Ken poole

Program Planning & Control Handbooks – Guides to Excellence

Ken PooleNASA/MSFC/CS40 PP&A Team256-544-2419

NASA PM Challenge 2010

Used with Permission

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Contents

1. 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 EVM

4. Questions?

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Purpose of This Session

To share an awareness of the guidance and supporting “help” material that has been developed by NASA and is available to all Civil Servant and Contractor personnel for use in improving the Agency’s capability for managing and controlling programs/projects.

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What 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&C

They are Not …• Requirements documents

Background

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Background

Why are PP&C Handbooks Needed?Critical PP&C improvements needed in basic Knowledge, Skills, Policies, Tools, Processes, Practices, Standardization, Consistency, and Training

• MdM System • Codes (NSM Sys) • Std Templates• Product-Oriented• Hierarchy• WBS vs CWBS• WBS Dictionary• Do’s and Don’t’s• Uses

WBS

• PMB Dev• Work

Authorizations• CA Planning• IMS Dev & Update • Variances• BCWP (Earned)• EAC’s• Change Mgmt

CAM RoleScheduling

• When ?• Review Team• CAM Discussions• Data Analysis• Findings• Templates• Briefings• Closure

IBR’s

• IMS• Level of Detail• Relationships• Slack (Float)• Critical Path• In-house /

Contractor• Status• Baseline• Reports

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Who 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)

Background

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Background

When 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)

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Background

When 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)

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Background

Where 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

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Handbook Content Overview

WBS Handbook Content Overview

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Handbook Content Overview

Work Breakdown Structure (WBS) Handbook

Policy: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 Requirements

1. 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.

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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 Guidelines

WBS 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

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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 WBS

WBS Uses:• Technical Management • Performance Management (EVM)• Work Identification and Assignment• Schedule Management • Cost Management

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Handbook Content Overview

Work Breakdown Structure (WBS) HandbookWBS Uses (cont’d):• Configuration Management• Risk Management • Specification Tree• Integrated Logistics Support

Appendices:• Acronyms • Glossary of Terms • Standard WBS Templates • Standard WBS Data Requirements Document• Contractor CWBS Example

Helps: Guidelines, Checklists, Illustrations, Responsibilities, etc.

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WBS Handbook Content Samples

Helps: Guidelines, Checklists, Illustrations, Samples, etc.

WBS Handbook Content Samples

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Handbook Content Overview

Schedule Mgmt Handbook Content Overview

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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 Requirements

1. 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.

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Schedule Management Overview:• Schedule Management Approach • Roles and Responsibilities • Contractor Schedules and Coordination • In-house Schedules and Coordination • External Organizations Schedules and Coordination • Schedule Training

Schedule Management Tool Considerations:• Functional Capabilities • Interface Capabilities • Technical Capabilities

Handbook Content Overview

NASA Schedule Management Handbook

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Handbook Content Overview

NASA Schedule Management Handbook

Pre-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 Requirements

Integrated Master Schedule Development:• Data Input and Arrangement

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Handbook Content Overview

NASA Schedule Management Handbook

Integrated Master Schedule Development (cont’d):• Task/Activity Definition• Task/Activity Sequencing• Duration Estimating• Resource Planning• Schedule Margin Planning• Establishing the IMS Baseline

Status Updates and Schedule Maintenance:• Status Update Accounting• Schedule Maintenance• Schedule Data Back-up and Archive

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Handbook Content Overview

NASA Schedule Management Handbook

Schedule 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 Analysis

Schedule Control:• Baseline Content

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Handbook Content Overview

NASA Schedule Management Handbook

Schedule Control (cont’d):• Baseline Control Process• Re-planning • Re-baselining• Current Schedule Control

Schedule Reporting:• Management Summary• Detailed Logic Network• Critical Path Identification• Total Slack Report• Schedule Risk• Schedule Margin Metrics • Performance Trends

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Handbook Content Overview

NASA Schedule Management HandbookSchedule Data and Lessons Learned Archival:• Schedule Archives• Lessons Learned • Historical Narrative• Data Statistics

Appendices:• Acronyms• Glossary of Terms• Data Requirements Descriptions (DRD)• Schedule Training Topics• Schedule Management Reference Card• Schedule Management Plan Template• Schedule Assessment Checklist

Helps: Guides, Checklists, Formats, Illustrations, etc.

