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Princeton UniversityPlasma Physics LaboratoryEVMS Certification Review
EVMS Implementation on NSTX-USteve Langish
October 4 - 6, 2011
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Overview
• Organization• Planning, Scheduling, and Budgeting• Accounting Considerations• Status (outside ANSI/EIA 748)• Analysis and Management Reports• Revisions and Data Maintenance
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ANSI 748 Elements
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Planning, Scheduling, & Budgeting
Organization
AccountingConsiderations
Revisions
- Define the work
-Assign responsibilities
-The Control Account
- Schedule all work
- Authorize all work
- Time-phase the work
- Develop cost accounts
- Costs Elements
- Cost summarization
- Understand contract status
- Use data for decision-making
Assignments made to responsible organizations
Maintenance of budget, work, and schedule relationships
Do not modify past budget or actuals (w/o permission)
All documents properly maintained
Analysis & Management Reports
Organization: Work Breakdown Structure (WBS)• The Work Breakdown Structure (WBS) for NSTX
Upgrade Project can be found the Project Execution Plan (PEP).
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• This is the total NSTX WBS which the Upgrade project follows.
• Not all elements applicable
• This is the total NSTX WBS which the Upgrade project follows.
• Not all elements applicable
• A product-oriented, hierarchical outline of all work elements required to accomplish the entire work scope of the project.
• Each element is decomposed to the Work Package level
• A product-oriented, hierarchical outline of all work elements required to accomplish the entire work scope of the project.
• Each element is decomposed to the Work Package level
Organization: Organizational Breakdown Structure (OBS)
• The Organization Breakdown Structure (OBS) can also be found the in the Project Execution Plan (PEP).
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PPPL Laboratory DirectorS.Prager
Deputy Director for OperationsA. Cohen
Sources & ControlsM. Cropper
NBI Beamline Services, Duct, and
VV modsM. Denault
NBI ArmorK. Tresemer
NBI PowerR. Ramakrishnan
NTC EquipmentRelocation
E. Perry
Control Sys Data Acquisition
P.Sichta
Auxiliary SystemsW. Blanchard
ConstructionE. Perry
Integrated Testing/StartupC.Gentile
Centerstack Dsgn & FabJ. Chrzanowski
NSTX Upgrade Project Manager
R. StrykowskyDeputy and Construction
ManagerE. Perry
Project ControlsS. Langish
NSTX Centerstack ManagerL. Dudek
NSTX Neutral Beam Manager
T. StevensonEngineering Support
Sys Analysis: P. TitusSys Integr: C. NeumeyerSys Engr: R. Simmons
Associate DirectorM. Williams
Structures & SupportsM. Smith
Electrical SystemsR. Ramakrishnan
DiagnosticsR.Kaita
Centerstack PFCK. Tresemer
NSTX Upgrade ProjectFederal Project Director
J. MakielDeputy Federal Project Director
A.Indelicato
NSTX Program ManagerFusion Energy Sciences
B. Sullivan
Acquisition ExecutiveAssociate Director for
Fusion Energy SciencesE. Synakowski
PPPLNSTX UpgradeProject Team
DOE ProgramOffice
PPPLManagement
DOE SiteOffice
DOE Site ManagerContracting OfficerPrinceton Site Office
Best Practices & OutreachJ. Delooper
QA/QCJ. Malsbury
Env. Safety , Health & SecurityJ.Levine
Princeton UniversityPPPL Advisory Board
VPSW. Blanchard
Digital Coil ProtectionR. Hatcher
MPTS InterfaceG. Labik
Organization: Control Account
• All planning, scheduling, budgeting, work authorization and cost accumulation occur at the Control Account (intersection of WBS/OBS) as depicted on Responsibility Assignment Matrix (RAM).
