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    Ken poole Ken poole Presentation Transcript

    • NASA PM Challenge 2010 Program Planning & ControlHandbooks – Guides to Excellence Ken Poole NASA/MSFC/CS40 PP&A Team 256-544-2419 Used with Permission
    • Contents1. Purpose of This Session2. Background • What are PP&C Handbooks? • Why are PP&C Handbooks Needed? • Who are the Handbook POC’s? • When were the Handbooks Developed? • Where Can I Get The PP&C Handbooks?3. Handbook Content Overview • WBS Handbook • Schedule Management Handbook • Integrated Baseline Review (IBR) Handbook • CAM Handbook for EVM4. Questions? 1
    • Purpose of This SessionTo share an awareness of the guidance andsupporting “help” material that has beendeveloped by NASA and is available to allCivil Servant and Contractor personnel foruse in improving the Agency’s capability formanaging and controlling programs/projects. 2
    • BackgroundWhat are PP&C Handbooks?• “How to” guides for key Agency Program Planning and Control (PP&C) processes  Work Breakdown Structure (WBS)  Schedule Management  Integrated Baseline Reviews (IBRs)  Control Account Manager (CAM) Activities for EVM• “Best practices” for PP&CThey are Not …• Requirements documents 3
    • BackgroundWhy are PP&C Handbooks Needed?Critical PP&C improvements needed in basic Knowledge, Skills, Policies,Tools, Processes, Practices, Standardization, Consistency, and Training WBS Scheduling IBR’s CAM Role • MdM System • IMS • When ? • PMB Dev • Codes (NSM Sys) • Level of Detail • Review Team • Work • Std Templates • Relationships • CAM Discussions Authorizations • Product-Oriented • Slack (Float) • Data Analysis • CA Planning • Hierarchy • Critical Path • Findings • IMS Dev & Update • WBS vs CWBS • In-house / • Templates • Variances • WBS Dictionary Contractor • Briefings • BCWP (Earned) • Do’s and Don’t’s • Status • Closure • EAC’s • Uses • Baseline • Change Mgmt • Reports 4
    • BackgroundWho are the Handbook POC’s?• NASA Work Breakdown Structure (WBS) Handbook  Ken Poole – MSFC (256-544-2419)• NASA Schedule Management Handbook  Ken Poole – MSFC (256-544-2419)• NASA Integrated Baseline Review (IBR) Handbook  Kristen Kehrer – KSC (321-867-3691)• NASA Control Account Manager (CAM) Guide for EVM  Greg Smith – MSFC (256-603-5807) 5
    • BackgroundWhen were the Handbooks Developed?• PP&C Handbooks conceived by the “Old” Agency EVM Focal Point Council (Early 2004)• Mature drafts of the NASA Schedule Management Handbook and the NASA IBR Handbook were available on the NASA EVM website (Fall 2006)• Final Agency reviews for formal issuance were put on hold due to NPR 7120.5D updates and changes in OCE management at NASA HQ (From late 2006 - early 2008)• Handbook effort was resumed and expanded by the “New” EVM Working Group (June 2008) 6
    • BackgroundWhen were the Handbooks Developed? (cont’d)• Additional PP&C Handbooks initiated:  Work Breakdown Structure (WBS) Handbook (June 2008)  Control Account Manager’s (CAM) Handbook for EVM (April 2009)• Final Agency review and update for formal issuance late 2009 – early 2010 (for Schedule Mgmt, WBS, and IBR Handbooks only)• Final review of CAM Guide for EVM (Spring 2010)• NASA CAM Guide for EVM Handbook formal issuance (Summer 2010) 7
    • BackgroundWhere Can I Get the PP&C Handbooks?• Contact the appropriate POC (see page 5)• Download from the NASA EVM website: http://evm.nasa.gov/handbooks.html 8
    • Handbook Content Overview WBS HandbookContent Overview 9
    • Handbook Content Overview Work Breakdown Structure (WBS) HandbookPolicy:NPR 7120.5 (NID), NASA Space Flight Program & Project Management RequirementsNPR 7120.7, NASA Information Technology & Institutional Infrastructure Program & Project Management RequirementsNPR 7120.8, NASA Research & Technology Program & Project Mgmt Requirements1. The WBS and WBS Dictionary requirements contained in the above documents apply to all types of NASA programs and projects depending on the product line involved.2. Projects must use NASA’s standard Level 1&2 WBS templates.3. It is the responsibility of each Project Manager and their project team to ensure that the WBS requirements are adhered to throughout the life of the project. 10
    • Handbook Content Overview Work Breakdown Structure (WBS) HandbookWBS Overview:• Definition• WBS Hierarchy (includes NASA Structure Mgmt (NSM) system)• Project WBS and Contractor (CWBS) Relationship• WBS Elements by Other Performing Entities• WBS Development GuidelinesWBS Development and Control:• WBS and the Project Life Cycle• WBS Activities and Responsibilities• Compatibility with Internal Management Systems• Correlation with Other Requirements• Number of Levels (Relationship with EVM)• Change Control 11
