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Deltek Insight 2011: Cobra 5.0 Implementation Ideas

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  • 1. EPM 221: Cobra5.0 ImplementationIdeasNot sure where to getstarted with yourimplementation?Insight 2011Presented byLisa McCann, SGT, Inc.
  • 2. Overview and Takeaways  This session will provide you the insight you need to develop table structures, control accounts and work package structures, integration wizard features, and reporting features.  By attending this session, you will be able to:  Set up a Cobra Project and preferences  Load status, actuals and forecast  Prepare reports Comments inserted to note key 4.7 to 5.0 differences2 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 3. Agenda  SGT Overview and Background  Understanding the data and the reporting requirements  Establishing a project baseline  Statusing project information  Reporting project information  Questions3 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 4. SGT, Inc. Overview Long heritage with NASA  Supporting 8 NASA Centers  9 major prime contracts Provider of full life-cycle Engineering Services, Wallops, VA Scientific Analysis, Project Sioux Falls, SD New York, NY Management, and IT ISO 9001/2000 Certified/CMMI Level Cleveland, OH GREENBELT, MD 3 Certified Boulder, CO Landover, MD Moffett Field, CA DCMC Approved Purchasing System Los Angeles, CA AS9100 Certified Albuquerque, NM White Sands, NM Stennis, MS Exceptional record of performance on all contracts, including performance Titusville, FL based contracts Consistent history of successful cost Houston, TX control with no cost overruns 69% win rate as prime contractor Currently have technical staff with all levels of access, including TS/SCI, working for a variety of customers nationwide4 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 5. Reporting Requirements andTable Structures5 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 6. Reporting Requirementsthings to consider….  WBS Level Reporting requirements  What does the customer require? – (i.e. WBS Level 3, Control Account, Org)  What is the appropriate level for management oversight and insight?  Control accounts and work packages  What are they and what is the structure?  Department/Organization Numbers  Charge Number Structure  FTE or productive hours by month  Hierarchies (Summaries and level of detail for reporting)  Organization Chart Structure  Resource Titles  Result names  .xml outputs to wInsight  Code Fields for additional reports  Budget, actuals, EVM and forecast data will need to be in the same consistent data format (same titles, number of characters, etc.)6 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 7. Cobra TablesCalendar  Budgets in Cobra are spread over periods defined in the Fiscal Calendar. The fiscal calendar allows you to define the cutoff days, hours, and holidays for your company’s reporting calendar.  Fixed ($) and Floating Flags (*) are used to note what stage GFY11 Period 4 the project is in (PREVIOUS, TODATE, AT COMPLETE) January 2011  Typically based on company’s fiscal calendar Sub M T W T F S S  Used to estimate available productive hours each month to 1 27 28 29 30 31 1 2 2 3 4 5 6 7 8 9 establish the budget baseline 3 10 11 12 13 14 15 16  Usually around 1850 hours per year when taking into 4 17 18 19 20 21 22 23 account 10 paid holidays, 2-3 weeks leave, and historical Number of Weeks = 4 leave Scheduled Work Days = 18 Available Hours = 144  For example, based on this calendar, the hours to budget