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Organization: Responsibility Assignment Matrix
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• This is not the entire RAM• This is not the entire RAM
NSTX Upgrade Project Responsibility Assignment MatrixWBS Element Organization Breakdown Structure
L3 L4 L5 DESCRIPTIONControl Account Tresemer Smith Chrzanowski Cropper Stevenson Denault Raki Dudek BAC
LOE ($K) LOE (%)
1.1.0 Project Integrated Model (1000) 1000 X 385 193 50
1.1.1 Center Stack Upgrade (1001) 1001 X 2,169 0 0
1.1.1 Passive Plate Analysis and Upgrade Activity (1002) 1002 X 251 0 0
1.1.2 Vacuum Vessel and Support Structure (1200) 1200 X 3,554 0 0
1.1.3 Center Stack Upgrade Project Design Support (1300) 1300 X 1,063 1,063 100
1.1.3.2 Outer Toroidal Field Coils (1301) 1301 X 338 0 0
1.1.3.3.1 Center Stack – TF Inner Legs/Bundle(1304) 1304 X 2,595 0 0
1.1.3.3.1 TF Joint Stand and Performance Test (1303) 1303 353 0 0
1.1.3.3.2 Ohmic Heating Solenoid (1305) 1305 X 4,556 211 5
1.1.3.3.3 Inner PF Coils (1306) 1306 X 669 0 0
1.1.3.3.4 Center Stack Casing Job (1307) 1307 X 904 0 0
1.1.3.3.4 Center Stack Assembly (1302) 1302 X 990 0 0
1.1.3.3.4 Center Stack Magnets Systems 1310 Closed 442 0 0
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ANSI 748 Elements
Planning, Scheduling, & Budgeting
Organization
AccountingConsiderations
Revisions
- Define the work
-Assign responsibilities
-The Control Account
- Schedule all work
- Authorize all work
- Time-phase the work
- Develop cost accounts
- Costs Elements
- Cost summarization
- Understand contract status
- Use data for decision-making
Assignments made to responsible organizations
Maintenance of budget, work, and schedule relationships
Do not modify past budget or actuals (w/o permission)
All documents properly maintained
Analysis & Management Reports
Planning, Scheduling & Budgeting:Work Authorization
• Control Account Plan (CAM Notebook Tab 2) includes the following items:– Authorization Document
(WAD)– Resource Loaded Schedule
(Primavera)
– Work Approval Form (WAF) – Estimates, Risk, contingency etc. (On-line interactive Excel worksheet designed for CAM’s)
– WBS Dictionary– Budgeted Cost per month
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Planning, Scheduling & Budgeting: WAFs
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• Work is laid out in discrete WPs/PPs
• Estimated• Sequenced• Interdependancies• Time phasing• Risk/Contingency estimates• Review/Approval• Completed by the CAM ( Job
Manager) for each Control Account (Job)
Tab ACover/Approval Page
Tab ACover/Approval Page
Planning, Scheduling & Budgeting: WAFs
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Tab BCost & Schedule Estimate
Tab BCost & Schedule Estimate
Planning, Scheduling & Budgeting: WAFs
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Tab CRisk and Uncertainty
Tab CRisk and Uncertainty
Planning, Scheduling & Budgeting: WAFs
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Tab DM&S Detail
Tab DM&S Detail
Schedule Process
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ENG-053WAF Review
ENG-053WAF Review
Planning, Scheduling, and Budgeting:Resource Loaded Schedule (Primavera)
• Resource loaded schedule with sequenced work and task interdependencies.• This is result of WAF/WAD process.
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Explain each of these columns…
Planning, Scheduling, and Budgeting: Milestones
• PEP Milestones shown in the project schedule. Level 1 and 2 Milestones shown.
