Dowork.ai allows estimating a project which translates into estimating the resources needed to complete a project, the timeframe within which the project can be completed, and the costs that will be incurred.

To estimate a project, make sure to follow the following steps:

  • Go to your Dowork.ai project and click the plus button to invite users. You can estimate a project on your own or with a team. Inviting users allows estimating in a team. This way, you will see how each team member has estimated each Task or Group.

  • Enter the email address of the person you want to invite.

  • Activate the toggles to allow access to specific views such as “Estimate and assign,” “Manage staffing,” etc.

Note* If you activate the “Product owner” toggle, it means the invited user will have access to the rest of the views on your dashboard.

  • Once you enter the user’s email address and activate the toggles, click Send invitation. They will receive an email with the invitation and will be able to accept or decline your invitation.

  • Create a work breakdown structure - add Tasks, Groups, and/or Groups of Groups within a phase. You can also add different phases within a project. Learn more about creating a work breakdown structure.

Estimation Process

  • In front of each Task, under the Estimation column, add how much time you think it will take to complete the Task e.g. 2w 4h 50m (2 weeks, 4 hours, and 50 minutes). You can also change the format based on which the estimation is represented from the Settings page on your dashboard. Pick it under Number Format in the Settings page.

  • If you invite team members to estimate with you, they will be able to add their estimations to the Task too.

  • Unless you submit the estimation it is a draft (only visible to you)

  • If the user does have permission to assign when estimating he can press “Submit changes and assign”, which means that his estimation is chosen to go ahead with. Otherwise, the user should only be able to “Submit changes”. In this case the Project Manager or accountable person of the project estimation phase can choose either the average or a specific estimation․

  • If two invited team members/users estimate a task and their estimations differ by more than 20%, the Project Manager will see it as an alert (in red). As a Project Manager, you will have to talk this through with your team and clarify the requirements for the Task. If the difference between the two estimates is less than 20%, the Project Manager will see it highlighted in green.

  • You can configure the Estimation Difference and the Minimum Number (in hours) from the Settings page.

  • When done with the estimation, you can buffer it or enter an uncertainty level if the requirements are vague. Click Overhead buffer, enter the percentage and click Save to add a buffer to your estimation. Click Uncertainty, pick a number, click Save. The project estimates will be recalculated after either or both of the actions mentioned above.

  • Click Column options to customize the columns by activating or deactivating the toggles e.g. Status, Final estimation, Discipline, etc.

On Dowork.ai, there are two types of estimation techniques that you can pick from:

  1. Simple estimation (One point)

In the case of the Simple estimation, you need to enter only one number (e.g. 4d 5h) as an estimation. Note that the default estimation type is the Simple estimation.

2. 3 point estimation

In the case of the 3 point estimation, you’ll need to enter values under Optimistic, Most Likely, and Pessimistic.

In order to switch to 3 point estimation, go to your Settings page and choose 3 point estimation under Estimation type. Then click Save.

You can always switch between the two techniques from your Settings page.

3 point estimation glossary of terms

Optimistic (O) - the optimistic estimate is the amount of work the task might take if the positive risks you/team member identified do occur.

Most likely (M)/best guess (BG) - the most likely estimate is the average amount of work the task might take if the team member performed it 100 times.

Pessimistic (P) - the pessimistic estimate is the amount of work the task might take if the negative factors you/team member identified do occur.

  • Enter 3 estimations for each task - Optimistic, Most likely, Pessimistic.

  • If you type a number, h (hour) or d (day) will appear next to it automatically (based on which Number format you’ve initially picked from the Settings page).

  • Once you add estimations under Optimistic, Most likely, and Pessimistic, Dowork.ai will automatically calculate the SD (Standard Deviation), Low, Average, and High estimates for you based on the following formulas:

  1. SD: Optimistic - Pessimistic/6

  2. Average: (Optimistic + 4 * most likely + pessimistic) / 6

  3. Low: Weighted average - Standard deviation

  4. High: Weighted average + Standard deviation

  • Click Default estimation type to pick between the options - Average, Low, and High. Click Save to save your choice. Your project estimation will be based on this selection.

  • AI-suggested estimation

  • Import your past projects into Dowork.ai (CSV import and Jira integration)

  • Create a Task.

  • Start typing a name for the Task and Dowork.ai will suggest similar tasks based on your prior projects.

  • Click to see the details of the Task. Here, you will see Child and Parent links. You can reuse the Task along with its related links and estimations. This will save you time when estimating a phase or a project.

You may also watch this Loom video!

Related

Create a Work Breakdown Structure

View the Timeline

Manage Staffing

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