MS Project Schedule Template for large NASA Procurements $10-50M Objectives To identify repeatable process steps in small and large procurements that can be called out in MS Project schedule templates. * To support load balancing for procurement actions throughout the year. It will help prevent a log jam of actions in the fourth quarter. * Simplified WBS for $25-125K procurements * “Plug-in” Schedule template for $25-125K * “Plug-in” Schedule template for $10-50M * Roles & Responsibility Matrix for $10-50M Each project task in the template is set to start as early as possible. All durations are “business days.” Using the templates will help project managers avoid surprises in procurement schedules. Each template shows all procurement process steps and nominal duration of tasks from start of requirements definition to finish with award to a vendor. Templates have no “date constrained” tasks and can be directly inserted in new or existing schedules. They will cascade forward from the start date of the procurement action.

1. Planning for NASA Procurements
MS Project Schedule Template
Small & Large Actions
$25-125K & $10-50M
Disclaimer: This briefing is not a
government document.
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2. Objectives
• To identify repeatable process steps in small
and large procurements that can be called out
in MS Project schedule templates.
– The two templates are available for schedulers
working on Space Flight Systems projects.
• To support load balancing for procurement
actions throughout the year.
– It will help prevent a log jam of actions in the
fourth quarter.
Disclaimer: This briefing is not a government document.
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3. Scope of the Problem
Based on a one-year sample of 3,500 procurement
actions for Spaceflight Systems
• Fewer than 600 (17%) exceeded $25,000.
• 6 procurements exceed $1 million
• 65 procurements range from $200K to $1 million
• 517 procurements range in value from $25K to
$200K
• Conclusion – Complex scheduling issues are linked to
a small number of high-value actions.
Disclaimer: This briefing is not a
government document.
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4. Solutions
•
•
•
•
•
Simplified WBS for $25-125K procurements
“Plug-in” Schedule template for $25-125K
“Plug-in” Schedule template for $10-50M
Roles & Responsibility Matrix for $10-50M
Each project task in the template is set to start as early as
possible. All durations are “business days.”
Procurement Roles & Responsibilities / Process Steps Guide can be found at:
http://prod.nais.nasa.gov/portals/pl/documents/Source_Selection_Guide_March_2012.pdf
Disclaimer: This briefing is not a
government document.
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5. Template Contents
• Using the templates will help project managers avoid
surprises in procurement schedules.
• Each template shows all procurement process steps
and nominal duration of tasks from start of
requirements definition to finish with award to a
vendor.
• Templates have no “date constrained” tasks and can
be directly inserted in new or existing schedules.
• They will cascade forward from the start date of the
procurement action.
Disclaimer: This briefing is not a
government document.
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6. Simplified Actions $25-150K
Best & Worst Case Scenarios
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government document.
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7. $10-50M Procurements
Best & Worst Case Scenarios
• The “typical case” depends on completing process
steps with experienced staff and managers.
Value
$1-10M
Space Flight Systems Expectations
of Business Days to Complete $10-50M
Procurement Actions at NASA GRC
Based on Federal Acquisition Regulations
Best
Typical
Case
Case
100
250
Worst
Case
300+
$10-50M
150
300
450+
>$50M
200
400
550+
Disclaimer: This briefing is not a
government document.
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8. $10-50M Procurements
Estimated Duration
• Matches NASA Task and Time Estimates
Estimated Duration of NASA Procurements for $10 -50 Million
Procurement
Phase
Estimated
Duration
Business Days
Min-Max
PPIO Schedule
Using Parallel
Execution of Tasks
Phase 1
2-3 months
60-90
60
Phase 2
2-3 months
60-90
97
Phase 3
4-6 months
120-180
111
Totals
8-12 months
240-360
268
Disclaimer: This briefing is not a
government document.
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9. $10-50M Procurements
Major Milestones
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government document.
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10. Roles & Responsibilities - 1
SEC/SEB tasks displayed by who does what when
Source: GRC procurement office. See citations below.
