 1.00 1.5%2 2.75 2.75 2.75 2.75 11.00 16.3%3 8.54 11.38 11.38 5.69 37.00 54.8%4 0.00 0.00 0.00 0.00 0.00 0.0%5 2.50 2.50 2.50 2.50 10.00 14.8%6 0.00 0.00 0.00 0.00 0.00 0.0%7 0.50 0.50 0.50 0.50 2.00 3.0%8 0.00 0.79 1.35 1.35 3.50 5.2%9 0.75 0.75 0.75 0.75 3.00 4.4%

15.29 18.92 19.49 13.80 67.50 100.0%22.6% 28.0% 28.9% 20.4% 100.0%Relative weight in %

Total

Production for spatial mediaDistribution & display

Dissemination

Linear yearly workload (MM)Total

Metadata Semantics & WF for netw orked spactial mediaImage & metedata capure & coding

WP Description

Consortium ManagementCreative Media Experience

Route to exploitationDemonstration of new technologies & experimental productions

Planning

Prepare a Work Break Down Structure (WBS) Assign roles and responsibilities

2008 2009 2010 2011 2012

Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 481 1 48 1.00 48 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 1.002 1 48 11.00 48 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 11.003 4 42 37.00 39 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 37.004 1 48 0.00 48 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.005 1 48 10.00 48 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 10.006 7 42 0.00 36 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.007 1 48 2.00 48 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 2.008 18 48 3.50 31 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 0.11 3.509 1 48 3.00 48 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 3.00

0.56 0.56 0.56 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 1.62 0.68 0.68 0.68 0.68 0.68 0.68 67.500.56 1.13 1.69 3.20 4.71 6.22 7.73 9.24 10.75 12.27 13.78 15.29 16.80 18.31 19.82 21.33 22.84 24.47 26.09 27.72 29.34 30.97 32.59 34.21 35.84 37.46 39.09 40.71 42.33 43.96 45.58 47.21 48.83 50.45 52.08 53.70 55.33 56.95 58.58 60.20 61.82 63.45 64.12 64.80 65.47 66.15 66.82 67.501% 1% 1% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1% 100%

100%23%

Project Gant Chart


Consortium ManagementCreative Media ExperienceMetadata Semantics & WF for netw orked spactial mediaImage & metedata capure & codingProduction for spatial media


Distribution & display

Dissemination

Relative w eight on overall effort (%) 100%

Total effort 67.50Cumulated Effort

ExampleWP Work package title 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

1 Management and quality assurance1.1 Consortium Management t M1.1 t M1.31.1.1 Project Co-ordination1.1.2 Project Qual i ty Assurance tM1.21.1.3 Project Risk Assessment & Management1.2 Project Adminis tration & qual i ty assurance2 New approaches to ICT learning, training and education2.1 Identifi cation of gaps in ICT education/tra ining landscape tM2.12.2 Turning identifi ed gaps into educational requirements2.3 Roadmap for the defi nition of new ICT tra ining programmes t M2.23 Support to Clusters and Grand Coalition 3.1 Identifi cation of best practices in the targeted clusters tM3.23.2 Onl ine col laboration and discuss ion platform tM3.13.3 Guidel ines for effi cient ICT jobs match making t M3.34 Exploration of national platforms supporting labour market matching4.1 Identifi cation of good/bad practices , recommendations4.2 Provis ion of a service for labour market matching t M4.14.4 Support in creation of new regional/national platforms5 Impact evaluation5.1 Pi lot actions in each cluster5.2 Stakeholders acceptance evaluation t M5.16 Outreach and sustainability6.1 Outreach and promotion planning t M6.36.2 Susta inabi l i ty planning t M6.26.3 Community bui lding t M6.1 t M6.4

MilestonesM1.1 Project Inception, M1 M3.3 Initial version of project guidelines release, M12

M1.2 Quality Assurance inception, M2 M4.1 Experimental labour market matching light service release, M10

M1.3 Project Closure, M24 M5.1 Impact Assessment, M24

M2.1 Initial gaps and requirements identification, M8 M6.1 Portal availability, M4

M2.2 ICT Education Roadmap release, M24 M6.2 Sustainability strategy delivery, M6

M3.1 Collaboration platform release, M6 M6.3 Communication strategy implementation, M12

M3.2 Initial best/bad practices identification, M6 M6.4 Outreach strategy implementation, M24

Budgeting

Based on Work Break Down Structure (WBS) and responsibilities estimate personnel effort

Evaluate the effort based on prior experience

Evaluate the number of meetings and travels

Estimate the needed equipment

Example2008 2009

Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

1 2 3 4 5 6 7 8 9 10 11 121 1 48 1.00 48 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.022 1 48 11.00 48 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.233 4 42 37.00 39 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.954 1 48 0.00 48 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.005 1 48 10.00 48 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.216 7 42 0.00 36 0.00 0.00 0.00 0.00 0.00 0.007 1 48 2.00 48 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.048 18 48 3.50 319 1 48 3.00 48 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06

