WEEK 4 -BLOG: How to estimate the Resource and Duration of Tasks in Project Managment
WEEK 4 BLOG
https://www.projectmanager.com/guides/project-scheduling ( 2023)
In review of the following websites included below and in the reference, I found them particularly useful in defining and explaining how to determine both the use of resources and the duration of tasks in the project schedule.
The websites below were particularly useful in informing prospective PMs how to estimate resource allocation in Project Management:
Website:https://nulab.com/learn/project-management/six-strategies-for-estimating-resources-like-a-pro/
According to (projectmanagement.com 2023), a project schedule is a timetable where tasks, resources, and due dates are organized in sequential order to ensure that the project is completed on time. It is created during the planning phase and includes an itemized list of the tasks needed to create deliverables, the team members responsible for each task, the start and end date of each task and their dependencies, and the budget and resources needed for each.
According to Guthrie (2022), managing resources is integral to the project. Experienced project managers (PMs) are able to accurately allocate the needed resources for each task, while inexperienced PMs either over or underestimate the resources needed resulting in delays or cost overruns (Guthrie, 2022). Guthrie (2022), defines resources as : people, material goods, equipment, and technology needed to create the deliverables, and she also opines that the quantity and selection of these resources are influenced by the duration of the task, which is best determined before the allocation of resources.
In determining the number of people to be assigned to a task, the PM should understand the nature of the task and whether direct or indirect labor is needed. Direct labor constitutes the project team, freelancers, or contractors, while indirect labor includes support staff like administrators and managers (Guthrie, 2022). Other resources allocated for tasks include equipment like computers, software, IT services like internet etc, printers, photocopiers, heavy machinery, and materials like paper, envelopes, steel, chemicals, and vehicles, according to the nature of the project and tasks ( Guthrie, 2022). . It can also include overhead costs like utilities, rent, or any associated costs of the project task.
The resource allocation and quantity are determined by the skills, duration, personnel, and equipment needed to complete each task and its availability. Under-estimation of the resources can result in any of the following: delays, staff stress and burnout, downtime, customer dissatisfaction, negative company culture, and low product quality (Guthrie, 2022).
However, over-allocation of resources can lead to cost overrun, unmotivated, increased overhead, and wasted stock (Guthrie, 2022). Estimates can be made using historical data analysis from previous similar projects, using three-point estimates where the PM finds a middle ground between optimistic and pessimistic estimates, engaging advice from a team of experts or using alternative analysis where they weigh and compare alternatives to select the best one ( Guthrie, 2022).
Website: https://www.eresourcescheduler.com/blog/10-tips-for-resource-estimation-in-project-management
This website was useful in defining the criteria and methods for allocating resources in the project schedule. Eresourcescheduler.com (2023), suggests that the PM review the task list from the WBS to identify the resources needed and to ensure they fit the task. This site also suggests that the PM check the availability of the resources and ensure that employees have the necessary skill set to use the resources or consider outsourcing those tasks where the skillset is lacking ( Eresourcescheduler.com ,2023),
Below the following websites on estimating the duration of tasks in Project Management were particularly useful in outlining the criteria and ways that tasks duration could be accurately estimated.
https://www.wrike.com/blog/how-estimate-project-duration/
https://pmstudycircle.com/estimating-activity-duration/
Website: https://www.wrike.com/blog/how-estimate-project-duration/
Everitt (2021) posits that Project Managers often underestimate the time needed for tasks in the project resulting in missed deadlines and overworked personnel. Understanding how to estimate project duration more accurately will improve efficiency resulting in on-time and on-budget projects ( Everitt, 2021). Not being able to accurately determine project duration puts the PM at a disadvantage where they can't estimate when the project will meet the necessary milestones or the project conclusion. The inability to determine the project duration can result in issues like not having the required resources or not ordering them on time, disappointed customers from not receiving their deliverables, and inefficient or idle personnel from not having to observe deadlines ( Everitt, 2021). Everitt (2021) posits that project duration can be estimated using either the top-down or bottom-up method. In the top-down approach, the estimate is determined using benchmarks or past projects that were similar. While in the bottom-up method is to estimate the duration of each task and use the sum of all tasks to determine the project duration ( Everitt, 2021). Another way is to use both approaches to determine an average time ( Everitt, 2021).
In this website, the author Collins explored ways to estimate task duration. Collins (2021), suggests seven ways to estimate tasks duration such as estimating the following: the productive hours per day, the resources needed for each activity, the available workdays by excluding holidays and other competing events, availability of the resources for the project, calculating which tasks can be completed quickly and which ones take longer to avoid delays and lag time; identifying task interdependence, sequence and use of resources and document assumptions and estimates.
