successfully presenting your microsoft project reports

FY02

July August September October November December

Earned Valuegreate than Cost

Cost greater thanEarned Value

Cost/Earned Valueare equal

Completed Task Incomplete Task Status

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP

6-Month Earned Value Report

Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400

Procurement $175 $250

Production $200 $414

Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP

Contracts review: 10-15-02

Sign Off: _________________

Successfully Presenting Your Microsoft Project Reports

► What to include in a project status report

► Presenting one or more projects on a single page, at a high level

► Reports:

► Highlighting milestones and project/phase/task hierarchies

► Link ancillary data to your report

► Distribution: Web, reader, Word, PowerPoint

Objectives

• Multi-tier reports

• Earned value

• Key milestones roll-up

• Stoplight at-a-glance status

• Milestones only

• Critical path

• Finish dates

• Budget/Cost

Translate your project details into a brief summary which clearly conveys the project plan/status

► Microsoft Project reports

Delivery Mediums

Earned Value Report

Critical Tasks Report

What are your options?

Printed Gantt chart

► Drawing packages: PowerPoint, Visio, Excel

Delivery Mediums

► 3rd Party Tools: Milestones Professional, Milestones Project Companion, PERT Chart Expert, WBS Chart Pro,…

Delivery Mediums

2004

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Baseline Project Summary Phase End Milestone Phase Start

Current Status

Delivery Behind Schedule Ahead of Schedule On Schedule

Contract Status Report

DeliveryDate

Projects Ahead /Behind

PercentComplete

A

A

B BC

C

D

D

EE

12/15 All Projects 28%

P1 P2 A P3 P4

A7/7Project A 56%

BP1 P2 P3 P4 B10/26Project B 13%

P1 C P2 P3 P4

C12/15Project C 26%

DP1 P2 P3 P4

D12/1Project D 22%

P1E

P2 P3 P4 E8/23Project E 32%

A

A

B BC

C

D

D

EE

P1 P2 A P3 P4

A

BP1 P2 P3 P4 B

P1 C P2 P3 P4

C

DP1 P2 P3 P4

D

P1E

P2 P3 P4 E

FY02






$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400



Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP


Sign Off: _________________

► Manually draw from MSP data

► Export into another tool

► Automate with a custom program

What to include in a project status report

2004



Current Status



DeliveryDate


PercentComplete

A

A

B BC

C

D

D

EE


P1 P2 A P3 P4

A7/7Project A 56%

BP1 P2 P3 P4 B10/26Project B 13%

P1 C P2 P3 P4

C12/15Project C 26%

DP1 P2 P3 P4

D12/1Project D 22%

P1E

P2 P3 P4 E8/23Project E 32%

A

A

B BC

C

D

D

EE

P1 P2 A P3 P4

A

BP1 P2 P3 P4 B

P1 C P2 P3 P4

C

DP1 P2 P3 P4

D

P1E

P2 P3 P4 E

► Whatever “they” tell you to

► Baseline/Current finish dates

► Major milestones

► Percent complete status

► Delivery dates


► Phase status (drill-down)

2004Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec


Current Status



DeliveryDate


PercentComplete

A

A

B BC

C

D

D

EE


P1 P2 A P3 P4

A7/7Project A 56%

2/17Phase 1 100%

3/24Phase 2 100%

4/28Phase 3 47%

7/7Phase 4 0%

A

A

B BC

C

D

D

EE

P1 P2 A P3 P4

A

P1

P2

A P3

P4

A



► Planned and current costs

► Forecasted costs

2002

March April May

Current Dates Baseline Dates Status

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWSBCWPBudgetACWPEAC

Project Status Report

Project/Phase

EAC TotalBudget

BCWS ACWP BCWP PRCNTCMPLT

Project ABC$2,340 $2,975 $1,714 $1,575 $1,962 66.0%

Phase 1$351 $300 $300 $350 $300 100.0%

Phase 2$400 $400 $400 $400 $400 100.0%

Phase 3$343 $250 $117 $175 $128 51.1%

Phase 4$254 $725 $580 $200 $564 77.8%

Phase 5$188 $400 $168 $100 $211 52.6%

Phase 6$315 $350 $113 $200 $223 63.6%

Phase 7$490 $550 $37 $150 $138 25.0%5/17

Delivery

BCWS = Budget x % of Duration to Current Date BCWP = Budget x % Complete Estimate at Completion = (ACWP / BCWP ) x Budget

*** BCWS and Budget are allocated to baseline task bars.



► Planned and current costs

► Forecasted costs

► Earned value

FY04


Earned Valuegreater than Cost

Cost = Earned Value



$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Phases

ACWP BCWP Budget Status

Project 1 $1,185 $1,608 $2,975

Research $200 $300 $300

Design $400 $400 $400

Procurement $175 $250 $250

Production $200 $420 $725

Testing $210 $239 $400

Review $0 $0 $350

Delivery $0 $0 $550

ACWP

Budget

BCWP


Sign Off: _________________

From Project details to presentation summary

How do you get from here...

