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Sample project estimates

Project sizing and estimates

Every learning development project has its own scope, characteristics, and development needs. It deserves appropriate attention focused on all of its components, and a realistic estimate of the size of the project should be available as early as possible.
But what is an appropriate estimate? How accurate does it need to be? Who uses this estimate? and for what?

"Ballpark" Estimate

A "ballpark" estimate is typically developed within the first few hours of project work, as soon as the scope and design parameters are known. It is only used until the learning design is complete (when it is replaced by a detailed estimate). "Ballpark" estimates are typically accurate within plus or minus 50%. They are used by the project sponsors to calculate the likely project budget and determine if a project should be given initial approval to start up.To develop the initial budget figure, multiply the ballpark estimate (in hours) by the hourly cost used by your organization (e.g. a ballpark estimate of 30 hours, at an hourly rate of $250 gives a recommended budget of $7,500).

Project plan and detailed estimate

Once the learning design is complete, the "ballpark" estimate needs to be replaced with a new, more detailed, project estimate. This estimate is usually accompanied by a project plan that describes how each component of the project will be developed, tested, and packaged into the final learning product. Detailed estimates are typically accurate within 25%.
Project sponsors will review the detailed estimate and determine if the project can go ahead as planned, or if it should be modified, or cancelled.

For a simple tool to assist you in developing initial recommended budgets and "ballpark" estimates for your learning project, click on Ballpark estimate calculator

Sample learning projects

"Ballpark" estimates for:

• 3 hour workshop
Developing and testing a workshop of medium complexity featuring a 50/50 split of learning sessions and confirmation exercises, with moderate research requirements, including creating a "train the trainer" manual
     Recommended budget: $6,250 (25 hours)


• 90 minute seminar
Developing and testing an effective seminar, with medium complexity and moderate research requirements, and creating a useful attendees manual
     Recommended budget: $4,500 (18 hours)


• 45 minute Webinar
Creating an effective webinar, with medium complexity* and moderate research requirements
     Recommended budget: $2,250 (9 hours)


• Development of a 38-page eBook
Creating a well-structured eBook, with medium complexity and moderate research requirements**
     Recommended budget: $7,500 (30 hours)


• Creating a 20 minute video
Creating a compelling presentation video, of medium complexity*** with only light research requirements
(includes video and audio capture of presenter in front of green screen, no animations, insertion of simple backgrounds, and limited post-editing)
     Recommended budget: $7,000 (28 hours)

Note.

* Medium complexity is appropriate where both the material and the technical environment are well known. If the environment is not well known (e.g. if new to developing webinars or videos, consider changing the complexity level to "High". In our example above, this would increase the estimate for the 45 minute webinar from 9 hours for an expert, to 20 hours for someone just becoming familiar with webinar creation.

** An eBook of 38 pages or so equates to (approx.) a 1.5 hour seminar (approx. 25 pages = 1 hour), combined with the creation of a textbook. This provides a starting point for the initial estimate, and can be refined through experience, or when a detailed estimate is developed.

*** The video environment tends to introduce significant complexity to the learning development for all except the most expert developers. Creating a high quality video product typically takes many retries, and much time consuming video and audio editing. For a newcomer to this medium, it may be best to estimate these types of learning project as a "High" or "Very High" complexity project. This change would increase the contingency time allocated to the project. In our example above, changing the complexity level from "Medium" to "High" will increase the estimate from 28 hours to 69 hours.