Productive Hours = 122 for January 2011 for 1 person would be Sub Productive Hours = 157  4 weeks in month x 40 hours = 160 = Holidays  Minus 2 holidays x 8 hours = -16 = Pay Day  Available Hours = 144  Minus 22 Hours of historical leave = 1227 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 8. Cobra TablesCodes WBS – Work Breakdown Structure product-oriented breakdown structure of hardware, software, services, data and other elements that organizes and defines the scope of the project OBS – Organizational Breakdown Structure - functionally oriented structure (org chart) RBS – Resource Breakdown Structure - Used as the New in 5.0, the WBS, OBS and framework for the assignment of work responsibilities and RBS are now called Codes and the prior codes (CAM) are also used for the cost summarization of resources (elements of included direct costs), such as Labor, Material, Subcontract and RBS is now also part of Resources and Rates Other Direct Costs (ODCs) integration feature When importing, now called Code Files - are lists that can be attached to Breakdown “ancillary files” Structures, Projects, Control Accounts or Work Packages to facilitate additional reporting and roll-up capabilities8 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 9. Cobra TablesRates Direct labor rates - Typically uses the on-board employee direct salary averages by skill category groupings (Engineer I, Analyst 3)  The rate file contains the group of rates used in calculating derived costs. Cobra allows multiple rate files within a project by allowing you to assign a different rate file for each Cost Class that allows you to have different rate files for budgets and forecasts or what-if scenarios FTE rates - Includes the rate calculation for an FTE (1/productive hours for the month) Burdens - Includes the rates for overhead, G&A, fee or other burdens9 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 10. Cobra TablesResources Contains the RBS hierarchy and calculations based on the rates. Each Resource is listed in the RBS with all applicable calculations, for example:  Engineer 1 Rate is $10.00/hr  Overhead is applied to direct costs at 20%  G&A is applied to Overhead and Direct at 10% Set up the Resource File information before importing the files Sort codes can be used for reporting Major change – no longer called Budget Element table, combines RBS, Rates and Calculations Need to set up resource file information ahead of time10 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 11. Cost Classes and Reporting Sets Can have multiple groupings, scenarios of these cost classes, for example  Budget = your real baseline budget  Planning Exercise = can copy budget and run scenarios  Forecast 1 = your real customer forecast  Forecast 2 = statistical forecast Can use this feature for pricings then incorporate into official baseline once those pricings are approved. Reports can be customized based on these cost classes Used to be called CB, AC or F1, now more title options and features11 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 12. Project ShellBring it all together All core files done, you are ready to create a new project and link these files to your project Once the project shell is created, the budget data can be imported through Excel flat files, keyed in directly or via schedules. Project preferences should be selected after shell is set up Can now copy preferences from another project and can now “save as” like MS Office products12 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 13. Integration