    • Handbook Content Overview Work Breakdown Structure (WBS) HandbookWBS Development and Control: (cont’d)• Coding WBS Elements• Preparing Element Tree Diagrams• Preparing the WBS Dictionary• WBS Development Checklist• Using the Standard WBS Level 1&2 Templates• Common Errors in Developing a WBSWBS Uses:• Technical Management• Performance Management (EVM)• Work Identification and Assignment• Schedule Management• Cost Management 12
    • Handbook Content Overview Work Breakdown Structure (WBS) HandbookWBS Uses (cont’d):• Configuration Management• Risk Management• Specification Tree• Integrated Logistics SupportAppendices:• Acronyms• Glossary of Terms• Standard WBS Templates• Standard WBS Data Requirements Document• Contractor CWBS Example 13
    • WBS Handbook Content SamplesHelps: Guidelines, Checklists, Illustrations, Responsibilities, etc. 14
    • WBS Handbook Content Samples Helps: Guidelines, Checklists, Illustrations, Samples, etc. 15
    • Handbook Content OverviewSchedule Mgmt Handbook Content Overview 16
    • Handbook Content Overview NASA Schedule Management HandbookPolicy:NPR 7120.5 (NID), NASA Space Flight Program & Project Management RequirementsNPR 7120.7, NASA Information Technology & Institutional Infrastructure Program & Project Management RequirementsNPR 7120.8, NASA Research & Technology Program & Project Mgmt Requirements1. Sound schedule management requires the establishment, utilization, and control of a baseline master schedule and its derivative schedules.2. An Integrated Master Schedule (IMS) provides the framework for time phasing and coordinating all project efforts into a master plan to ensure that objectives are accomplished within project or program commitments.3. It is the responsibility of each Project Manager and their project team to ensure that the schedule management requirements are adhered to throughout the life of the project. 17
    • Handbook Content Overview NASA Schedule Management HandbookSchedule Management Overview:• Schedule Management Approach• Roles and Responsibilities• Contractor Schedules and Coordination• In-house Schedules and Coordination• External Organizations Schedules and Coordination• Schedule TrainingSchedule Management Tool Considerations:• Functional Capabilities• Interface Capabilities• Technical Capabilities 18
    • Handbook Content Overview NASA Schedule Management HandbookPre-Schedule Development:• Assignment of Project Planner/Scheduler• Program/Project Scope• Project Work Breakdown Structure (WBS)• Project Organizational Breakdown Structure (OBS)• Project Funding• Project Documentation• Baseline Change Log• Schedule RequirementsIntegrated Master Schedule Development:• Data Input and Arrangement 19
    • Handbook Content Overview NASA Schedule Management HandbookIntegrated Master Schedule Development (cont’d):• Task/Activity Definition• Task/Activity Sequencing• Duration Estimating• Resource Planning• Schedule Margin Planning• Establishing the IMS BaselineStatus Updates and Schedule Maintenance:• Status Update Accounting• Schedule Maintenance• Schedule Data Back-up and Archive 20
    • Handbook Content Overview NASA Schedule Management HandbookSchedule Assessment and Analysis:• Levels of Insight• Schedule Logic Credibility Health Check• Critical Path Identification and Analysis• Schedule Performance Trend Analysis• Baseline vs. Current Comparison and Analysis• Schedule Margin Assessment• Validate Cost/Schedule Correlation• Cost/Schedule Risk Assessment (C/SRA) & Joint Confidence Levels (JCL)• Duration Compression• Earned Value Schedule AnalysisSchedule Control:• Baseline Content 21
    • Handbook Content Overview NASA Schedule Management HandbookSchedule Control (cont’d):• Baseline Control Process• Re-planning• Re-baselining• Current Schedule ControlSchedule Reporting:• Management Summary• Detailed Logic Network• Critical Path Identification• Total Slack Report• Schedule Risk• Schedule Margin Metrics• Performance Trends 22
    • Handbook Content Overview NASA Schedule Management HandbookSchedule Data and Lessons Learned Archival:• Schedule Archives• Lessons Learned• Historical Narrative• Data StatisticsAppendices:• Acronyms• Glossary of Terms• Data Requirements Descriptions (DRD)• Schedule Training Topics• Schedule Management Reference Card• Schedule Management Plan Template• Schedule Assessment Checklist 23
    • Schedule Handbook Content Samples Helps: Guides, Checklists, Formats, Illustrations, etc. 24
    • Schedule Handbook Content Samples Helps: Guides, Checklists, Formats, Illustrations, etc. Schedule Health Check 25
    • Handbook Content Overview IBR HandbookContent Overview 26
    • Handbook Content Overview NASA Integrated Baseline Review (IBR) HandbookPolicy:NPR 7120.5 (NID), NASA Space Flight Program & Project Management RequirementsNPR 7120.7, NASA Information Technology & Institutional Infrastructure Program & Project Management Requirements1. IBRs will be implemented on in-house and contracted efforts in accordance with the requirements in the NASA FAR Supplement on implementation of EVM. Schedule IBR reviews not later than 180 calendar days after authority to proceed or not later than 60 calendar days after a significant funding or work scope realignment.2. It is the responsibility of each Project Manager and their project team to ensure that the IBR requirements are adhered to throughout the specified phases of the project. 27
