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  1. 1. Center-wide Facilities Planning: Tools and Best Practices NASA Project Management Challenge 2010 February 9-10, 2010 Track: Facilities Presenters: Lovely Krishen, Ph.D., Lead Risk Analyst-Transition Team Lead Futron Corporation Perri E. Fox, Transition Manager NASA-Johnson Space CenterUsed with permission
  2. 2. Outline • Introduction • NASA-JSC Center-wide Facilities Review Objectives • Facilities Assessment Approach – Fiscal Year 2007 – Fiscal Year 2008 – Fiscal Year 2009 • Facilities Information Management Approach – Information Capture Requirements – JSC Facilities Review Database (JFReD) – Reporting and Metrics • Next Steps • Summary • Backup SlidesFebruary 9, 2010 2
  3. 3. Introduction • With the transition and retirement of Space Shuttle Program, NASA- Johnson Space Center Transition Management office initiated an ongoing center-wide facilities review and planning effort • A Transition-driven effort that assists Center and Agency strategic planning for facility utilization, resources, and budgeting • Pre-decisional data capture initiated and updated over 3 years and going…February 9, 2010 3
  4. 4. Definition of a Facility • Though primarily focused on real property, a facility represents a significant (or core) capability or asset and becomes a factor in the overall center “supply” that meets the “demand” of mission, program, or project requirements • Includes labs, aircraft, test stands, specialized equipment, storage areas, mission operations/planning areas or entire buildings • Does not include office space or other personnel support areas (break rooms, general conference rooms, restrooms, equipment closets, etc.)February 9, 2010 4
  5. 5. Facilities Review Objectives • From Fiscal Year 2007 onwards, JSC Transition Integration Panel activities conducted a yearly Facilities Review and Assessment with the following objectives: – Capturing comprehensive facility listing, description and baseline cost estimates for Programs, Center and Agency planning purposes – Assessing budget associated with closeout, gaps and utilization of the facilities (Workforce and Dollars) tied to Core Capabilities • Over a 5-7-year transition-related planning and decision implementation horizon – Linking utilization of buildings/facilities for overall Center Master Planning effort – Supporting Center Director-level risk-based decisions regarding current facilities close-outs, consolidations, gap funding, refurbishment, maintenance, mothballing, and demolitionFebruary 9, 2010 5
  6. 6. Timeline of Facilities Review FY2007 FY2008 FY2009 1008: 0809: FY09 0608-0908: FY09 JFReD Users 10/06-12/06: Exploration JFReD Forum JSC Transition Requirements Users 0909-present: New Integration for Institutional Forum JFReD Release; Panel (JTIP) Capabilities Center Demo; Facilities Study 0908: Phase II Data (ERIC) Phase I Team Kickoff FY08 0409: HSF Capture; FY09 0208: PPBE-10 mapping under SSP Facilities Capabilities Baseline; ERIC- Kick-off and JICB Baseline Forum JFReD updates 03/07: JTIP Preliminary 0309: Facilities Review Assessment 0308: Phase II PPBE-11 Released/ Report Facilities Data Kickoff Reported to Joint Capture and 1208-0109: and JICB Integration Control Validation ERIC Phase Report 0609-0709: 0608: Board (JICB) II Technical PPBE-11, PPBE-10 Interchange Space Updated 04/07: JSC Meeting Utilization Report Transition 0408: Human (TIM) and TIM 0209: JFReD Management Spaceflight Facilities Training and and Facilities Capabilities Mapping JSC Review moved Forum Report Facilities to Center 12/07-1/08: iJICB Phase I Data Director’s office report, Phase I Capture Facilities Data capture and validation 10/07-11/07: JFReD Requirements 06/07-09/07:JSC refined, FY07 Facilities Review data imported, Database (JFReD) and training Developed with JTIP usersFebruary 9, 2010 6
