Software Estimation Checklist

Use this checklist to ensure comprehensive and accurate software estimation. Print this page for use during estimation sessions.

Pre-Estimation Preparation

Requirements Clarity

  • Functional requirements are documented and reviewed
  • Non-functional requirements (performance, security, etc.) are defined
  • Scope boundaries are clearly established
  • Acceptance criteria are specified for major features
  • Known exclusions are documented
  • Assumptions are explicitly stated

Stakeholder Alignment

  • Estimation purpose is clear (budgeting, planning, bidding)
  • Accuracy expectations are set with stakeholders
  • Key constraints (time, budget, resources) are identified
  • Success criteria for the project are defined
  • Change management process is established

Historical Data

  • Similar projects data is available and relevant
  • Team productivity metrics from past projects
  • Technology-specific productivity rates
  • Defect rates and rework factors
  • Environment factors (tools, processes) are comparable

Estimation Process

Work Breakdown Structure (WBS)

  • Functional areas are identified and decomposed
  • Technical components are broken down appropriately
  • Non-development activities are included (testing, deployment, etc.)
  • Work packages are sized appropriately (8-80 hours)
  • Dependencies between work packages are identified
  • Integration effort is explicitly included

Size Estimation

  • Appropriate sizing method selected (FP, UCP, LOC, etc.)
  • Complexity factors are assessed consistently
  • Reuse opportunities are identified and quantified
  • Technology platform characteristics are considered
  • Quality requirements impact on size is assessed

Effort Calculation

  • Productivity rates appropriate for team and technology
  • Learning curve effects are considered
  • Part-time availability of team members is factored in
  • Overhead activities (meetings, admin) are included
  • Multiple estimation techniques used where possible
  • Peer review of estimates conducted

Risk Assessment

Technical Risks

  • Technology maturity and team familiarity assessed
  • Integration complexity with existing systems
  • Performance requirements and technical challenges
  • Third-party dependencies and their reliability
  • Data migration complexity (if applicable)
  • Security and compliance requirements

Project Risks

  • Requirements stability and likelihood of change
  • Resource availability and potential turnover
  • Schedule pressure and its impact on quality
  • Stakeholder availability for decisions and reviews
  • External dependencies and coordination needs
  • Organizational change impact

Contingency Planning

  • Risk impact quantified in terms of effort/schedule
  • Mitigation strategies identified for major risks
  • Contingency percentages applied based on risk level
  • Escalation triggers defined for risk monitoring
  • Buffer allocation across project phases

Quality Assurance

Estimate Validation

  • Multiple methods used and compared
  • Sanity checks performed (person-days per feature, etc.)
  • Industry benchmarks consulted where available
  • Expert judgment sought for complex areas
  • Team consensus achieved on major estimates
  • Assumptions documented and validated

Documentation

  • Estimation basis clearly documented
  • Assumptions and exclusions listed
  • Risk factors and contingencies explained
  • Methodology used described
  • Key decisions and trade-offs recorded
  • Review and approval process completed

Communication

  • Estimate ranges provided (not just single numbers)
  • Confidence levels communicated to stakeholders
  • Key assumptions highlighted in presentations
  • Risk factors explained to decision makers
  • Update process for estimates established
  • Variance tracking plan defined

Post-Estimation Activities

Planning Integration

  • Project schedule developed from effort estimates
  • Resource allocation planned based on estimates
  • Budget preparation includes all estimated costs
  • Milestone definitions align with WBS and estimates
  • Quality gates incorporated into timeline
  • Risk mitigation activities scheduled

Monitoring Setup

  • Tracking methods established for actual vs. estimated
  • Regular review points scheduled for estimate updates
  • Variance thresholds defined for re-estimation triggers
  • Lessons learned process established
  • Feedback loop to improve future estimations
  • Historical data collection process defined

Common Pitfalls to Avoid

Cognitive Biases

  • Anchoring bias - not over-influenced by first estimates heard
  • Optimism bias - realistic about potential problems
  • Planning fallacy - accounting for typical delays and issues
  • Confirmation bias - seeking contrary viewpoints
  • Availability bias - not over-weighting recent experiences

Technical Oversights

  • Integration effort not underestimated
  • Testing activities given adequate time
  • Non-functional requirements effort included
  • Deployment and operations activities planned
  • Learning curve for new technologies accounted for
  • Rework and iteration cycles included

Process Issues

  • Scope creep controls in place
  • Change impact assessment process defined
  • Stakeholder involvement appropriate level maintained
  • Regular updates scheduled and conducted
  • Decision authority clear for estimate changes
  • Communication channels established and maintained

Estimation Review Checklist

Use this for peer review or self-assessment:

Completeness

  • All project components are estimated
  • Non-development activities are included
  • Risk factors are assessed and addressed
  • Assumptions are documented and reasonable

Accuracy

  • Estimates are based on solid data or rationale
  • Multiple estimation methods agree reasonably
  • Industry benchmarks support the estimates
  • Expert review has been conducted

Usability

  • Estimates support required planning activities
  • Appropriate level of detail for decision making
  • Clear communication of uncertainty and ranges
  • Action plans for high-risk areas

Emergency Estimation (Time-Constrained)

When estimation time is severely limited, prioritize these activities:

Minimum Viable Estimate (1-2 hours)

  1. High-level analogy to similar projects
  2. Rule-of-thumb sizing (features × average complexity)
  3. Expert gut-check with experienced team members
  4. Conservative contingency (40-50% for high uncertainty)
  5. Clear documentation of limitations and assumptions

Quick Validation Steps

  • Order of magnitude check (does it feel reasonable?)
  • Resource sanity check (available team capacity)
  • Timeline reality check (business needs vs. estimate)
  • Risk flag high-uncertainty areas for later refinement

Print this checklist and use it during your estimation activities to ensure comprehensive coverage of all important factors.