Contracing
Officer
PHASE 1 - Estimate: 2 - 3 Months
Create SEC Schedule (incorporate planned leave)
IDIQ Task Structure (Planning for Set-up in Procurement Systems/Administration of Tasks)
Develop Work Breakdown/Funding Structure
Identify SEC Team
Source Selection Authority (Selection Official) Appointment Letter
Source Evaluation Committee Appointment Letter
OGE-450/SF-278 Financial Disclosure Forms by SEC Members
Procurement Briefing to SEC Team
Facility/Information Technology Security Plan
SEB/Security/Legal Briefing
Post Sources Sought Notice for Market Research/Small-Business Set-aside Possibilities
Draft SOW
Select/Edit Contract Clauses
Obtain E-Room or other Electronic Evaluation Tool (Protected Server)
E-Room/Electronic Tool Briefing (i.e. how to use system, enter findings)
Obtain Secure Room for Committee; Distribute Keys
Furnish Room with Materials, Supplies, Equipment
Personal Services Determination
Sources Sought Notice Responses Due
Final SOW
Develop Past Performance Questionnaire/Instructions
Develop Cost Templates/Instructions
Budget Verification (Out-year Forecasts)
Disclaimer: This briefing is not a
government document.
SEB
Chair
Project
Team
Finance
Support
& Other
Legal
Admin
Admin
Admin
Admin
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11. Roles & Responsibilities - 2
SEC/SEB tasks displayed by who does what when
Source: NASA
Contracing
SEB
Project
Officer
Chair
Team
Support
Finance
& Other
PHASE 2 - Estimate: 2 - 3 Months
Industry Day/ Site Tour
DRFP/Industry Day Questions Due
Respond to DRFP/Industry Day Questions
Briefing to Source Selection Authority for Final RFP Approval
Final RFP Issue (including Cover Letter summarizing Major Changes)
Black-Out Notice
Final RFP Questions Due
Respond to Final RFP Questions
Past Performance Proposals Due
Additional Planning for Evaluation (Methodology) using RFP Sections L & M
Proposals Due
Briefing on the proper creation of a Finding
Acceptance of Proposals/ SEC Members Conflict of Interest Verification
EEO/VETS-100/CCR/Reps and Certs Compliance
Distribute Proposals for review
Disclaimer: This briefing is not a
government document.
Legal
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12. Roles & Responsibilities - 3
SEC/SEB tasks displayed by who does what when
Source: NASA
Contracing
SEB
Project
Officer
Chair
Team
Support
Finance
& Other
PHASE 3 - Estimate: 4 - 6 Months (number of proposals is huge factor)
Individual Mission Suitability Evaluations
Consensus Mission Suitability Evaluations
Past Performance Evaluations
Cost Evaluations
Create Source Selection Authority Presentation
Dry-Run of Selection/Competitive Range SSA Presentation
SSA Presentation for Selection or Competitive Range Determination
Notification to Offerors; Open Discussions
Competitive Range Discussions
Interim Proposals Due
Evaluate Interim Proposals/Advise Offerors of Further Issues
Interim Questions to Offerors
Final Proposals Due
Final Proposal Evaluation; Revisions to Findings
Create Final SSA Presentation
Dry-Run of SSA Presentation
Final SSA Presentation
Source Selection Statement
ANOSCA/Press Release
Debriefings
Protest Period
Award Contract; Process in Procurement's CMM System
Commence Phase-In
Disclaimer: This briefing is not a
government document.
Ex-Officio
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13. Caveats
• Real experiences in terms of duration will be longer
than the ideal.
• A full team will staff up and remain available
throughout the procurement process.
• Wait time for managers to get to decision packages is
minimal though not always achievable.
• Post award engagement with the vendor for long
lead time items will reduce risks.
Disclaimer: This briefing is not a
government document.
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14. Wrap Up
• A $10-50M procurement is a full time job for
the “wagon master” in charge of it.