  7. 7. Fiscal Year 2007: JSC Facilities Assessment Approach • JSC Transition Integration (TI) Manager formed splinter team to develop and update a JSC Facilities list – Data was provided by the Center Operations Directorate at JSC – Starting point was the Mission Dependency Index (MDI) facilities from the Real Property Inventory (RPI) – Listing by Facility “owners” - the Institutional Directorate Line Organizations (DLOs) • Assessed current and future Usage requirements over a 5- year timeline by Shuttle Program, ISS, and Constellation Program • Based on lapse in usage requirements, analyzed potential closeout candidates and facilities with gaps in usage • Captured in a master Excel™ spreadsheet with pivot tables for limited reporting capability • JSC TI Manager conducted individual facilities usage discussions with funding programs, DLO facilities owners, and COD facility planners to elevate to Agency levelsFebruary 9, 2010 7
  8. 8. FY07 Assessment: Identified Improvements • Facilities Planning and Decision path needed more input from Center Operations (Facilities Utilization and Capital Improvement Planning) as well as Center Management • Capture Last Need Dates for Shuttle and First Need dates for Constellation • Assess additional decision-making factors: – Facility-associated human capital levels – Maintenance and operations (M&O) costs for the facilities (Center as well as DLO estimates), – Cost estimates of mothballing, closeout, transfer, or consolidation – Potential environmental, historical, and property disposition impacts for those facilities with lack of usage requirements • Track, manage and report facility assessment information with better capability than limited spreadsheet • Tie facility assessment data into annual PPBE cost estimating process and Human Spaceflight Capability gap assessmentsFebruary 9, 2010 8
  9. 9. Fiscal Year 2008: JSC Facilities Assessment Approach • Conducted Facilities assessment in 2 phases – Phase I for Facility data listing, Usage levels, Last need dates and First need dates – Phase II for M&O costs and close-out impacts (Property, Environmental, Historical) and assessing whether facility is part of Agency core capability • Additional decision data captured and validation performed – Usage levels (percentage range) assessed for each facility over a 7-year transition-related planning horizon – Facility-associated Full-time equivalents (FTEs-civil servants) and Work-year equivalents (WYEs-contractors) workforce estimates captured – ISS, SSP, and CxP funding programs reviewed DLO inputs and concurred or offered updates • Transition Manager function part of Center Director’s staff – Analysis reports/trends vetted through the Center DirectorFebruary 9, 2010 9
  10. 10. Fiscal Year 2008: JSC Facilities Assessment Approach - continued • Established the JSC Facilities Review Database (JFReD) to archive and manage facilities planning information – Trained and stood up a User Group to capture, integrate and validate facilities data content for DLO Facility owners and Program Facility funding organizations – Users Forum implemented a yearly survey, shared lessons learned, and provided new requirements based on process and software improvements – Special JFReD release provided configuration management of data and tracking and data mining capability • Produced analysis and updates for JICB, HSF Capabilities Forum, PPBE-10, and Government Accountability Office (GAO) reporting – Data milestones established at many of these time points to track changes within and between fiscal years • Analysis of Closeout candidates, Gaps, and utilization (over- or under- utilized) profiles provided – “At-risk” facilities identified (those with requirements lapses as identified core capabilities) • First true baselined facilities listing for JSC – Agency pathfinder for assessing facilities and preparing decision-ready reports and analysisFebruary 9, 2010 10
  11. 11. FY08 Assessment: Identified Improvements • Track and capture Facility listing updates with increased accuracy – Provide rationale for deleting facilities from the baselined record – Send email alerts to facility users and stakeholders for changes in facility data – Provide a DB parent-child relationship to allow facility owners to track major plus support facilities covered by a single budget line item • Simplify cost data capture and tie to FTE/WYE associated with the facilities – Validate Center M&O (“running the city costs”) first – then add on estimate for DLO-based M&O costs • Reference JSC Risks associated with transitioning facilities • Find areas of commonality in updating ERIC and JFReD facility listing data • Provide automated mining and metrics reporting functions • Incorporate Constellation Projects as facility users/Funding organizationsFebruary 9, 2010 11