0.56 0.56 0.56 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.510.56 1.13 1.69 3.20 4.71 6.22 7.73 9.24 10.75 12.27 13.78 15.291% 1% 1% 2% 2% 2% 2% 2% 2% 2% 2% 2%

2008 2009

Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

1 2 3 4 5 6 7 8 9 10 11 12

1 Y 0.16 0.05 0.60 0.45

15 Y 0.52 0.30 0.30 0.30 1.00 1.00

28 Y 0.50 0.50

33 Y 0.72 0.67 0.58 0.68 0.50 0.55 0.38 0.16 0.16 0.16 0.80 1.00

0.88 0.67 0.58 0.68 0.50 1.07 0.38 0.51 0.46 0.46 2.90 2.95

0.56 0.56 0.56 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51

-0.32 -0.11 -0.02 0.83 1.01 0.44 1.13 1.00 1.05 1.05 -1.39 -1.44

23%

Use(Y/N)

ZHU Meng

CHOUDRI Said

Planned (c)

Delta (c - a)

Total (a)

Project Gant Chart


Consortium ManagementCreative Media ExperienceMetadata Semantics & WF for netw orked spactial mediaImage & metedata capure & codingProduction for spatial media


Distribution & display

Dissemination

Project Effort Actual Deployment

ID

Relative w eight on overall effort (%) 100%

Total effort 67.50Cumulated Effort

Effort per Resource

BADII Atta

FUSCHI David Luigi

Budgeting

Estimate consumables Estimate other relevant costs

2008 2009

Mar Apr May J un J ul Aug Sep Oct Nov Dec J an Feb

1 2 3 4 5 6 7 8 9 10 11 12Y 3,858.17£ 2,792.49£ 2,417.38£ 2,834.17£ 2,083.95£ 3,625.66£ 1,583.80£ 1,703.99£ 1,436.08£ 1,436.08£ 10,338.65£ 10,368.52£ 44,478.93£

N -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£

N -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£

N -£ 123.90£ -£ 322.56£ 95.60£ -£ -£ 235.60£ 625.71£ 354.09£ 559.79£ -£ 2,317.25£

N -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£

N -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£

N -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£

-£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£

-£

-£

2,314.90£ 1,749.83£ 1,450.43£ 1,894.04£ 1,307.73£ 2,175.40£ 950.28£ 1,163.75£ 1,237.08£ 1,074.10£ 6,539.07£ 6,221.11£ 28,077.71£

-£

6,173.07£ 4,666.22£ 3,867.80£ 5,050.76£ 3,487.27£ 5,801.05£ 2,534.08£ 3,103.34£ 3,298.87£ 2,864.28£ 17,437.51£ 16,589.63£ 74,873.89£

Use(Y/N)

Monthly Expenditures

N

Dire

ctIn

-

Other specif ic

Computing

Travels

Personnel

Equipment

Overheads

Adjustments

Total

Project Expenditures

Consumables

Other

Audit

Subcontracting

IPR Protection

Example

77%

20%

3%Direct Costs Allocation

PersonnelTravelOther direct

Item Cost Ratio FundingPersonnel 716,447.0 76.7% 716,447 Travel 186,000.0 19.9% 186,000 Consumables 2,000.0 0.2% 2,000 Other 10,000.0 1.1% 10,000 Advisory 20,000.0 2.1% 20,000 Total Direct 934,447.0 100.0% 934,447

Indirect (7%) 65,414.0 65,414

Total 999,861.0 999,861

Travel item Cost Qtty TotalFlight 200 2 400 Hotel 100 4 400 Subsistence 50 4 200 Total 10 1000

Example

01/03/2008 Project Accounting and Operational Currency29/02/2012 Organisation Standard Operation Currency

48.0 0.7660000 03/03/2008

4.0

Date Estimate Actual

01/03/2008 04/03/2009 0.9093000 0.9093000

29/02/2012 04/03/2010 0.9930000

48.0 04/03/2011 0.9930000

4.0 03/03/2012 0.9930000

N 03/04/2009(1) if needed and applicable(2) used for future periods .

3 12

Reporting frequency (Months)Financial rep. freq. (Months)

Project Short Name

Actual dates

2020 3D MEDIA2020 3D MEDIA Spatial Sound And VisionICT-FP7-215475

Project Full NameContract ref.

Exchange Rate(1) for estimates(2)

H5045300

Project Start Date Exchange Rate(1) for reporting Period 1Exchange Rate(1) for reporting Period 2

Exchange Rate(1) for reporting Period 3

Exchange Rate(1) for reporting Period 4

Internal Code

Planned Start DatePlanned End Date

Planned Duration (Months)

Project End Date

Planned Duration (Years)

Planned Duration (Years)

Reporting frequencies

Extended (Y/N)

Project References

Exchange Rate(1) at project signature / onset

EURGBP

Planning dates Accounting summary

Exchange rates

60%Project Overhead %

0.9930000

Project Duration (Months)

ExampleBudget in EUR RTD Demo Training Coord. Support Manag. Other Total

Personnel 318,460.00 17,220.63 0.00 0.00 0.00 10,690.63 17,760.63 364,131.88

Equipment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Consumables 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Travel 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Computing 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Other specif ic costs 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