Website: https://pmstudycircle.com/estimating-activity-duration/
This website was useful in unifying the importance of both duration and resource allocation to project budgeting.
According to pmstudycircle.com (2023), each activity has three attributes used to calculate the budget, and those are the resources required, the effort, and the duration of each task. So, it is important to establish the task duration and resources to determine the project budget. Using any combination of these methods will go a long way to help the Project Manager establish the project schedule and budget.
Here are the websites mentioned above that aid in estimating both the resources and duration of the tasks in the project schedule:
Estimating Resources in Project Management
https://nulab.com/learn/project-management/six-strategies-for-estimating-resources-like-a-pro/
https://www.eresourcescheduler.com/blog/10-tips-for-resource-estimation-in-project-management
Estimating Duration in Project Management
https://www.wrike.com/blog/how-estimate-project-duration/
https://pmstudycircle.com/estimating-activity-duration/
Reference
eResource Scheduler, 10 Tips for Resource Estimation in Project Management (2023).
https://www.eresourcescheduler.com/blog/10-tips-for-resource-estimation-in-project-management
Everitt, J. (2021). Project Management. How to Estimate Project Duration. Wrike.com. https://www.wrike.com/blog/how-estimate-project-duration/
Collins, J. (2021). 7 Steps to Help You Calculate Your Estimated Project Duration.
Guthrie, G. (2022). Six Strategies for estimating resources like a Pro. https://nulab.com/learn/project-management/six-strategies-for-estimating-resources-like-a-pro/
Hi Carol,
ReplyDeleteThis is Kaitlyn Zimmerman. You listed several resources that explain the steps and processes needs for estimating project resources and duration. As you may have found, there are so many resources and so many different platforms with information about estimating project resources and duration that is can become overwhelming. Thankfully, there are many trusted resources out there with very similar suggested steps and processes for estimating project resources and duration that you can easily find the necessities to project management and follow it.
When looking at your estimating project duration resources, I see a common theme running through them: the various common methods that can be used to estimate project duration. If I am honest with you, it can be a bit overwhelming at first to determine what method is best for you to use. One resource I personal found help is an Estimating Methods Chart provided by Runn in one of their articles on estimating project duration (Male, 2022). If you are interested in checking it out, I will put the resource in the references section below. With that said, do you think choosing a estimating project duration method should be based on the PM's project or the PM's comfortability with the method? Do you have a particular estimating project duration method that you used for your current project?
When discussing estimating project resources for a project, you discussed the negative impacts over- or under-estimating resources can have on a project. If you are planning a specific type of project for the first time or are new to a project's company, climate, or ways of conducting projects, it can be hard to have just the right amount of resources for a project. One step in resource estimation is not only identifying resources you need but ensuring they are available when you get to the point in a project where you need them ("Effective Strategies...", 2021). Resources such as contractors can be a tricky resource to identify and secure when other projects peak their interest or work for higher pay. With that said, how can you instruct a PM to go about identify and securing resources so they know the resources will be available when they are needed?
Thanks Carol!
References
Effective strategies for resource estimation in project management. Saviom. (2021, July 8).
https://www.saviom.com/blog/effective-strategies-for-resource-estimation-in-project-
management/
Male, S. (2022, May 17). Calculating project duration: A beginner friendly guide. Runn.
https://www.runn.io/blog/project-duration
Hi Carol,
ReplyDeleteMt first thought after reading your post was how communication and contingency planning play such a vital role in resource allocation, scheduling, and estimations. Building off of Kaitlyn's question above, if you are a new PM, and do not have any knowledge of prior projects, what are the conversations you need to have in order to build a feasible project schedule and allocate resources appropriately? Laoyan (2023) identifies the need for capacity planning when managing a project. Capacity planning is determining potential needs (or influx) of resources. For example, if you know there will be an increase of work during one stage of the project, you may decide to contract out some of the work to keep the project on schedule. The actual task of contracting out this work would need to be identified in the project schedule and resource allocation documentation. And to know if this is necessary, important conversations with others who have been involved with previous projects would need to happen first. I am quickly coming to the conclusion that everything is connected in project management!
Laoyan, S. (2023, January 11). What is capacity planning? Tips to apply the right strategy. Asana. Retrieved from https://asana.com/resources/capacity-planning
Sorry, forgot to include my name. This is Keely :)
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