  12. 12. Fiscal Year 2009: JSC Facilities Assessment Approach • Focused on refining and tracking baselined Facilities listing – Phase I complete • Total Facilities Listing and Details updated • DLO Facility Usage Data Captured • Constellation First Need Dates (FNDs) by CxP Projects • Funding/Managing Programs Facility Usage Validation – Phase II – Slightly Changed Approach from FY08 • Focus on more accurate CM&O cost estimates • Focus on per-facility estimated FTE and WYE data and associated total operating costs • Analysis of FY09 Costs and Resource Trends • Conducted preliminary ERIC-to-JFReD facilities mapping and found inconsistencies • Released Parent-child functionality to help track cost groupings and configuration management functionality (email alerts, admin updates,etc.) • Released Metrics charts functionality to automate data mining, completion metrics, and create tailored trending chartsFebruary 9, 2010 12
  13. 13. FY09 Assessment: Identified Improvements • Track and report facilities status – Moving from candidate for closeout and gap to actual disposition (facility mothballed, inactive, closed, transferred, etc.) • Identify facility type by technical or non-technical function to allow for capabilities tracking – Laboratory, test stand, storage, operational support, etc. • Add functionality to group facilities by technical capability – Associated facilities allow for tracking groups of facilities that comprise a core technical or support capability that the Center may then “offer” the programs • Integrate update and linkages to Facility inventory listings, locator software, ERIC, and other facility data listings – Allow for direct data field or spreadsheet-based automated data updates in JFReD • Work with JSC Risk manager to help mitigate identified risks associated with transitioning or dispositioned facilities • Link to property listing within transitioning facilities • Facilitate discussions to resolve discrepancies between DLO and Program facility requirements.February 9, 2010 13
  14. 14. Facilities Information Management Approach • Center-wide Facilities data integration requires the following: – Updated and web-based centralized inputs instantly available to multiple users across sites/centers – Analysis and decision/metrics packages available to users at several levels: Level III (Resident Projects, Division), Level II (Resident Programs, DLO/Transition Manager/Center Director), and Level I (Headquarters Transition functions) – Ability to archive data, capture trends, and track decisions/actions within a given Fiscal year or over a multi- Fiscal year time period – Multiple sorting, filtering, and specialized view options – Field-specific edit/lock capabilities (tied to user status) – Data captured in easily identified and validated fields – Automated and tailored reporting features (analyses and metrics products)February 9, 2010 14
  15. 15. JFReD Description and Capability •The JSC Facilities Review Database (JFReD) is… – A user-interface, web-based application with advanced data archiving and reporting capabilities that helps synthesize integrated analysis and decision/metrics reports for the JSC Transition Manager and Center Management •Established User Group with JSC and Headquarters members •Tracks/assesses Facilities Usage requirements and associated Resource profiles over a multi-year timeframe with pre-decisional inputs from – Managing DLO Facility owners – Funding Programs – Center Operations – infrastructure planning •Evolving to integrate with other Facility data capture exercises: – At JSC: Geospatial/GIS; Engineering website – Agency: Exploration Requirements for Institutional Capabilities (ERIC) application; Major Facilities Inventory •Provider of Best Practices and Lessons Learned in information management of infrastructure planning and dispositionFebruary 9, 2010
  16. 16. JFReD Main WebsiteFebruary 9, 2010 16