IPR Protection 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Sub-Total 318,460.00 17,220.63 0.00 0.00 0.00 10,690.63 17,760.63 364,131.88Subcontracting 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Overheads 191,076.00 10,332.38 0.00 0.00 0.00 6,414.38 10,656.38 218,479.13

509,536.00 27,553.00 0.00 0.00 0.00 17,105.00 28,417.00 582,611.00382,152.00 13,777.00 0.00 0.00 0.00 17,105.00 28,417.00 441,451.00

75% 50% 100% 100% 100% 100% 100% 76%

Total Cost

Project Budget

Dire

ct

FundingAllow ed Funding %

In-

Budget in EUR Y1 Y2 Y3 Y4 TotalPersonnel 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88

Equipment 0.00 0.00 0.00 0.00 0.00

Consumables 0.00 0.00 0.00 0.00 0.00

Travel 0.00 0.00 0.00 0.00 0.00

Computing 0.00 0.00 0.00 0.00 0.00

Other specif ic costs 0.00 0.00 0.00 0.00 0.00

IPR Protection 0.00 0.00 0.00 0.00 0.00

Sub-Total 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88Subcontracting 0.00 0.00 0.00 0.00 0.00Overheads 49,484.59 61,254.87 63,082.06 44,657.61 218,479.13

131,958.90 163,346.33 168,218.82 119,086.95 582,611.0099,986.76 123,769.37 127,461.32 90,233.54 441,451.00

23% 28% 29% 20% 100%

In-

Dire

ct

Total CostFunding

Expected yearly load %

Budget linear distribution on project time-span

ExampleCosts in EUR Y1 Y2 Y3 Y4 Total

Personnel 48,915.58 11,790.57 0.00 0.00 60,706.15Equipment 0.00 0.00 0.00 0.00 0.00Consumables 0.00 0.00 0.00 0.00 0.00Travel 2,548.39 8,654.99 11,710.74 0.00 22,914.12Computing 0.00 0.00 0.00 0.00 0.00Other specif ic costs 0.00 0.00 37.30 0.00 37.30IPR Protection 0.00 0.00 0.00 0.00 0.00

Sub-Total 51,463.97 20,445.57 11,748.04 0.00 83,657.57Subcontracting 0.00 0.00 0.00 0.00 0.00Overheads 30,878.38 12,267.34 7,048.82 0.00 50,194.54

82,342.34 32,712.91 18,796.86 0.00 133,852.11Total Cost

Actual Project Cost on project time-span (b)

Dire

ctIn

-

Budget in EUR Y1 Y2 Y3 Y4 TotalPersonnel 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88Equipment 0.00 0.00 0.00 0.00 0.00Consumables 0.00 0.00 0.00 0.00 0.00Travel 0.00 0.00 0.00 0.00 0.00Computing 0.00 0.00 0.00 0.00 0.00Other specif ic costs 0.00 0.00 0.00 0.00 0.00IPR Protection 0.00 0.00 0.00 0.00 0.00


131,958.90 163,346.33 168,218.82 119,086.95 582,611.00

In-

Total Cost

Budgeted Project Cost on project time-span (a)

Dire

ct

Example

Costs in EUR Y1 Y2 Y3 Y4 TotalPersonnel 33,558.74 90,300.88 105,136.76 74,429.35 303,425.73Equipment 0.00 0.00 0.00 0.00 0.00Consumables 0.00 0.00 0.00 0.00 0.00Travel -2,548.39 -8,654.99 -11,710.74 0.00 -22,914.12Computing 0.00 0.00 0.00 0.00 0.00Other specif ic costs 0.00 0.00 -37.30 0.00 -37.30IPR Protection 0.00 0.00 0.00 0.00 0.00


49,616.56 130,633.42 149,421.96 119,086.95 448,758.89

Delta in respect to planned (a-b)

Dire

ctIn

-

Total Cost

Costs in EUR Y1 Y2 Y3 Y4 TotalPersonnel 48,915.58 11,790.57 0.00 0.00 60,706.15Equipment 0.00 0.00 0.00 0.00 0.00Consumables 0.00 0.00 0.00 0.00 0.00Travel 2,548.39 8,654.99 11,710.74 0.00 22,914.12Computing 0.00 0.00 0.00 0.00 0.00Other specif ic costs 0.00 0.00 37.30 0.00 37.30IPR Protection 0.00 0.00 0.00 0.00 0.00

Sub-Total 51,463.97 20,445.57 11,748.04 0.00 83,657.57Subcontracting 0.00 0.00 0.00 0.00 0.00Overheads 30,878.38 12,267.34 7,048.82 0.00 50,194.54

82,342.34 32,712.91 18,796.86 0.00 133,852.11Total Cost

Actual Project Cost on project time-span (b)

Dire

ctIn

-

Sources of Standards

Project Management Institute (PMI)

Association for Project Management (APM)

International Project Management Association (IPMA)

OGC ISO 21500

Sources of information

Project management http://www.pmi.org/ http://ipma.ch/ http://www.apm.org.uk/

Business http://www.businessballs.com/

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