...to here?

FY03 FY04

Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

Phase End CDRL Slipped Milestone No Go Go

Summary of All Projects Aerospace Company

Projects GO/NO-GO

Status ReviewNOTES

Sign Off

Space Station

Booster

RPV

Strike System

Nuclear Umbrella

Design

CDRL 1

Prototype

CDRL 2

PDR

CDRL 3

CDR

CDRL 4

DEL

CDRL 5Design

CDRL 1

Prototype

CDRL 2 CDRL 3

PDR

CDRL 4

CDR DEL

CDRL 5Design

CDRL 1

Prototype

CDRL 2

PDR

CDRL 3

CDR

CDRL 4

DEL

CDRL 5Design

CDRL 1

Prototype

CDRL 2

PDR

CDRL 3

CDR

CDRL 4

DEL

CDRL 5Design

CDRL 1

Prototype

CDRL 2

PDR

CDRL 3

CDR

CDRL 4

DEL

CDRL 5

Status Review Meeting7/15/03

► Manually draw from MSP data

► Export into another tool

► Automate with a custom program

Create presentation reports using Milestones

► MS Project-to-Milestones Professional import wizard

Critical tasks report

► Report status of critical tasks, only, by importing

'98 '99 '00 '01

Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3

Summary Current Plan Baseline

Page 1 of 1 9/9/03

Aerospace Project Plan

NameWBS % Cost RemainingCost

ResourceInitials

SYSTEM ENGINEERING2 24% $213,648 $161,844

System Engineering Complete

2.6 10% $26,800 $24,227 J,B,H

SPACECRAFT ENGINEERING

3 24% $658,048 $506,451

ORBIT ADJUST PROPULSION

3.5 33% $536 $359 J,B,H

CONTAINMENT SYSTEM

3.13 15% $45,560 $38,726 J,B,H

Spacecraft Engineering Complete

3.14 12% $0 $0 J,B,H

Assurance and Testing Complete

9.11 22% $0 $0 J,B,H


CONTAINMENT SYSTEM

.

There can’t be a crisis next week. My schedule is already full.

--Henry Kissinger

Critical tasks report

▼ Highlight critical tasks within all tasks

2004

February March April

2 9 16 23 1 8 15 22 29 5 12 19 26

Critical Path Project Status Review Critical Milestone Critical Task Normal Task

Smith Interior Remodel Valley Commercial Construction

4745 Palm Ave. • Fullerton, CAJob No.: 980045.05 • Cmpl.: 04/15/02

Start Finish Critical?

Soft Demo 2/10 2/18Sawcut & Demo-Structural 2/14 2/18HVAC-Rough 2/17 3/17Wall Saw & Demo 2/18 2/24Structural Concrete-Rebar 2/21 2/27Skylights 2/21 3/10Electrical-Rough/Finish 2/21 4/21Overhead Doors 2/26 3/1Inspection-Structural Rebar 2/27 2/27Structural Concrete-Pour 2/28 3/3Service/Repair Elevator 2/28 3/3Structural Steel-Install 3/3 3/13T-bar Grid Repair 3/9 3/17Inspection-Walls 3/10 3/10Inspection-Drywall Screw 3/14 3/14Mud & Tape 3/14 3/21Mezzanine Demo 3/15 3/24Doors/Frame/Hardware 3/21 3/24Spiveco Equip Move-In 3/24 3/24T.C.O. from City 3/24 3/24Ceiling Tile 3/31 4/11Inspection-Ceiling 3/31 4/4Paint 4/11 4/19Carpet 4/13 4/20Inspection-Elec, Mech & Fire 4/20 4/20Inspection-Building Final 4/24 4/27