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Planning, Scheduling, and Budgeting: Critical Path
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Planning, Scheduling, and BudgetingTime-phased Budget (from Cobra)
$k/month
• Earned Value (EV) or Budgeted Cost of Work Performed (BCWP) is “earned” according to the Earned Value Technique assigned to the Work Package (Activity).– Discrete (typically used EVTs on NSTX-U)
• 0/100 (All EV earned when WP is completed)• 50/50 (50% earned when started, 50% earned when
finished – most future tasks < 40 days are 50/50)• % Complete (incremental earned based on assessment)
– Non-discrete• Level of Effort (LOE)
Planning, Scheduling, and Budgeting:Earned Value Techniques
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ANSI 748 Elements
Planning, Scheduling, & Budgeting
Organization
AccountingConsiderations
Revisions
- Define the work
-Assign responsibilities
-The Control Account
- Schedule all work
- Authorize all work
- Time-phase the work
- Develop cost accounts
- Costs Elements
- Cost summarization
- Understand contract status
- Use data for decision-making
Assignments made to responsible organizations
Maintenance of budget, work, and schedule relationships
Do not modify past budget or actuals (w/o permission)
All documents properly maintained
Analysis & Management Reports
• Primary vehicle for recording labor costs is via the Timesheet Systems
• Report total time
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Accounting Considerations: Timesheets
Accounting Considerations: Job Cost Reports
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• Costs are captured on Job Cost Reports
• Labor (hours) by skill and name
• Subcontracts/Requisitions• RFBA process used to
correct errors (ref Accounting Manual – Tony Bleach)
• CAMs receive a copy of Job Cost Report before Monthly Status Meeting. (also available on-line for all of PPPL)
Control Account Numbers = Job Numbers
• Total monthly cost for the CA by expense element
• direct expenses 1x,2x,3x, & 4x• indirect expenses 5x,6x
Procurements
Labor (hours)
x labor rate
• Loaded rates were used in the development of the Primavera P3 schedule.
• Based upon standard PPPL labor, overhead and escalation rates. Vetted by budget office.
• Indirect & Overhead rates controlled by the Budget office (ref Budget Office Manual- Marie Iseicz)
• P3 rates then transferred to Cobra
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Accounting Considerations: RatesREVISED 10/26/10 BASELINE CD2 RATES**
P3 period --->01oct09 - 30sep2010
01oct10 - 30sep2011
01oct11 - 30sep2012
01oct12 - 30sep2013
01oct13 - 30sep2014
FY11Avg hourly rate wo/benefits P3 Res Code
FY 2010 Loaded Rates
FY 2011 Loaded Rates
FY 2012 Loaded Rates
FY 2013 Loaded Rates
FY 2014 Loaded Rates
