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What Does Almost Done Really Mean? November 17, 2013

Posted by Tim Rodgers in Communication, Project management.
Tags: , , ,

About a year ago I earned a Project Management Professional certificate after learning the methodologies and structured processes formalized by the Project Management Institute. Almost all of my experience in project management has been in product development, and the PMP training provided a broader perspective on other types of projects. I was particularly intrigued and somewhat amused by the use of quantitative measures of project status based on Earned Value Management (EVM).

I can see why EVM would appeal to a lot of project managers and their sponsors and stakeholders. Everybody wants to know how the project is going and whether it’s on-track, both in terms of schedule and budget. They want a simple, unambiguous answer, without having to look at all the details. The EVM metrics provide project status and a projection of the future, in terms of the value and expenses of the project’s tasks that are already completed and still remaining.

The problem for many projects is that it requires a lot of planning and discipline to use EVM. Not only do you have to generate a full Gannt chart showing all tasks and dependencies, but you also have to estimate the cost and incremental value-added for each of those tasks. That’s going to be just a guess for projects with little historical reference or leverage. Quantitative metrics are generally less valuable when they’re based on a lot of qualitative assumptions, despite the appearance of analytical precision.

Whether or not you use EVM, everybody wants to express project status in terms of a percentage. “We’re about 90% done, just a little bit more to go, and we’re looking good to meet the deadline.” This kind of oversimplification often fails to recognize that the pace of progress in the past is not necessarily the pace of the future, especially when sub-projects and their deliverables are integrated together and tested against the requirements.  There’s an old saying in software development that the last 10% of any software project takes 90% of the time, which is one of the reasons why agile development techniques have become popular.

While I applaud the attempts to quantify project status, I would assess a project in terms of tasks and deliverables actually either fully-completed or not, not “90% complete.” For large projects it’s useful to report deliverable completion status at checkpoint reviews where stakeholders can confirm that previously-agreed-upon milestone criteria have been met. This binary approach (done or not-done) may seem less quantitative, but it’s also less squishy. The overall status of the project is defined by the phase you’re currently in and the most-recent milestone completed, which means that all of those tasks leading up to the milestone have been completed.

That still leaves the problem of assessing the likelihood of future success: will the project finish on-time and on-budget? At some point you’re going to have to use your best judgment as a project manager, but instead of trying to distill your status to a single number isn’t it more useful to talk about the remaining tasks, risks, and alternatives? Sometimes more information really is better.



1. PM Hut - November 18, 2013

Almost done means that the task is 50 to 60% away from completion. Done means that it’s only about 20% away from completion.

Of course, in odd occasions, almost done really means it’s almost done, and done really means it’s done. But this is the exception and not the rule.

That’s based on my experience.

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