Bilardo2 15-2012

National Aeronautics and Space AdministrationA Project Management Toolkit forSpace Flight ProjectsVincent J. Bilardo, Jr., PMPSusan E. Kolibas, PMPNASA Glenn Research CenterPresented at NASA Project Management ChallengeConferenceFebruary 23, 2012www.nasa.gov

Content • Context • Toolkit Current State • Toolkit Data Flow • Demonstration • Lessons Learned • Toolkit Future State • PayoffNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 2

ContextToolkit development driven by NASA GlennResearch Center’s Strategic Action PlanStrategic Goal 3:Deliver Program and Center Governance StructureProject Management Established Operating RigorousExcellence (PPME) Cadence (Monthly Processes (NPR, GLPR, HBK,that results in Reviews, PPBE, Mile stone Calendar) etc)successful missions PPME Frameworkfor our customers and Execution Standardized Metrics Toolschallenging, long-term (EVM, Budget (Project Execution, Procure Managementassignments for ment Execution, etc) Trained Proficient Toolkit)continued Staff (PMs, PP&C Staff,achievements. Team Members)National Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 3

A Little History… What is the Project Manager’s Toolkit? PROJECT MANAGER’S TOOLKIT A web-served collection of user friendly tools that enable rigorous project planning! • Incorporates NASA standards and best practices: •NPR 7120.5c and 7123 •Competency Mgt System • Fully tailorable to user’s unique project needs • Puts powerful project formulation tools at user’s fingertips: •Historical Program Database NASA SimVision® models people at work •Design Structure Matrix Organization Simulation Technology •Analytical Hierarchy Process •Project Simulation Organizational norms shape their work, communications,2006 Page 5 Meeting decisions, and leadership Decision Meeting Rework Twenty-five years of Stanford Rework Communication Direct Work University research and ten Direct Work Decision years of commercial application Communication Direct Work validate its accuracy andDelivering an reliability We have modeled NASAs VAMS (Virtual Airspace Modelingoperational Rework System) project and the Constellation Systems Coordination Engineering organization 2011Toolkit is not SimVision is part of the NASA Project Manager’s Toolkiteasy! 2008 2/13/2012 PMC 2008 Ares I-X Upper Stage Simulator Team 12National Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 4

Current Toolkit Portal – Feb 2012 The PPME Toolkit is an online one-stop portal developed to facilitate rigorous, compliant, life cycle-based: - Proposal Development - Project Planning - Project Execution - Project Control & ReportingNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 5

Current Toolkit Portal GLenn Procedural Requirements (GLPRs) developed to implement NASA Procedural Requirements 7120.5, 7123.1, 7150.2, 8700.XNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 6

Current Toolkit Portal Toolkit brings GLPRs “to life” by serving up the process flows and templates via mouse clicksNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 7

Toolkit Standardizes ProjectPlanning WBS: • Standard Work X Level 0 Top Level Project Life Cycle Milestones Breakdown WBS: X.Y Structure Project Level 1 WBS Elements / through each Control Accounts Team defines WBS: project phase X.Y.Z the Level 2 Work / Planning Packages Resource Loaded Schedule WBS: • Facilitates X.Y.Z.A (RLS) Level 3 communication Tasks / Deliverable Products between Performi WBS: ng Orgs X.Y.Z.A.B Projects and assign Level 4 Staffing Assignments Performing Orgs staff by name to project tasksNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 8

Toolkit Data Flow PPBE Cycle Planning Mode Execution Mode (prior to FY start) (after FY start)Project Planning &Estimating (PP&E) EVM System Obs, Costs Actuals Template Baseline Plan, Cobra / Winsight .xlw Enterprise Schedule, Budget Server Updates Resource Loaded Reporting Data Translator Schedule (RLS) Templates .mpp .xlw , .pdf, .ppt GRC ICA Financial Data Translator Template Systems .xlw or .pdf e.g. SAP/BW Data GRC Cost Translator Model .xlw Agency Data Phasing Plan Budget Translator Template Systems .xlw e.g. PMT Schedule PPME Toolkit Status Legacy Tools/Systems Schedule Updates ReportsNational Aeronautics and Space Administration

Project Planning & Estimating (PP&E)Template Demo • PP&E to Resource Loaded Schedule (RLS) Data TranslationNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 10