Wizard Use the Integration Wizard to load all files Configuration files can be saved and are the views or selections you make as you go through the wizard This process is easier than 4.7, formats are cleaner and it makes more sense having 1 wizard for loading all files. Learn the titles of the columns for importing and use the same titles in .csv files13 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 14. Example TablesCodes - WBS, OBS, Code Files optional Code Description Parent Codes Thresholds BOE SOWNASA NASA Program any code file +/- 10% & $100K enter text enter text1.1.1 Spacecraft NASA1.1.1.1 Engines 1.1.11.1.1.1.1 Fuel System 1.1.1.1Resource ResourceNASA RBS Description Parent Ensure all codes tieLaborENG_I Civil Service Labor Engineer I NASA RBS Labor exactly in these tablesENG_II Engineer II Labor as well asRates Rate Set Description Value Date BudgetsENG_IENG_II Engineer I Engineer II $20.00 $25.00 5/1/2011 5/1/2011 ActualsGANDAFTE G&A Mth Full Time Equivalent 0.05 0.006666667 5/1/2011 5/1/2011 SchedulesResource Calculations Resource Description Result Field Name Units Rate Set Curency Result Code Source 1 lineENG_I Engineer I HOURS HOURS HOURS H 1ENG_I Engineer I FTE FTE FTE FTE F HOURS 2ENG_I Engineer I DIRECT DIRECT DOLLARS ENG_I T D HOURS 3ENG_I Engineer I GANDA GANDA DOLLARS GANDA T G DIRECT 4 14 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 15. Overview of the MonthlyProcess15 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 16. Monthly Process Advance • To move the floating flags to the last day of current fiscal month Calendar • Prepare Excel flat file in Cobra format, input directly, correct errors or add projectLoad Actuals placeholders if needed (i.e., new WPs, new Resources) • For LOE, just sets EV=Budget, for discrete, you can enter directly a % complete or otherCalculate EV technique or you can import status through flat files • Calculate initially to remove the ETC in the current month since actuals are loaded, then Calculate Forecast can load directly or use a statistical forecast or import from flat file, can have multiple • Under Analyze, can import variances directly and those can be copied over from month toLoad Variance Explanations month and are saved as part of official record, great for also importing into wInsight • Numerous canned reports available, can save as and customize based on your own sortsRun Reports and filters.Save monthly • Good process to quickly save a backup that includes all ancillary files and data backup file16 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 17. Reporting and Other CobraFeatures17 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 18. Reporting If the data is in Cobra, it can easily be sorted, filtered, graphed, summarized by any level, hierarchy, code field, result, resource, or cost class. Templates can be customized Custom reports and templates can be shared with a group Also used to export data from Cobra When running a Cobra Excel- based report in Office 2010, accept protected view and edit anyway in trust center.18 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 19. Example Reports CONTRACT PERFORMANCE REPORT FORM APPROVED FORMAT 1 - WORK BREAKDOWN STRUCTURE DOLLARS IN $K OMB No. 0704-0188 1. CONTRACTOR 2. CONTRACT 3. PROGRAM 4. REPORT PERIOD a. NAME a. NAME a. NAME a. FROM (YYYYMMDD) NASA PI Constellation Program Integration Project b. LOCATION (Address and ZIP Code) b. NUMBER b. PHASE 2010 / 12 / 01 Johnson Space Center N/A b. TO (YYYYMMDD) c. TYPE d. SHARE RATIO c. EVMS ACCEPTANCE X NO YES (YYYYMMDD) 