2004


2 9 16 23 1 8 15 22 29 5 12 19 26

Critical Path Project Status Review

Critical Milestone

Critical Task

Normal Task




Structural Concrete-Rebar 2/21 2/27

Inspection-Structural Rebar 2/27 2/27

Structural Concrete-Pour 2/28 3/3

Structural Steel-Install 3/3 3/13

Inspection-Walls 3/10 3/10

Inspection-Drywall Screw 3/14 3/14

Inspection-Ceiling 3/31 4/4

Inspection-Elec, Mech & Fire 4/20 4/20

Inspection-Building Final 4/24 4/27

▼ Filter for critical tasks

Finish dates report

▼ Display all finish dates ► Finish dates rolled-up

'99

Q1 Q2 Q3

Not Started In Progress Completed Critical Finish Summary

Page 1 of 7 9/9/03

Project Plan

NameStatus%Complete

Task 160.00%

Task 1-150.00%

Task 1-2100.00%

Task 1-331.00%

Task 1-3-A50.00%

Task 1-3-B0.00%

Task 1-40.00%

Task 1-50.00%

Task 20.00%

Task 320.00%

Task 3-1100.00%

Task 3-280.00%

Task 3-316.00%

Task 3-40.00%

0.00%

Task 429.00%

Task 4-131.00%

Task 4-227.00%

Task 537.00%

Task 5-180.00%

Task 5-240.00%

Task 5-320.00%

Task 1

Task 1-1

Task 1-2

Task 1-3

Task 1-3-A

Task 1-3-B

Task 1-4

Task 1-5

Task 2

Task 3

Task 3-1

Task 3-2

Task 3-3

Task 3-4

Task 4

Task 4-1

Task 4-2

Task 5

Task 5-1

Task 5-2

Task 5-3

.

When will it be finished?

• Finish date milestones

• Stoplight status:

– Not started

– In progress

– Complete

• Percent Complete

Finish dates report

► Display all finish dates ▼ Finish dates rolled-up

'99

Q2 Q3 Q4 Q1

Presentation Timeline of End Dates

Project

Task 1

Task 2

Task 3

Task 4

Task 5

Task 8

Task 9

(1) Task 1-2

(2) Task 1-1

(3) Task 1-3

(4) Task 1-4

(5) Task 1-5

(1) Task 3-1

(2) Task 3-2

(3) Task 3-3

(4) Task 3-4

(1) Task 4-1

(2) Task 4-2

(1) Task 5-1

(2) Task 5-3

(3) Task 5-2

(4) Task 5-4

(5) Task 5-5

(1) Task 8-1

(2) Task 8-2

(3) Task 8-3

(4) Task 8-4

(5) Task 8-5

(6) Task 8-6

(7) Task 8-7

(8) Task 8-8

(9) Task 8-9

(10) Task 8-10

(11) Task 8-11

(12) Task 8-12

(13) Task 8-13

(14) Task 8-14

(15) Task 8-15

(16) Task 8-16

(1) Task 9-1

(2) Task 9-2

(3) Task 9-3

.

Budget status report

2003 2004 2005

FY03 FY04 FY05 FY06

Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1

Baseline Phase 1 Phase 2 Phase 3 Complete /Delivery

ProjectReview

Cost to date $206 $418 $398 $491 $783 $290 $45Budget $171 $389 $359 $433 $711 $272 $428 $393 $187 $106 $0 $2

$0$195$390$585$780Cost to date

Budget

Cumulative costs $206 $623 $1,021 $1,513 $2,296 $2,585 $2,630Cumulative budget $171 $560 $919 $1,352 $2,063 $2,334 $2,762 $3,155 $3,342 $3,448 $3,448 $3,450

$0$862

$1,724$2,586$3,448Cumulative costs

Cumulative budget

Quarterly Budget Status Review

Task%Cmplt.

Budget Costto Date

Variance

Aircraft

MissileOrdn Software Environ DoD Aerospace Project62% $3,450 $2,630 $820

Aircraft52% $1,250 $800 $450

Electronic67% $1,000 $700 $300

Missile100% $550 $600 ($50)

Ordnance100% $100 $100 $0

Software80% $500 $425 $75

Environmental9% $50 $5 $45

Aircraft

MissileOrdn Software Environ

10/05Aircraft

3/05Electronic

6/04Missile

3/04Ordn

12/04Software

7/05Environ

** Dollars in Millions

A budget takes the fun out of money.— Mason Cooley, U.S. aphorist

▼ Budget, cost, variance ▼Graph by time period & cumulative

Reporting earned value

▼ Earned value for the “detailed numbers person”

Reporting earned value

▼ Earned value for the visual (graph), numbers (columns), and spatial (timeline)

2002

October November December

BCWP = ACWP BCWP > ACWP ACWP > BCWP

Summary Status Task

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

$3,500

$4,000

BCWPBudgetACWP

Earned Value Report Contract Review

Project /Tasks

Budget ACWP BCWS BCWP PRCNTCMPLT

SV CV

All Projects $4,025 $2,604 $3,004 $3,256 74.6% $254 $653

Project 1 $950 $772 $844 $867 88.9% $23 $95

Task 1-A $300 $220 $300 $300 100.0% $0 $80

Task 1-B $400 $360 $400 $400 100.0% $0 $40

Task 1-C $250 $192 $144 $167 66.7% $23 ($25)