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Schedule Handbook Content Samples

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Schedule Handbook Content Samples

Helps: Guides, Checklists, Formats, Illustrations, etc.

Schedule Health Check

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Handbook Content Overview

IBR Handbook Content Overview

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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 Requirements

1. 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.

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Handbook Content Overview

NASA Integrated Baseline Review (IBR) Handbook

IBR 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 Logistics

On-Site IBR:• On-site Discussions• IBR In-briefs• CAM Discussions

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Handbook Content Overview

NASA Integrated Baseline Review (IBR) Handbook

On-Site IBR (cont’d):• CAM Discussion Guidelines• IBR Documentation and Forms• IBR Out-briefs

IBR Closeout:• Reporting Results of the IBR• Tracking Concerns• IBR Closeout Letter• Lessons learned

Appendices:• IBR Checklist• Proposed Statement of Work Input

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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

Helps: Guides, Checklists, Templates, Forms, Training, etc.

IBR Handbook Content Samples

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Helps: Guides, Checklists, Templates, Forms, Training, etc.

IBR Handbook Content Samples

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Handbook Content Overview

CAM Handbook Content Overview

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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 Requirements

As a minimum, EVM principles, as defined by ANSI/EIA-748, Earned Value Management Systems, apply from KDP C through KDP E, if the project's life-cycle cost is at or greater than $20M. The EVM principles include the following:

1) Plan all work scope for the project from inception to completion2) Break down and assign the work scope to a responsible person for control of technical,

schedule, and cost objectives3) Integrate work scope, schedule, and cost into a Performance Measurement Baseline

against which accomplishments may be measured and changes controlled4) Use actual cost incurred and recorded in accomplishing the work performed5) Objectively assess accomplishments at the work performance level6) Analyze variances, forecast impacts, and prepare EACs based on performance to date7) Use EVMS information in the organization’s management processes

Note: A CAM has the primary role in implementing the above EVM principles

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Handbook Content Overview

Control Account Managers Handbook for EVM

Introduction:• Purpose• Definitions • Responsibilities• Earned Value Management System Process Flow

Earned Value Management Process:• Establish the EV Technique• Control Account Plan• Preliminary IMS and Budget• Cost & Schedule Risk Assessment• Establish Performance Meas. Baseline• Establish Project Budget Log• Establish Mgmt Reserve Log• Collect Actual Cost• Record Schedule Status & Forecasts• Record EV Using EV Techniques

• Authorization to Proceed • Statement of Work• OBS• WBS & WBS Dictionary• Cross Reference SOW and WBS• Responsibility Assignment Matrix • Establish Charge Numbers• Work Authorization Document• Plan the Work• Schedule and Budget the Work

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Handbook Content Overview

Control Account Managers Handbook for EVM

Earned Value Management Process (cont’d):• Management Action• Internal Re-planning Required?• Change Request• Management Reserve Applied• Reconcile Budget Log & Mgmt Reserve Log

• Update the IMS• Determine EV Performance Data• Variance Analysis• Threshold Tripped?• Variance Analysis Report• 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)

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Handbook Content Overview

Control Account Managers Handbook for EVM

EVM System Surveillance:

Earned Value Management System Reviews:• Progress Assistance Visits• Validation Reviews• Integrated Baseline Reviews• Reviews for Cause

Appendices:• Control Account Manager Checklist• Principles to Guidelines Mapping• Data Requirements Documents• System Architecture• Control Account Manager’s Notebook

Helps: Guides, Illustrations, Templates, Formats, etc.

CAM Handbook Content Samples

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CAM Handbook Content Samples

Helps: Guides, Checklists, Illustrations, Formats, etc.

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Handbook Content Overview

Questions?