Estimating Effort Expenditure
15 Dec 2023
Introduction
The process of estimating time and effort expenditure is a crucial aspect of project development. It aids in planning, resource allocation, and coordination, enabling efficient project management. However, these estimations are often imperfect, requiring continuous refinement and adaptation. This essay reflects on the effort estimation process during the ITS AskUs Project.
Estimation Process
Initially, my estimation process relied on a blend of experience and perceived task difficulty, acknowledging the likelihood of inaccuracies. To refine this, we implemented a ‘difference’ column to assess the variance between estimated and actual efforts. Using visual cues like conditional formatting revealed a distinct pattern: initial estimations were less precise, gradually converging with actual efforts as tasks progressed. This evolution signaled a learning curve, reflecting an improving grasp of project nuances.
Benefits of Effort Estimations
Despite occasional inaccuracies, effort estimations serve as vital communication tools in professional settings. These approximations aid in outlining task timelines, enabling better coordination within a team. Even when imperfect, they foster transparency and aid in resource allocation, crucial for efficient project management.
A notable example arose in developing the LLM chatbot, where initial estimates faltered, prompting a strategic pivot. Redirecting efforts toward website development showcased how imperfect estimates guide adaptive decisions in project development.
Even if the initial estimates were inaccurate, they still provided a rough timeline for the project. This timeline allowed us to plan out the project and allocate resources accordingly. This was crucial in the development of the project as it allowed us to focus on the most important aspects of the project first. This was especially important since we only had a limited amount of time to complete the project.
Tracking Actual Effort Expenditure
Tracking actual effort expenditure is equally crucial. It provides real-time insights into progress, aiding in decision-making and proactive resource allocation. Additionally, it forms a dataset for retrospective analysis, refining future estimations and fostering continuous process improvement.
However, tracking actual effort presents challenges, especially in quantifying noncoding activities accurately. External distractions or engagements can skew the data, affecting precision. Acknowledging these limitations is essential in understanding the nuances of effort tracking. Things like using Darkyen’s Intellij plugin to track coding time and using a timer to track noncoding time were some tools that we used to mitigate these challenges.
Conclusion
Ultimately, despite these challenges, the data collected during the ITS AskUs Project offers valuable insights into effort estimation, project management, and the nuances of tracking actual effort. It’s a testament to the iterative learning process within project development, emphasizing the importance of adaptive planning and continuous improvement.
For a detailed view of the collected data, refer to this spreadsheet, showcasing the effort invested in the project’s development.