Project 2 $1,300 $922 $1,019 $1,121 78.4% $102 $199

Task 2-A $725 $475 $577 $636 87.8% $59 $161

Task 2-B $225 $150 $166 $188 83.3% $22 $38

Task 2-C $350 $297 $276 $297 84.8% $21 $0

Project 3 $1,775 $910 $1,140 $1,269 64.2% $129 $359

Task 3-A $550 $300 $420 $450 81.8% $30 $150

Task 3-B $800 $450 $540 $600 75.0% $60 $150

Task 3-C $425 $160 $180 $219 51.5% $39 $59

FinalReview

BCWP = ACWP BCWP > ACWP ACWP > BCWP

Summary Status Task

ACWP

Budget BCWP

Schedule Variance = BCWP - BCWS Cost Variance = BCWP - ACWP Cost Performance Index = BCWP / ACWP Schedule Performance Index = BCWP / BCWS

Baseline and current dates

▼Juxtapose baseline and current datesThe best-laid schemes of mice and men

Often go awry,And leave us nothing but grief and pain,

Instead of promised joy!— Robert Burns


▼Juxtapose baseline and current finish dates as dates, milestones, and stoplights

'98 '99 '00 '01Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2

Baseline Finish Scheduled Finish Ahead of Schedule

On target Behind Schedule

9/9/03


ScheduledFinish

BaselineFinish

Project Ahead/Behind

Status

9/1/987/9/98PROJECT MANAGEMENT 38

9/1/988/1/98PLANNING 22

12/1/999/9/99SYSTEM ENGINEERING 59

1/19/991/7/99REQUIREMENTS 8

3/30/993/4/99ANALYSIS 18

5/25/995/6/99INTEGRATION 12

7/6/996/17/99MISSION OPERATIONS 13

9/22/999/9/99SYSTEM TEST PLANNING 9

12/1/999/9/99System Engineering Complete 59

6/12/016/12/01SPACECRAFT ENGINEERING 0

12/2/9912/2/99COMMAND AND CONTROL 0

6/5/006/5/00ATTITUDE CONTROL 0

10/9/0010/9/00POWER 0

6/11/016/11/01THERMAL 0

6/12/016/12/01ORBIT ADJUST PROPULSION 0

1/29/981/29/98TANK 0

3/12/983/12/98VALVES 0

4/30/984/30/98THRUSTER 0

5/28/985/28/98DESIGN 0

7/23/987/23/98FABRICATE 0

8/20/988/20/98ASSEMBLE 0

9/17/989/17/98TEST 0

PROJECT MANAGEMENT

PLANNING

SYSTEM ENGINEERING

REQUIREMENTS

ANALYSIS

INTEGRATION

MISSION OPERATIONS

SYSTEM TEST PLANNING



COMMAND AND CONTROL

ATTITUDE CONTROL

POWER

THERMAL


TANK

VALVES

THRUSTER

DESIGN

FABRICATE

ASSEMBLE

TEST

.


▼Juxtapose baseline and current task bars, start/finish dates and duration

2004


Current Dates / Completed Current Dates / Incomplete Baseline Dates

Project Baseline and Current Status

Project& Phase

Base/ActVariance

CurrentDuration

CurrentStart

CurrentFinish

BaselineStart

BaselineDuration

BaselineFinish

1/20 11/19

1/14 11/19

Project ABC -34 280d 1/14 11/19 1/20 246d 11/19

Research 11 48d 1/14 3/1 1/20 59d 3/18

Development 7 28d 2/19 3/17 2/25 35d 3/30

Prototype production

2 30d 3/25 4/23 3/23 32d 4/23

Testing -11 55d 5/3 6/26 5/9 44d 6/21

Final production

-43 117d 6/30 10/24 8/12 74d 10/24

Approval 0 1d 11/7 11/7 11/7 1d 11/7

Delivery 0 1d 11/19 11/19 11/19 1d 11/19

1/20 11/19

1/14 11/19

1/14

1/20

3/1

3/18

2/19

2/25

3/17

3/30

3/23

3/25 4/23

4/23

5/3

5/9 6/21

6/26

6/30

8/12

10/24

10/24

11/7

11/7

11/19

11/19


▼Juxtapose baseline and current costs as values, graph, and stoplights

2003 2004Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Baseline Track Revised Track Current Status Delivery