$95.20 D///RM 196.42 207.51 227.56 232.34 240.21$80.28 E///AM 165.64 174.99 191.89 195.92 202.56$28.03 EA//CB 66.22 71.48 78.39 80.04 82.75$49.74 EA//DM 117.51 126.85 139.11 142.03 146.84$92.35 EA//EC1 147.25 153.08 167.23 170.10 175.20$92.35 EA//EC2 147.25 153.08 167.23 170.10 175.20$92.35 EA//EC3 147.25 153.08 167.23 170.10 175.20$92.35 EA//EC4 147.25 153.08 167.23 170.10 175.20$75.55 EA//EM 178.48 192.68 211.29 215.73 223.04$52.50 EA//ES1 83.71 87.02 95.07 96.70 99.60$71.00 EA//ES2 113.21 117.69 128.57 130.77 134.70$48.98 EA//SB 115.71 124.91 136.98 139.86 144.60$39.45 EA//TB 93.20 100.61 110.33 112.65 116.46$52.80 EC//AM 121.47 125.45 137.57 140.46 145.22$56.37 EC//EM 129.68 133.93 146.87 149.95 155.03$42.90 EC//SB 98.69 101.93 111.77 114.12 117.99$58.56 EC//SM 134.72 139.13 152.57 155.78 161.06$28.59 EC//TB 65.77 67.93 74.49 76.05 78.63$29.33 EC//TS1 46.77 48.62 53.11 54.02 55.64$41.12 EE//AM 95.02 101.28 111.07 113.40 117.24
$100.00 EE//EC1 159.45 165.76 181.08 184.19 189.72$100.00 EE//EC2 159.45 165.76 181.08 184.19 189.72$100.00 EE//EC3 159.45 165.76 181.08 184.19 189.72$70.19 EE//EM 162.20 172.89 189.59 193.57 200.13$50.60 EE//SB 116.93 124.63 136.67 139.54 144.27$63.06 EE//SM 145.72 155.32 170.33 173.91 179.80$34.08 EE//TB 78.75 83.94 92.05 93.99 97.17$89.95 EM//EC1 143.42 149.10 162.88 165.68 170.65$89.95 EM//EC2 143.42 149.10 162.88 165.68 170.65$61.25 EM//EM 145.33 158.21 173.49 177.14 183.14$46.83 EM//SB 111.11 120.96 132.65 135.43 140.02$60.93 EM//SM 144.57 157.38 172.58 176.21 182.18$36.04 EM//TB 85.51 93.09 102.08 104.23 107.76
EM//ST (sb tb hybrid) 91.13 99.21 108.79 111.08 114.84$70.03 FC//AC1 111.66 116.08 126.81 128.99 132.86$65.51 FC//AM 146.65 162.79 178.51 182.26 188.44$71.37 R///RM 157.56 171.13 187.65 191.60 198.09$30.81 R///RMQ 68.02 73.87 81.01 82.71 85.51$60.27 RC//EM 133.05 144.51 158.47 161.80 167.28$37.62 LP//TB 116.43 123.00 134.88 137.72 142.39
1.00 31 1.818 1.906 2.022 2.056 2.1181.00 35 1.232 1.263 1.294 1.327 1.3601.00 39 1.594 1.699 1.793 1.815 1.8611.00 41 1.178 1.255 1.286 1.318 1.3511.00 48 1.000 1.025 1.051 1.077 1.1041.00 54 1.594 1.658 1.758 1.788 1.842
FY2010 FY2011 FY2012 FY2013 FY2014PPPL Labor Benefits 29.4% 31.5% 32.0% 32.5% 33.0%EC Burden (5322) 11.5% 9.0% 9.0% 9.0% 9.0%EM Burden (5323) 15.0% 18.5% 18.5% 18.5% 18.5%EE Burden (5325) 12.0% 13.0% 13.0% 13.0% 13.0%EA Burden (5326) 14.5% 17.0% 17.0% 17.0% 17.0%Overtime Burden (53) 14.0% 15.0% 15.0% 15.0% 15.0%Research Burden (52) 7.0% 10.0% 10.0% 10.0% 10.0%HP Burden (55) 50.0% 50.0% 50.0% 50.0% 50.0%P&CO Burden (56) 8.5% 14.0% 14.0% 14.0% 14.0%Travel Burden (61) 10.5% 10.0% 10.0% 10.0% 10.0%Site Burden (62) 43.0% 48.0% 52.4% 50.5% 50.5%MHX Burden (64) 16.0% 20.0% 20.0% 20.0% 20.0%LDRD (67) 0.0% 0.0% 0.0% 0.0% 0.0%Sci Ed (68) 0.0% 0.0% 0.0% 0.0% 0.0%G&A (69) 11.5% 12.0% 12.0% 12.0% 12.0%labor escalation 0.0% 0.0% 3.0% 3.0% 3.0%Non labor escalation 0.0% 2.5% 2.5% 2.5% 2.5%
labor escalation compounded 1 1.0000 1.0300 1.0609 1.0927non labor escalation compounded 1 1.0250 1.0506 1.0769 1.1038
Accounting Considerations:Subcontracts with EV Flow-down
• The earned value flow-down subcontracts are generally high dollar value high-risk subcontracts. These subcontracts require careful planning prior to solicitation and award. The solicitation (RFP) or Memorandum of Understanding (MOU) must include the proper language and the subcontract the appropriate contract clauses, including full description of the reporting requirements. The reporting requirements include monthly earned value, and performance reporting from the subcontractor to PPPL. Requirements for reporting are described in the Request for Proposal (RFP) and formalized in
the contract.