  17. 17. Facility Listing PageFebruary 9, 2010
  18. 18. Parent-Child Facility Listing ExampleFebruary 9, 2010 18
  19. 19. Facility Data PageFebruary 9, 2010
  20. 20. Usage Data PageFebruary 9, 2010
  21. 21. Cost Data PageFebruary 9, 2010
  22. 22. JFReD Report Generator – Part IFebruary 9, 2010 22
  23. 23. JFReD Report Generator – Part IIFebruary 9, 2010 23
  24. 24. Canned Reports Main PageFebruary 9, 2010 24
  25. 25. Truncated Transition Detailed ReportFebruary 9, 2010 25
  26. 26. Close-out Candidates ReportFebruary 9, 2010 26
  27. 27. Utilization ReportFebruary 9, 2010 27
  28. 28. Usage Variance ReportFebruary 9, 2010 28
  29. 29. Associated Facilities Page With Sample DataFebruary 9, 2010
  30. 30. Notional Associated Facilities ReportFebruary 9, 2010 30
  31. 31. JFReD Metrics Exporting ToolFebruary 9, 2010
  32. 32. Total Facilities Breakdown by Owning DLOsFebruary 9, 2010 32
  33. 33. Fiscal Year Distribution of Closeout Candidates February 9, 2010 33
  34. 34. Estimated M&O Cost TotalsFebruary 9, 2010 34
  35. 35. Reported FTE levelsFebruary 9, 2010 35
  36. 36. Reported T&R ImpactsFebruary 9, 2010 36
  37. 37. Summary Best Practices • Center-wide Facilities Planning requires flexible approach to facility usage and cost capture – Changing Program requirements will drive usage levels and institutional facilities decisions – keep it fluid • Continue mapping facilities to Center-wide major Strategic capabilities and associated funding profiles • Integrate Facility data capture tools at the Center level to keep strategic planning and tactical implementation goals aligned • Maintain accurate and traceable facilities listing and strict configuration control procedures • Provide avenues to import data content for those organizations that do not have regular User participation • Leverage PPBE yearly cost exercises in validating and updating data content • Engage User groups/Data content owners in tool and process upgrades on a regular basis • Collaborate closely with Agency Facilities Planning entities and experts to standardize terminology, requirements, and IT integration practices • Think risk and risk mitigation – cross-data capture in risk and knowledge management data repositories is vital to minimizing loss of NASA’s valuable skills, assets, and knowledgeFebruary 9, 2010
  38. 38. Next Steps • JFReD tool and JSC Facilities Review process versatile enough for assessing the following future initiatives: – Management of Center-owned risks and cost threats for mitigation planning/resource allocation – Facilities funding approaches such as “buy-by-the-yard” – Center-level or major facilities/capability level scalability issues – Facility-based Inter-Task Agreements (ITAs) – Per-facility Center Property, Records, and Software disposition metrics (including ITAR/Export Control, Environmental, and Core Capability/Human Capital issues) – JSC Facilities potential new funding “customers” (ESMD, ETDP, SCAP,TCWG, Non-NASA government, or non- government) – Long-term Center resources planning (JSC Advanced Planning, Center Operations 2025 planning, Knowledge and skills preservation, etc.)February 9, 2010 38
  39. 39. Wrap-up •Upcoming Cost and Technical Capabilities Grouping Assessment •Continued Effort to ensure connectivity with Center Facilities Utilization, Facility inventory lists, Facility locator application (GIS), and Risk databases •Suggested demos and TIMs with Headquarters to discuss standardizing infrastructure data management requirements and promoting connectivity among facility and capability assessments Though initially developed to assess potential gaps and closeouts from transitioning facilities, JFReD has become a versatile infrastructure decision management application - ready to incorporate data from other sources as well as prepare presentation-ready analysis and status/metrics reportsFebruary 9, 2010
  40. 40. Back-up Slides February 9, 2010
  41. 41. JSC FY07 Facilities SpreadsheetFebruary 9, 2010 41
  42. 42. JSC FY07 Sample Pivot TableFebruary 9, 2010 42
  43. 43. JFReD Software Requirements DocumentFebruary 9, 2010 43
  44. 44. JFReD User Guide DocumentFebruary 9, 2010 44
  45. 45. JFReD Users Group Sample SurveyFebruary 9, 2010 45