$0

$200,000

$400,000

$600,000Baseline Costs

Current Costs

$0

$1,000,000

$2,000,000

$3,000,000Cumulative Baseline Costs

Cumulative Current Costs

Baseline vs. Current Costs and Finish Dates Project Status Report

BaselineFinish

RevisedFinish

PhasePercent Complete

BaselineCost

CurrentCosts

CostVariance

6/236/13Phase 1100% $500,000 $400,000 $100,000

10/110/17Phase 2100% $750,000 $800,000 ($50,000)

2/202/19Phase 3100% $450,000 $350,000 $100,000

7/56/29Phase 466% $500,000 $100,000 $400,000

11/212/9Phase 598% $900,000 $0 $900,000

Delivery

At-a-glance stoplight reports

▼Shapes and colors to indicate healthIn preparing for battle I have always found that plans are useless, but planning is indispensable.

—Dwight D. Eisenhower

2004Q1 Q2

January February March April May June

Summary Ahead of schedule Task is in progress On Budget

Phase Complete On schedule Task is complete Over Budget

Phase Incomplete Behind schedule Under Budget

CostStatus

Days toCompletion

Project/Employee

Ahd/BhdStatus

PercentComplete

ProjectManager

$1000 Project A 100% Joe

$00Phase 1 100%

$2000Phase 2 100%

($100)0Phase 3 100%

$505 Project B 95% Mary

$500Phase 1 100%

$00Phase 2 100%

$05Phase 3 77%

$15047 Project C 48% Bill

$500Phase 1 100%

$022Phase 2 33%

$10025Phase 3 0%

Summary Ahead of schedule Task is in progress On Budget

Phase Complete On schedule Task is complete Over Budget

Phase Incomplete Behind schedule Under Budget

Highlight milestones and schedule hierarchies

▼In a sea of start dates, end dates, rows of activities, and columns of data, how can the major milestones and activity rows stand out?

► Move major milestones to summary lines

► Enlarge the physical size of the milestone

► Use striking colors, like red

► Circle major milestones

► Use shapes which convey a sense of a major event

► Use a column which marks major tasks

► Filter to display only the major activities

► Shade by outline level

2004


2 9 16 23 1 8 15 22 29 5 12 19 26

Critical Path Project Status Review Critical Milestone Critical Task Normal Task




Soft Demo 2/10 2/18Sawcut & Demo-Structural 2/14 2/18HVAC-Rough 2/17 3/17Wall Saw & Demo 2/18 2/24Structural Concrete-Rebar 2/21 2/27Skylights 2/21 3/10Electrical-Rough/Finish 2/21 4/21Overhead Doors 2/26 3/1Inspection-Structural Rebar 2/27 2/27Structural Concrete-Pour 2/28 3/3Service/Repair Elevator 2/28 3/3Structural Steel-Install 3/3 3/13T-bar Grid Repair 3/9 3/17Inspection-Walls 3/10 3/10Inspection-Drywall Screw 3/14 3/14Mud & Tape 3/14 3/21Mezzanine Demo 3/15 3/24Doors/Frame/Hardware 3/21 3/24Spiveco Equip Move-In 3/24 3/24T.C.O. from City 3/24 3/24Ceiling Tile 3/31 4/11Inspection-Ceiling 3/31 4/4Paint 4/11 4/19Carpet 4/13 4/20Inspection-Elec, Mech & Fire 4/20 4/20Inspection-Building Final 4/24 4/27

'98 '99 '00 '01

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2

Summary Current Plan Baseline Critical Slack

Page 1 of 1 9/9/03


NameMajorMilestone

BaselineStart

BaselineFinish

Spacecraft Engineering Complete

True 01/14/99 01/14/99

Assurance and Testing Complete

True 01/14/99 01/14/99

Software CompleteTrue 01/14/99 01/14/99

Space Vehicle CompletedTrue 09/09/99 09/09/99

.

