This document describes an agile work estimation template used to estimate the total costs of an ICD-10 initiative program across multiple systems at a healthcare provider. It outlines the challenges in getting estimates from diverse teams and developed a template inspired by a movie scene. Experts listed epics, stories, and requirements at a high level and estimated effort with reasoning and risk assumptions. The template brought transparency and allowed collaboration. Using this template, large programs can be estimated in an agile way through communication. The template has remained relevant for estimating other work and engaging stakeholders early gets buy-in.

1. An Agile Work Estimation
Template
Author : Nandeep

2. Introduction
In 2012 at a healthcare provider, the large ICD-10 initiative program cost had to be
budgeted. Executives wanted to get an idea on the total capital to be set aside for
a program that spanned several systems across the board.
There was not an easy approach.
I had watched a movie Sunshine the same year. A scene in movie, made me think
“This is how I can solve this problem ”. Go to the next slide to see the challenges,
how it was done and what value was realized.
Watch the movie

3. Challenges
● Getting Estimated Efforts from across multiple diverse teams and complex
systems.
● Teams not comfortable to throw blindfolded darts on a whiteboard and
assumed they will be held accountable.
● Not to mention, how to know how far off the estimates were and what was
the rationale to say a work-effort takes 20 days vs. 10 days?
● How about dependency?
● Keep in mind, there is a strong dependence and gathering estimates in itself
cannot be a project and no team member is dedicated to the “project to
participate in estimation efforts”

4. Here’s what I did - inspired from a scene from that
movie.
● Let the experts themselves list out the Epics/Stories/Requirements as clearly as can be and at a
sufficiently high-level and estimate the level of effort. (Rough Order of Estimate).
● Provide the underlying reasoning | assumptions | inter-team dependencies | foreseen risks given the
data available at the moment or simply their point of view | and approximate swag at the percent
deviation as in +/20%.
● They were assured this was a Rough Order Of Estimate given what we know.
● The template - see link below - helped them not only maintain a record of their own info but also
brought transparency into what others were thinking about.
● There were no lengthy meetings
● The document was socialized so if there were questions, the stakeholders can collaborate and I
ensured the document remained relevant and up to date.
https://drive.google.com/open?id=0B_KvqfbqdPtra1gxcG1BSWUydGM

5. Conclusion
● 6 years have passed. The template has still very good relevance.Just as you
would extend an object to perform other functions in software, this template
can be extended to cover many other work estimates.
● Using this template even large teams can be brought together in agile
fashion. ( for those who think agile is only for small teams - communication is
the key) .
● 1st rule (and many coaches will preach) is the to engage your stakeholders
(from c-level to the store manager or the developer) and customers early on
and get their buy-ins
● I have blogged about the “agile” aspect here
● If you download or thought that the template was helpful , please give a
Like.Appreciate it.