Estimation and Planning

During the pre-sale of a project, an effort estimation is always due to be able to correctly price the project. Price is a direct consequence of the amount of "days" that can be used to carry out the project.

However, at the beginning of each project, a second estimate will be done, and it will be in charge of the Project Leader and reviewed by the COO for acceptance. Based on this estimate (which may differ from the first, if accepted by the COO) and the relative project planning, the right team with the needed skills will be allocated.

Every single project or product, should fit inside the general capacity plan that is managed by the COO, in order to be always sure to be able to deliver everything.

Capacity Plan

In order to improve the alignment of people with the strategy of the company, the COO will periodically publish the updated capacity plan in the Sharepoint "BigData" / "Capacity Plan". Capacity Plan can help people in understanding:

  • their own priorities and allocations, improving their level of autonomy.
  • overall people allocation and teams composition
  • which projects are in pipe

Anyway this document is not "reactive", then allocations may change in case of emergencies or contingencies, and everyone is empowered to propose modifications for its own allocation in case he feels it is not reflecting the real needs and priorities of the company.

Keep in mind that capacity plan is not always precise in every details and very often when projects are still in proposal phase, you will find hypothetical allocations that could change week by week. The only allocation that is 100% sure is the one related to a project that is already started.

Here the legend to comprehend the document.

  • Project: Name of the project or sub-project
  • Team: members involved in the activity
  • Allocation: default allocation for each team member (this is a technical column, not relevant for the reader)
  • Capacity x unit: number of MD ( man days ) allocated for a specific team member
  • Capacity Requested: total estimation of MD for the project
  • Capacity Tot: total amount of allocated MD

Then you have the allocation percentage of each team member on a bi-weekly base. This is the important factor to be autonoumous in allocating activities properly.

Team Organization

Each project or product will be a circle in which the following roles may be present:

  • Project Leader - mandatory
  • Developer - mandatory
  • Architect - mandatory
  • Devops - optional
  • PMO - optional
  • Account - optional

Project lifecycle

It is important to understand that not all the customers are embracing Agile methodology, that is our preferred way to manage a project. Then towards the customer we expose a very simple lifecycle:

  • Design
  • Implementation
  • User acceptance Test
  • Deployment

While internally we adopt Agile with fine grained iterations as described in Software Development section.

We also categorize projects in two types:

  • Formal: the customer requires an end to end solution released in production and with full visibility on deliverables. Customer also produces detailed requirements and both functional and technical analysis are required.
  • Informal: requirements are leaking, we have to deliver quick win to the customer and the process is clearly iterative.


The Design phase of a project or project iteration has a mandatory involvement of the Project Leader and the Architect, and optional involvement of the Developer (at the discretion of the Project Leader). The deliverables needed at this stage are:

  • High-Level Design ( HLD )
  • Functional Analysis (If the complexity of the problem requires it and we are in the context of a Formal project, this tends to be provided by the customer and validated by the project team )
  • Low-Level Design ( LLD)

The Project Leader contact the Architect assigned to their circle to define the HLD document taking into account the following factors:

  • Functional requirements of the project
  • Possibly pre-existing architecture
  • The client's ability to exercise the new architecture (in case Agile Lab is not in charge of the run and maintenance service )
  • Deployment Technical Constraints
  • Agile Lab Technical Strategy
  • Skill of the team that composes the project circle

The HLD is the starting point for discussion and alignment with the development team, and it is an accountability of the "architect". The HLD should go into the following topics:

  • Logical architecture
  • Physical architecture
  • Software architecture
  • High-level data flow
  • Integrations
  • Performance analysis (if necessary)

The development team must now work on a Low-Level Design, where it is needed to go into details about logical flow, error handling, interface sketch, logging, patterns and all is needed to align the expectations of the customer and the project leader, to the understanding of the problem by the development team.

The LLD must be implemented in the form of Issue GitLab to form the project backlog, which will then be iteratively refined throughout the project. Issues can also be integrated with documents, schemas, and everything you think is necessary to make each development task understandable. The LLD in AgileLab is considered an internal phase, unless a customer is explicitly requesting it in terms of documentation.

At this stage, it is also necessary to involve the "Chief Developer" who will indicate which software components already developed in the past should be reused or can provide indications on which components could become an asset for the future. The LLD must then be shared with the Architect and Project Leader and approved by them.

At this point, there are conditions to start the development.


This phase, is tipically not visible to the customer and explained in the section Software Development

From an operations standpoint we enforce three type of controls along the project lifecycle:

Delivery Control

the Project Leader about once every two weeks holds a "tactical meeting" with the COO (Delivery Leader) to update the progress and possibly highlight issues to be addressed at operational level. From a formal point of view, the information within Gitlab must always be updated and provide all the necessary details about the status of the project.

Every three weeks, however, there will be a governance meeting within the "Project Delivery" circle where any organizational issues within the various projects will be discussed, including resource staffing.

The Project Leader within his circle is free to organize the work and coordination methods that he reputes most appropriate and for this reason no further details will be defined on this matter, as stated in the handbook regarding the circle's properties.

In "formal" projects, the PMO also maintains and exports to the customer a higher-level project plan drawn up with Microsoft Project and helps the Project Leader to manage the communication flow with the customer.

Technical Control

At the beginning of each project, an "Architect" is assigned to agree on the system architecture and the technologies that will be used, so that customer expectations and technological consistency will be preserved.

Along the implementation phase, the Project Leader is responsible for the quality of the code and all the technical detail choices that arise daily, this is happening through a system of code review and feedbacks. Each member of the development team should be proactive in solving problems and sharing solutions with the Project Leader and the Architect as far as they are concerned. If the choices to be made represent a change or introduce new aspects to the system from an architectural standpoint, it will be necessary to align the Architect and produce also a new version of HLD .

Each team member must be respectful of the Project Leader's organization and decisions, helping him to maintain the leadership and taking care about team success. If the Project Leader does not have enough technical leadership to make right decisions, he can use the support of the architect and the "Chief Developer".

Wrapping up in case of implementation needs the reference point is the circle "Software Development" that will provide best practices and guidelines, but that will not be in charge to provide solutions that modify or disrupt the behavior of the system. If the proposed solution changes the behavior of the system, a comparison with the architect is therefore required. The "Software Development" circle, that should take care about software quality of the entire factory and the technical growth path of the individual developers, may require to have in-depth sessions with the project team and/or participate in the code review phases with individuals.

It is very important to distinguish between a theme of "system" and a theme of "implementation", the "software developer" can suggest system solutions (as well as others that participate in informal meetings or brainstorming sessions ), but these must always be reported and validated by the architect to be sure to take decisions with the appropriate context and vision.

Financial Control

The costs of Agile Lab projects are kept under control with a budgeting tool: elapseit. Company staff will need to fill out allocation timesheets directly on this tool on a weekly basis, to allow appropriate cost tracking and reporting.

Strategic Control

For a project leader it is very important to understand deeply the context in which the project takes place and the underlying strategy that Agile Lab applies to that customer.

Then, a customer brief will be carried out at the beginning of the project. This will be done on a regular basis or in case of specific needs, for the duration of the project.

The customer brief takes place between the account and the project leader and the following information is shared:

  • Actual importance of the customer for Agile Lab
  • Prospective importance of the customer for Agile Lab
  • Where the project is located in the overall customer strategy
  • What topics or projects will be pushed to the customer in the next months
  • What aspects or dynamics should be seized by the project leader

Found an error in the handbook? The source code can be found here. Please feel free to edit and contribute a merge request, powered by Gitbook
Modified at: 2021-09-22 07:41:17

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