'98 '99 '00 '01

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2

Summary Current Plan Baseline Critical Slack

Page 1 of 3 9/9/03


NameMajorMilestone

BaselineStart

BaselineFinish

PROJECT MANAGEMENTFalse 01/02/98 07/09/98

PLANNINGFalse 01/01/98 08/01/98

SYSTEM ENGINEERINGFalse 07/10/98 09/09/99

REQUIREMENTSFalse 07/10/98 01/07/99

ANALYSISFalse 01/08/99 03/04/99

INTEGRATIONFalse 03/05/99 05/06/99

MISSION OPERATIONSFalse 05/07/99 06/17/99

SYSTEM TEST PLANNINGFalse 06/18/99 09/09/99

System Engineering CompleteFalse 09/09/99 09/09/99

SPACECRAFT ENGINEERINGFalse 01/02/98 06/12/01

COMMAND AND CONTROLFalse 01/02/98 12/02/99

ATTITUDE CONTROLFalse 12/03/99 06/05/00

POWERFalse 06/06/00 10/09/00

THERMALFalse 10/10/00 06/11/01


False 06/12/01 06/12/01

TANKFalse 01/02/98 01/29/98

VALVESFalse 01/30/98 03/12/98

THRUSTERFalse 03/13/98 04/30/98

DESIGNFalse 05/01/98 05/28/98

FABRICATEFalse 05/29/98 07/23/98

ASSEMBLEFalse 07/24/98 08/20/98

TESTFalse 08/21/98 09/17/98

PROJECT MANAGEMENT

PLANNING

SYSTEM ENGINEERING

REQUIREMENTS

ANALYSIS

INTEGRATION

MISSION OPERATIONS

SYSTEM TEST PLANNING



COMMAND AND CONTROL

ATTITUDE CONTROL

POWER

THERMAL

TANK

VALVES

THRUSTER

DESIGN

FABRICATE

ASSEMBLE

TEST

.

Obstacles are those frightful things you see when you take your eyes off your goal.

—Henry Ford

Multi-tiered reports from multiple source files

Some people are much more... oh, ever so much more... oh, muchly much much more unlucky than you.

—Dr. Theodor Seuss Geisel


► Transform lots of project files...

...into mid-management reports...FY02






$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400



Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP


Sign Off: _________________

'03 '04 '05 '06

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2

Summary Baseline Schedule Current Schedule Slack

$0

$180,000

$360,000

$540,000

$720,000

$900,000

$1,080,000

$1,260,000

$1,440,000

Baseline CostBCWPBCWSACWP

Earned Value ReportAerospace Project Plan

TASK BASELINECOST

ACTUAL(ACW P)

BCW P BCW S %

Project Summary $1,319,632 $402,777 $380,232 $1,319,632 27%

PROJECT MANAGEMENT $72,360 $69,546 $54,270 $72,360 75%

SYSTEM ENGINEERING $163,480 $51,804 $44,535 $163,480 19%

SPACECRAFT ENGINEERING $626,048 $151,597 $151,597 $626,048 23%

AIRBORNE SUPPORT EQUIPMENT

$536 $177 $177 $536 33%

MECHANICAL $32,160 $7,075 $7,075 $32,160 22%

ELECTRICAL $26,800 $11,792 $11,792 $26,800 44%

THERMAL CONTAMINATION $26,800 $5,896 $5,896 $26,800 22%

PRODUCT ASSURANCE $536 $177 $177 $536 33%

QUALITY ASSURANCE $198,856 $53,241 $53,241 $198,856 27%

LAUNCH SYSTEM INTEGRATION

$172,056 $51,472 $51,472 $172,056 30%

.

2003 2004

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Baseline Track Revised Track Current Status

$0

$200,000

$400,000


Current Costs

$0

$1,000,000

$2,000,000




BaselineFinish

RevisedFinish


BaselineCost

CurrentCosts

CostVariance

8/118/1Phase 1100% $500,000 $400,000 $100,000

11/1912/5Phase 2100% $750,000 $800,000 ($50,000)

4/94/8Phase 3100% $450,000 $350,000 $100,000

8/238/17Phase 432% $500,000 $100,000 $400,000

12/2112/15Phase 50% $900,000 $0 $900,000

2004Jan Feb Mar Apr May Jun Jul Aug

Under Budget No funds remain Over Budget Proposal Due Update Due Final Report

$0

$2,500

$5,000

$7,500

$10,000Budget

Costs to date

Remaining Funds

Projects Budget Report

FundingStatus

ProjectName

BudgetAmount

Coststo Date

RemainingFunds

Project 1 $2,000 $1,400 $600

Design $800 $800 $0

Construction $1,200 $600 $600

Project 2 $1,800 $1,600 $200

Design $600 $600 $0

Construction $1,200 $1,000 $200

Project 3 $4,000 $1,700 $2,300

Design $1,000 $1,100 ($100)

Construction $3,000 $600 $2,400

Project 4 $3,200 $2,300 $900

Design $1,500 $1,500 $0


1/27 3/12 5/11 6/17 7/24

3/2 3/28

4/6 7/5

2/13 3/19 5/12 6/6

2/22 3/11

3/23 5/22

2/26 4/27 6/14

3/30 4/12

4/25 7/22

3/24 4/27 6/21 7/29

4/4 5/2

5/10 7/9


...and one top level report of key milestones from the mid-level reports...