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Monthly Statusing
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Status: Monthly Calendar
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Monthly EVMS calendar posted at the bottom of the CAM notebook web site
Status:Initiation Email
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Job Number
Activity ID Activity Name EVMS Rule
Act. % Comp
Updated % Comp
Forecast Finish
ETC-EAC Change
BL Start BL Finish
7100CS7000031 FY2011 Project Management A 82.4 10/01/2010 09/30/2011
7100CS7000031G FY2011 General Arrangement Drawings
A 82.4 10/01/2010 09/30/2011
7100CS7000031R FY2011 Project Reviews A 82.4 10/01/2010 09/30/2011
7100CS7000041 FY2012 Project Mangement A 0 10/03/2011 09/28/2012
7100CS7000041G FY2012 General Arrangement Drawings
A 0 10/03/2011 09/28/2012
7100CS7000041R FY2012 Project Reviews A 0 10/03/2011 09/28/2012
Status: Monthly Status Process
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Status: EVMS Data Flow
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Planning, Scheduling, & Budgeting
Organization
AccountingConsiderations
Revisions
- Define the work
-Assign responsibilities
-The Control Account
- Schedule all work
- Authorize all work
- Time-phase the work
- Develop cost accounts
- Costs Elements
- Cost summarization
- Understand contract status
- Use data for decision-making
Assignments made to responsible organizations
Maintenance of budget, work, and schedule relationships
Do not modify past budget or actuals (w/o permission)
All documents properly maintained
Analysis & Management Reports
ANSI 748 Elements
Analysis & Management Reports:Contract Performance Reports (CPR Formats 1,2,3)
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Analysis & Mngmt Reports: PPPL’s CPR Format 2 Type Report
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Analysis & Management Reports:Format 5 Explanations & Problem Analyses• Thresholds are specified in the PEP• Variance reported when any WBS Level 2 cumulative to
date variance exceeds:– SV +10% AND >$50K or any impact on any DOE Level 1 or 2
Milestone– CV +10% AND >$50K – Upcoming PEP draft makes above a bit less restrictive
• CAM for Control Account which is driving the variance prepares analysis report (this has been added to draft change being made to PEP)
• Project Manager may also choose to request a VAR for further variance explanation/analysis
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Variance Reporting Process
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Analysis & Management Reports:Format 5 Explanations & Problem Analyses
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• PPPL PMSD (Procedure 8 Monthly Status Reporting) indicates the following for ETC– On a monthly basis, the CAM shall review the Estimate to Complete
(ETC) for the elements of their control account. If, in the judgment of the CAM, the current ETC does not accurately reflect the cost for the remaining work in the control account, the CAM develops a new estimate and submits it to the Project Manager. CAMs should include in the ETC any cost variances to date as well as estimates for known pending changes and mitigation of known risks.
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Analysis & Management Reports: Estimate at Complete
Analysis & Management Reports: Estimate at Complete
• Bottoms up estimate required every 6 months by PEP• Last completed in June• Monthly EAC/ETC updates gathered in monthly update/status
meetings
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Analysis & Management Reports:June Bottom’s Up
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ANSI 748 Elements
Planning, Scheduling, & Budgeting
Organization
AccountingConsiderations
Revisions
- Define the work
-Assign responsibilities
-The Control Account
- Schedule all work
- Authorize all work
- Time-phase the work
- Develop cost accounts
- Costs Elements
- Cost summarization
- Understand contract status
- Use data for decision-making
Assignments made to responsible organizations
Maintenance of budget, work, and schedule relationships
Do not modify past budget or actuals (w/o permission)
All documents properly maintained
Analysis & Management Reports
Revisions & Data Maintenance: Change Control Process
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Revisions & Data Maintenance:Change Control Thresholds
• Thresholds are specified in the PEP
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Revisions & Data Maintenance:Engineering Change Proposals (ECPs)
• Procedure NSTXU-PROC-001 NSTXU Configuration Control is the vehicle to incorporate authorized changes in budgets and schedules.
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Revisions & Data Maintenance:Engineering Change Proposals (ECPs) Log
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NSTXU-ECP- WBS
Control Account Description of Change
Approval
Level In $KContract Budget
Base (CBB) ContingencyTotal Project Cost
(TPC)Date
Increase/
BalanceIncrease/
BalanceIncrease/
BalanceDecrease Decrease Decrease
1 1.7.1.5 7700/7710Combine CA 7700 & 7710 into one CA (7710) Direct Allocations
25-Apr-11 3 $0 $0 $77,317 $0 $16,992 $0 $94,309
2 1.6 6100Move the Baseline Start date for task 6100-0041 to 12 April 2012
8-Jun-11 3 $0 $0 $77,317 $0 $16,992 $0 $94,309
3 1.6 6100Reduce man-hours on task 6100-0041. Add this budget as M&S in task 6100-0049D
19-Sep-11 3 $0 $0 $77,317 $0 $16,992 $0 $94,309
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http://nstx-upgrade.pppl.gov/Engineering/ProjectStatus/Configuration_Control/ECPindex.htm
• http://www-local.pppl.gov/EVMS/CAMNB/INDEX.htm
CAM Notebooks
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Questions
Questions ???
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