Disclaimer: This briefing is not a
government document.
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15. Backup Slides
Disclaimer: This briefing is not a
government document.
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16. Large Procurements
• Detailed schedule
• Three major phases
• Work tasks conducted in parallel
Disclaimer: This briefing is not a
government document.
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17. Phase 1 Milestones
Create Schedules / WBS
1.
2.
3.
4.
5.
6.
Create procurement WBS
Form source evaluation team
Set up admin support / logistics
Draft statement of work (SOW)
Draft request for proposal (RFP)
Procurement Strategy Briefing
Disclaimer: This briefing is not a
government document.
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18. Phase 1 Schedule
Parts 1-3 Milestones
Disclaimer: This briefing is not a
government document.
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19. Phase 1 Schedule
Parts 4-5 Milestones
Disclaimer: This briefing is not a government document.
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20. Phase 1 Schedule
Part 6 Milestone
Disclaimer: This briefing is not a
government document.
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21. Phase 2 Milestones
Publish RFP/ Receive Bids
1. Complete RFP
2. Vendor Response Completion
Disclaimer: This briefing is not a
government document.
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22. Phase 2 Schedule
Part 1 Milestone
Disclaimer: This briefing is not a
government document.
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23. Phase 2 Schedule
Part 2 Milestone
Disclaimer: This briefing is not a
government document.
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24. Part 3 Milestones
Review Bids / Award Contract
1. Review RFP Responses
2. Source Selection Decision
Disclaimer: This briefing is not a
government document.
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25. Phase 3 Schedule
Part 1 Milestone
Disclaimer: This briefing is not a
government document.
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26. Phase 3 Schedule
Part 2 Milestone
Disclaimer: This briefing is not a
government document.
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27. Conceptual Blockbusting
• Very large procurements can and will bog
down under the weight of multiple layers of
complex requirements.
• Project managers can reduce procurement
time by breaking up acquisitions into a parallel
series of lower cost buys creating a “portfolio”
of smaller, faster moving actions such as
design, fabrication, and system integration.
Disclaimer: This briefing is not a
government document.
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28. Causes of Procurement Delays
• Incomplete specifications
– Vendors cannot fabricate based on poorly defined
requirements.
• Incomplete or incorrect paperwork
– NASA GRC Forms C-376 & 1707 cannot be processed with
missing or incorrect information.
• Incorrect color of money is used
– CFO funds approval and financial checks of the
procurement include that the correct WBS is being used.
• Insufficient time allowed for vendor to deliver
– Especially for the selected vendor to fabricate and deliver
the materials, goods, components, and/or services.
Disclaimer: This briefing is not a
government document.
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29. Vendor Relations
Post Award
• Don’t let the vendor be a black box on long-lead
time, high-value procurements.
– If delivery time for a high-value procurement is more
than six weeks, consider including a series of check-ins
starting at the 20-day mark.
– Consider on-site visits, including design and
engineering reviews, especially if fabrication involves
a first-of-a-kind product.
• Be sure to address these issues in the initial
requirements that are sent to the vendor.
Disclaimer: This briefing is not a
government document.
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30. Sole Source Actions > $150K
• Sole source procurements greater than $150K require a
“Justification of Other than Competitive” action (JOFOC).
• The approved document is published on www.fbo.gov for
15 days.
• When in doubt about a sole source approach, contact
procurement for advice.
• A response from a valid vendor stops the clock and may
start one for a competitive process.
• If your procurement is not approved to be sole-source, and
is for more than $150K, the contracting officer has
discretion in setting reasonable time frames for publishing
a pre-solicitation synopsis for large buys as well as vendor
response time for a solicitation.
Disclaimer: This briefing is not a
government document.
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31. Contact
Dan Yurman
Email: djysrv@gmail.com
Linkedin
http://www.linkedin.com/in/danyurman/
Mobile: 216-218-3823
Twitter: @djysrv
Disclaimer: This briefing is not a
government document.
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