2010 / 12 / 31 5. CONTRACT DATA a. QUANTITY b. NEGOTIATED c. ESTIMATED COST OF d. TARGET PROFIT/FEE e. TARGET PRICE f. ESTIMATED PRICE g. CONTRACT CEILING h. ESTIMATED CONTRACT CEILING i. DATE OF OTB/OTS (YYYYMMDD) COST AUTHORIZED UNPRICED WORK 1 2,315,033 0 0 2,315,033 0 0 0 6. ESTIMATED COST AT COMPLETION 7. AUTHORIZED CONTRACTOR REPRESENTATIVE MANAGEMENT ESTIMATE CONTRACT BUDGET VARIANCE a. NAME (Last, First, Middle Initial) b. TITLE AT COMPLETION BASE (1) (2) (3) Dale Thomas PI Project Manager a. BEST CASE 0 c. SIGNATURE d. DATE SIGNED (YYYYMMDD) b. WORST CASE 0 c. MOST LIKELY 0 2,315,033 2,315,033 8. PERFORMANCE DATA WBS CURRENT PERIOD CUMULATIVE TO DATE REPROGRAMMING AT COMPLETION BUDGETED COST ACTUAL VARIANCE BUDGETED COST ACTUAL VARIANCE ADJUSTMENTS BUDGETED ESTIMATED VARIANCE WORK WORK COST WORK WORK WORK COST WORK COST SCHEDULE ITEM SCHEDULED PERFORMED PERFORMED SCHEDULE COST SCHEDULED PERFORMED PERFORMED SCHEDULE COST VARIANCE VARIANCE BUDGET (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12a) (12b) (13) (14) (15) (16) 604746.01.01 Program Management 3,434 3,434 1,188 0 2,246 51,162 51,162 35,385 0 15,777 0 0 0 306,768 301,293 5,475 604746.01.31 Information Systems Office 2,722 2,722 990 0 1,732 36,764 36,764 27,855 0 8,909 0 0 0 239,177 238,433 744 604746.02.21.CA SEI Mgmt, Planning & Control0 (SE&I - Year 2) 0 66 0 -66 9,969 9,969 4,340 0 5,629 0 0 0 9,969 4,340 5,629 604746.02.22.CA Integrated Systems Performance (Prog Tech Integ) 0 0 1,087 0 -1,087 24,035 24,035 23,269 0 766 0 0 0 24,035 23,269 766 604746.02.23.CA Software Avionics-SAVIO 0 0 849 0 -849 28,916 28,916 25,264 0 3,652 0 0 0 28,916 25,264 3,652 604746.02.25.CA PRIMA (PRIMO) 0 0 134 0 -134 8,353 8,353 5,789 0 2,563 0 0 0 8,353 5,789 2,563 604746.02.26.CA SE&I Design & Integration 0 0 172 0 -172 7,834 7,834 5,827 0 2,007 0 0 0 7,834 5,827 2,007 604746.02.27.CA IT&V 0 0 190 0 -190 4,271 4,271 4,075 0 196 0 0 0 4,271 4,075 196 PP-604746.02.21 SEI Mgmt, Planning & Control (SE&I - Year 2) 1,067 1,067 0 0 1,067 3,200 3,200 0 0 3,200 0 0 0 47,375 47,375 0Control Account Work Package Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Cumulative1.1.4 / PM TSSC Project Management & Controls Scheduled 142,430.50 213,068.55 165,737.76 146,890.76 154,411.54 146,297.82 161,615.90 163,123.68 222,515.48 160,220.37 18,373.10 0.00 0.00 0.00 1,694,685.461.3.2 / SE TSSC Ground System Systems Engineering OBS Scheduled 109,339.58 195,088.87 130,894.33 126,400.02 124,857.45 126,578.70 127,533.32 124,007.69 179,151.80 127,704.30 5,712.29 0.00 0.00 0.00 1,377,268.352.1.2 / SC TSSC Science Team Support Scheduled 371.52 689.00 493.11 5,066.23 524.33 1,584.26 4,876.86 815.85 907.63 493.11 22.63 0.00 0.00 0.00 15,844.522.2.3 / SC TSSC Science Research & Development (R&D) Scheduled 31,698.61 37,914.00 32,278.87 31,115.71 32,728.18 31,110.13 31,223.10 34,810.61 39,052.29 33,314.95 550.17 0.00 0.00 0.00 335,796.622.3.2 / SE TSSC Cal/Val Development Scheduled 49,229.29 92,255.28 74,610.31 82,988.73 61,740.33 58,593.90 67,295.68 61,723.20 93,619.01 81,894.48 2,985.94 0.00 0.00 0.00 726,936.15 ISO Information Systems Office3.1.3 / DV TSSC Infrastructure Development Scheduled 10,667.44 25,800.52 15,764.63 19,052.51 14,987.71 17,421.56 16,368.57 19,591.72 23,280.66 15,503.48 740.92 0.00 0.00 0.00 179,179.723.2.2 / DV TSSC Collection Activity Planning Development Scheduled 135,169.42 162,519.53 88,248.77 90,567.46 123,891.93 96,728.13 106,487.54 38,156.32 46,437.79 30,960.37 1,426.95 0.00 0.00 0.00 920,594.193.4.2 / DV TSSC Ground Network Development