2004


Current Status Project Summary Phase End Milestone Phase Start



DeliveryDate


PercentComplete

A AB BC C

D

D

E

E12/15 All Projects 28%

P1 P2

A

P3 P4

A7/7Project A 56%

B

P1 P2 P3 P4

B10/26Project B 13%

P1

C

P2 P3 P4

C12/15Project C 26%

DP1 P2 P3 P4

D12/1Project D 22%

P1E

P2 P3 P4

E8/23Project E 32%

A AB BC C

D

D

E

E

P1 P2

A

P3 P4

A

B

P1 P2 P3 P4

B

P1

C

P2 P3 P4

C

DP1 P2 P3 P4

D

P1E

P2 P3 P4

E


IMPORT

REFRESH





DeliveryDate


PercentComplete

A AB BC C

D

D

E


P1 P2

A

P3 P4

A7/7Project A 56%

B

P1 P2 P3 P4

B10/26Project B 13%

P1

C

P2 P3 P4

C12/15Project C 26%

DP1 P2 P3 P4

D12/1Project D 22%

P1E

P2 P3 P4

E8/23Project E 32%

A AB BC C

D

D

E

E

P1 P2

A

P3 P4

A

B

P1 P2 P3 P4

B

P1

C

P2 P3 P4

C

DP1 P2 P3 P4

D

P1E

P2 P3 P4

E

REFRESH

LINK KEY DATES

FY02






$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400



Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP


Sign Off: _________________

'03 '04 '05 '06

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2


$0

$180,000

$360,000

$540,000

$720,000

$900,000

$1,080,000

$1,260,000

$1,440,000



TASK BASELINECOST

ACTUAL(ACW P)

BCWP BCWS %

Project Summary $1,319,632 $402,777 $380,232 $1,319,632 27%




AIRBORNE SUPPORT EQUIPMENT $536 $177 $177 $536 33%

MECHANICAL $32,160 $7,075 $7,075 $32,160 22%

ELECTRICAL $26,800 $11,792 $11,792 $26,800 44%




LAUNCH SYSTEM INTEGRATION $172,056 $51,472 $51,472 $172,056 30%

.

2003 2004

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4


$0

$200,000

$400,000


Current Costs

$0

$1,000,000

$2,000,000




BaselineFinish

RevisedFinish


BaselineCost

CurrentCosts

CostVariance

8/118/1Phase 1100% $500,000 $400,000 $100,000

11/1912/5Phase 2100% $750,000 $800,000 ($50,000)

4/94/8Phase 3100% $450,000 $350,000 $100,000

8/238/17Phase 432% $500,000 $100,000 $400,000

12/2112/15Phase 50% $900,000 $0 $900,000



$0

$2,500

$5,000

$7,500

$10,000Budget

Costs to date

Remaining Funds


FundingStatus

ProjectName

BudgetAmount

Coststo Date

RemainingFunds

Project 1 $2,000 $1,400 $600

Design $800 $800 $0


Project 2 $1,800 $1,600 $200

Design $600 $600 $0

Construction $1,200 $1,000 $200

Project 3 $4,000 $1,700 $2,300

Design $1,000 $1,100 ($100)

Construction $3,000 $600 $2,400

Project 4 $3,200 $2,300 $900

Design $1,500 $1,500 $0


1/27 3/12 5/11 6/17 7/24

3/2 3/28

4/6 7/5

2/13 3/19 5/12 6/6

2/22 3/11

3/23 5/22

2/26 4/27 6/14

3/30 4/12

4/25 7/22

3/24 4/27 6/21 7/29

4/4 5/2

5/10 7/9


Filtered Source

Files

Mid-Level Project Presentation Schedules

Top-Level Project Presentation

Schedule

Update with changes

Update with changes

► Keep mid- and top-level reports up-to-date

Project A

Detailed Source Schedules

Project B & C

Project D

Project E

Import filtered data




Mid-Level Reports of Key Source Data

2003 2004Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4


$0

$200,000

$400,000


Current Costs

$0

$1,000,000

$2,000,000




BaselineFinish

RevisedFinish


BaselineCost

CurrentCosts

CostVariance

8/118/1Phase 1100% $500,000 $400,000 $100,000

11/1912/5Phase 2100% $750,000 $800,000 ($50,000)

4/94/8Phase 3100% $450,000 $350,000 $100,000

8/238/17Phase 432% $500,000 $100,000 $400,000

12/2112/15Phase 50% $900,000 $0 $900,000

'03 '04 '05 '06

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2


$0

$180,000

$360,000

$540,000

$720,000

$900,000

$1,080,000

$1,260,000

$1,440,000



TASK BASELINECOST

ACTUAL(ACW P)

BCW P BCW S %

Project Summary $1,319,632 $402,777 $380,232 $1,319,632 27%




AIRBORNE SUPPORT EQUIPMENT $536 $177 $177 $536 33%

MECHANICAL $32,160 $7,075 $7,075 $32,160 22%

ELECTRICAL $26,800 $11,792 $11,792 $26,800 44%




LAUNCH SYSTEM INTEGRATION $172,056 $51,472 $51,472 $172,056 30%

.