Demo: Project Planning & Estimating Template enablessingle point of entry WBS definition and resource estimating,automatically translated into Microsoft Project Define the WBS ElementsNational Aeronautics and Space Administration Space Flight Systems Project Forum 09/26/2011 11

The Project Planning & Estimating Template enablessingle point of entry WBS definition and resource estimating,automatically translated into Microsoft Project Define the WBS Elements Add Tasks, Durations , and Resource Document Estimates Basis of EstimateNational Aeronautics and Space Administration Space Flight Systems Project Forum 09/26/2011 12

The Project Planning & Estimating Template enablessingle point of entry WBS definition and resource estimating,automatically translated into Microsoft Project Define the WBS Elements Add Tasks and Resource Estimates Import into Microsoft Project Resource Loaded Schedule templateNational Aeronautics and Space Administration Space Flight Systems Project Forum 09/26/2011 13

Resource Loaded Schedule (RLS)Demo • RLS to Cost Model Data Translation • RLS to Phasing Plan Data TranslationNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 14

RLS to Cost Model Translation Scheduled resources generate cost via standardNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 15

RLS to Cost Model TranslationTranslatorsetup:Filter by date range, FY, or WBSOutput by year, quarter, or monthNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 16

RLS to Cost Model Translation Output to Excel Includes estimate per resource code (hours for labor, $K forNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 17

RLS to Cost Model Translation Output to Excel includes  Cost by FY of each WBS ElementNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 18

RLS to Cost Model Translation Output to Excel-based GRC Cost Model includes:  Cost by FY of each WBS Element  TotalNational Aeronautics and Space Administration Project Management Challenge 2012 Project February 23, 2012 19

RLS to Phasing Plan Translation Output to Excel-based GRC Phasing Plan template includes:  FTE labor hours by month  Procurement cost or obs basis phasing by month for each discrete procurementPhasing Plan templatesrolled together by GRCOCFO and loaded toAgency ProgramManagement Tool (PMT)National Aeronautics and Space Administration Space Flight Systems Project Forum 09/26/2011 20

Lessons Learned to Date• Develop and baseline a standard GRC Resource Breakdown Structure for use in all Toolkit tools and templates.• Develop set of RLS templates with standardized WBS/task structures by project category. - Develop standardized list of typical project deliverables and associated BOEs based on mining historic project actuals.• Develop work instructions, guidance, and training for each of the Toolkit modules to assist project teams with successful adoption.• Define a CM process for establishing the integrated cost-schedule baseline, and controlling changes to it.• Provide tailored level of scheduling support for smaller projects.• Solve the detail-level issues to ensure the RLS captures the complete integrated cost-schedule baseline: - Cost basis scheduling vs. obligation basis planning - Prior year un-costed carry-in - Center assessments and service pools - Accounting for “overhead” (e.g. meetings, training, etc.) - Balance RLS standardization (e.g. custom data field use) vs. scheduling flexibilityNational Aeronautics and Space Administration Project Management Challenge 2012 February 23, 2012 21

PPME Toolkit Portal - Future State Transition current PPME Toolkit portal from .html to MS SharePoint to enable: • Management Dashboards • Project Budget, Schedule, Risk Reporting • User & Project Team file sharing • Improved file management & searchNational Aeronautics and Space Administration 22

Resource Loaded Schedules –Future State Activate Portfolio Management via MS Project Enterprise Server Importing An Existing Schedule Imports and Saves Works Schedule Publishes Manages Schedule Monitors Existing and Saves to Schedule and Executes Portfolio Schedule Draft Database when ready Subsequent Data Onto (Does NOT Publications on Project Publish) the Server Server Scheduler Portfolio Analyst Draft / Published Reporting Archive Working (PWA) ProductionNational Aeronautics and Space Administration 23

The Payoff: Why are we doing this? • Improve up front project planning. • Integrate cost, schedule, and technical baselines. • Increase efficiency and hands-on labor savings. • Streamline PPBE process and enable rigorous and faster PPBE responses. • Enable rapid “what if” analysis in response to budget & schedule changes. • Enable rapid, accurate requirement/technical change impact assessments. • Enable quick, accurate, centrally handled data call responses. • Enable true Space Flight Portfolio Management.National Aeronautics and Space Administration 09/26/2011 24

Bilardo2 15-2012

by NASAPMC on Mar 02, 2012

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