    • Handbook Content Overview NASA Integrated Baseline Review (IBR) HandbookIBR Preparation:• Determination of Need for an IBR• IBR Planning• Team Roles and Responsibilities• Determination Supplier Readiness for the IBR• IBR Notification Letter/Documentation• IBR Guidance Package• Training• Travel Arrangements/IBR LogisticsOn-Site IBR:• On-site Discussions• IBR In-briefs• CAM Discussions 28
    • Handbook Content Overview NASA Integrated Baseline Review (IBR) HandbookOn-Site IBR (cont’d):• CAM Discussion Guidelines• IBR Documentation and Forms• IBR Out-briefsIBR Closeout:• Reporting Results of the IBR• Tracking Concerns• IBR Closeout Letter• Lessons learnedAppendices:• IBR Checklist• Proposed Statement of Work Input 29
    • Handbook Content Overview NASA Integrated Baseline Review (IBR) HandbookAppendices (cont’d):• Responsibility Assignment Matrix (RAM) - Sample• IBR Notification Letter Template• IBR Guidance Package• IBR Training• IBR In-brief Template• Documentation and Data Trace Evaluation Template• IBR Logs• Out-brief Samples• IBR Letter of Findings Template• IBR Report• IBR Closure Notification Letter Template• Glossary• CxP Candidate Risk Assessment Form 30
    • IBR Handbook Content SamplesHelps: Guides, Checklists, Templates, Forms, Training, etc. 31
    • IBR Handbook Content SamplesHelps: Guides, Checklists, Templates, Forms, Training, etc. 32
    • Handbook Content Overview CAM HandbookContent Overview 33
    • Handbook Content Overview Control Account Managers Handbook for EVMPolicy:NPR 7120.5 (NID), NASA Space Flight Program & Project Management RequirementsNPR 7120.7, NASA Information Technology & Institutional Infrastructure Program & Project Management RequirementsAs a minimum, EVM principles, as defined by ANSI/EIA-748, Earned Value ManagementSystems, apply from KDP C through KDP E, if the projects life-cycle cost is at orgreater than $20M. The EVM principles include the following: 1) Plan all work scope for the project from inception to completion 2) Break down and assign the work scope to a responsible person for control of technical, schedule, and cost objectives 3) Integrate work scope, schedule, and cost into a Performance Measurement Baseline against which accomplishments may be measured and changes controlled 4) Use actual cost incurred and recorded in accomplishing the work performed 5) Objectively assess accomplishments at the work performance level 6) Analyze variances, forecast impacts, and prepare EACs based on performance to date 7) Use EVMS information in the organization’s management processesNote: A CAM has the primary role in implementing the above EVM principles 34
    • Handbook Content Overview Control Account Managers Handbook for EVMIntroduction:• Purpose• Definitions• Responsibilities• Earned Value Management System Process FlowEarned Value Management Process:• Authorization to Proceed • Establish the EV Technique• Statement of Work • Control Account Plan• OBS • Preliminary IMS and Budget• WBS & WBS Dictionary • Cost & Schedule Risk Assessment• Cross Reference SOW and WBS • Establish Performance Meas. Baseline• Responsibility Assignment Matrix • Establish Project Budget Log• Establish Charge Numbers • Establish Mgmt Reserve Log• Work Authorization Document • Collect Actual Cost• Plan the Work • Record Schedule Status & Forecasts• Schedule and Budget the Work • Record EV Using EV Techniques 35
    • Handbook Content Overview Control Account Managers Handbook for EVMEarned Value Management Process (cont’d):• Update the IMS • Management Action• Determine EV Performance Data • Internal Re-planning Required?• Variance Analysis • Change Request• Threshold Tripped? • Management Reserve Applied• Variance Analysis Report • Reconcile Budget Log & Mgmt Reserve Log• Update Forecast (Cost & Sched)Cost Performance Reports (CPR):• Format 1 (by WBS)• Format 2 (by OBS)• Format 3 (baseline)• Format 4 (Staffing)• Format 5 (Variance Explanation) 36
    • Handbook Content Overview Control Account Managers Handbook for EVMEVM System Surveillance:Earned Value Management System Reviews:• Progress Assistance Visits• Validation Reviews• Integrated Baseline Reviews• Reviews for CauseAppendices:• Control Account Manager Checklist• Principles to Guidelines Mapping• Data Requirements Documents• System Architecture• Control Account Manager’s Notebook 37
    • CAM Handbook Content SamplesHelps: Guides, Illustrations, Templates, Formats, etc. 38
    • CAM Handbook Content SamplesHelps: Guides, Checklists, Illustrations, Formats, etc. 39
    • Handbook Content Overview Questions? 40