$0

$2,500

$5,000

$7,500

$10,000Budget

Costs to date

Remaining Funds


FundingStatus

ProjectName

BudgetAmount

Coststo Date

RemainingFunds

Project 1 $2,000 $1,400 $600

Design $800 $800 $0


Project 2 $1,800 $1,600 $200

Design $600 $600 $0

Construction $1,200 $1,000 $200

Project 3 $4,000 $1,700 $2,300

Design $1,000 $1,100 ($100)

Construction $3,000 $600 $2,400

Project 4 $3,200 $2,300 $900

Design $1,500 $1,500 $0


1/27 3/12 5/11 6/17 7/24

3/2 3/28

4/6 7/5

2/13 3/19 5/12 6/6

2/22 3/11

3/23 5/22

2/26 4/27 6/14

3/30 4/12

4/25 7/22

3/24 4/27 6/21 7/29

4/4 5/2

5/10 7/9


FY02






$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400



Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP


Sign Off: _________________





DeliveryDate


PercentComplete

A AB BC C

D

D

E


P1 P2

A

P3 P4

A7/7Project A 56%

B

P1 P2 P3 P4

B10/26Project B 13%

P1

C

P2 P3 P4

C12/15Project C 26%

DP1 P2 P3 P4

D12/1Project D 22%

P1E

P2 P3 P4

E8/23Project E 32%

A AB BC C

D

D

E

E

P1 P2

A

P3 P4

A

B

P1 P2 P3 P4

B

P1

C

P2 P3 P4

C

DP1 P2 P3 P4

D

P1E

P2 P3 P4

E

Top-Level Report of Key Mid-Level Data

Link other data to your reportThe significant problems we face cannot be solved at the same level of thinking we were at when we created them.

—Albert Einstein

► Challenge: Fit lots of data into a single page

• Cost spreadsheets

• More detailed schedules

• Research reports

• PERT charts

• AutoCAD drawings

FY02






$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400



Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP


Sign Off: _________________

► Solution: Link from symbols to documents for quick access

Link other data to your report

Research Report attached to the

Research start date

FY02






$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

BCWPBudgetACWP


Project/Tasks

ACWP BCWP Status

Project 1 $1,285 $1,569

Research $300 $300

Design $400 $400



Testing $210 $204

Review $0 $0

Delivery $0 $0

ACWP

Budget

BCWP


Sign Off: _________________

AutoCAD drawing attached to the

Design end date

Financials Report attached to the

status milestone

MS Project schedule with detailed

Production data

Distribute and share your presentation

► Web page of high-level report with drill-down

Distribute and share your presentation

► Open with reader (Adobe, Milestones)

► Paste into PowerPoint or Word

► Upload to a shared e-room

Is your presentation ready for prime-time?

The project report is:

Objective

Clear and concise

Easily interpreted

Able to drill-down to details from the summary

Able to show impact when dates or values change

Separated into distinct areas of focus



$0

$2,500

$5,000

$7,500

$10,000Budget

Costs to date

Remaining Funds


FundingStatus

ProjectName

BudgetAmount

Coststo Date

RemainingFunds

Project 1 $2,000 $1,400 $600

Design $800 $800 $0


Project 2 $1,800 $1,600 $200

Design $600 $600 $0

Construction $1,200 $1,000 $200

Project 3 $4,000 $1,700 $2,300

Design $1,000 $1,100 ($100)

Construction $3,000 $600 $2,400

Project 4 $3,200 $2,300 $900

Design $1,500 $1,500 $0


1/27 3/12 5/11 6/17 7/24

3/2 3/28

4/6 7/5

2/13 3/19 5/12 6/6

2/22 3/11

3/23 5/22

2/26 4/27 6/14

3/30 4/12

4/25 7/22

3/24 4/27 6/21 7/29

4/4 5/2

5/10 7/9


Questions and Answers

successfully presenting your microsoft project reports

Documents

finish dates finish

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milestones ms project

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