Scheduled 130,790.16 96,655.06 81,994.59 101,423.07 50,586.68 36,664.51 47,452.23 29,289.12 84,395.07 6,238.54 276.36 0.00 0.00 0.00 665,765.37 1.204.1.3 / DV TSSC DPAS Development PM/SE Scheduled 37,258.91 68,957.56 49,425.76 49,397.06 46,994.78 44,521.10 49,393.48 51,929.84 73,856.75 49,419.07 2,317.06 0.00 0.00 0.00 523,471.364.1.4 / DV TSSC System Support 1.00 Scheduled 36,022.66 57,432.01 43,491.54 40,108.75 42,297.60 39,254.20 41,774.67 42,115.86 58,987.56 42,748.00 1,561.17 0.00 0.00 0.00 445,794.024.2.2 / DV TSSC Ingest Developoment Scheduled 56,340.40 76,316.36 61,344.41 62,585.96 61,086.49 57,210.37 59,677.57 69,796.71 80,018.92 62,904.23 1,197.00 0.00 0.00 0.00 648,478.43 0.80 Indices4.3.2 / DV TSSC Storage & Archive Development SPI Scheduled 18,383.72 28,885.65 26,697.09 25,203.17 21,426.05 20,317.79 21,735.18 30,977.33 31,110.15 22,247.90 793.58 0.00 0.00 0.00 247,777.61 0.604.3.3 / DV TSSC Inventory Development CPI Scheduled 14,469.16 14,494.25 11,195.86 10,416.10 10,958.02 10,416.23 11,024.90 16,199.90 15,245.56 11,359.50 372.98 0.00 0.00 0.00 126,152.464.3.4 / DV Metrics Database Development 0.40 Scheduled 22,987.94 27,389.42 21,167.08 19,678.35 20,749.38 19,693.42 20,853.47 26,261.58 28,843.38 21,477.96 704.49 0.00 0.00 0.00 229,806.474.4.3 / DV TSSC Image Assessment Development Scheduled 106,195.02 148,988.27 121,132.50 111,713.11 117,630.12 91,902.61 88,228.57 99,239.14 113,468.84 92,861.74 1,971.58 0.00 0.00 0.00 1,093,331.50 0.204.4.5 / DV TSSC Subsetter Development Scheduled 6,915.26 15,948.59 11,585.17 9,133.28 14,198.02 23,344.26 24,854.56 17,736.81 23,050.26 16,517.42 783.74 0.00 0.00 0.00 164,067.364.5.2 / DV TSSC Data Access Development 0.00 Scheduled 18,959.74 35,205.73 29,442.22 27,438.32 23,893.14 22,478.16 25,086.35 32,377.27 38,640.37 25,161.84 1,130.51 0.00 0.00 0.00 279,813.656.1.4 / OP TSSC International Cooperator Support OCT-09 DEC-09 FEB-10 APR-10 JUN-10 AUG-10 Scheduled 3,011.53 13,493.67 3,826.72 2,777.72 3,569.86 3,223.90 3,298.63 3,255.50 5,620.00 3,741.42 185.26 0.00 0.00 0.00 46,004.216.1.5 / OP TSSC Operations Support Time-phase period Scheduled 21,503.79 35,187.53 31,738.36 27,043.59 20,134.25 17,387.57 21,294.60 17,002.04 24,258.37 14,443.87 681.90 0.00 0.00 0.00 230,675.87Grand Total Scheduled 951,744.65 1,346,289.86 1,001,069.09 988,999.90 946,665.85 864,728.62 930,075.17 878,410.16 1,182,459.87 819,212.56 41,787.62 0.00 0.00 0.00 9,951,443.36 Time-phased Reports are OCT-09 NOV-09 DEC-09 JAN-10 FEB-10 MAR-10 APR-10 MAY-10 JUN-10 JUL-10 AUG-10 SEP-10 equivalent to 4.7 CAPs. SPI 0.93 0.86 0.85 0.98 0.95 0.93 0.90 0.89 1.00 1.00 1.00 1.00 CPI 0.95 0.90 0.89 1.02 0.96 0.94 0.91 0.90 1.01 1.03 1.06 1.08 19 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 20. Other Cobra Operations Top Down Planning Examples:  Need to take 10% off every control account  Need to remove 1000 hours in December Forecast Recalc Examples:  Overhead rate increase and need to update forecast across the board  ENG1 Rate changed in all control accounts in Forecast Reclass Example:  Need to copy Budget class over to Forecast class Replan Example:  Need to set Budget = to Actuals Respread Example:  Fiscal calendar changed Other features are Slip, Apportionment, and Validity check of your Cobra setup20 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  • 21. Questions www.twitter.com/deltek www.facebook.com/deltekinc www.linkedin.com/company/163414 www.youtube.com/user/deltekinc21 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved

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