Lab-Wide Earned Value Management System Project Core Team Meeting September 10, 2008 Dean A. Hoffer/Elaine McCluskey

Lab-Wide Earned Value Management System Project

Core Team Meeting

September 10, 2008Dean A. Hoffer/Elaine McCluskey

10-Sep-2008 Lab-Wide EVMS Project Core Team Meeting

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Agenda• System Description and Implementing Procedures

– Review by Oversight Committee [Elaine]– Streamlining Cost and Schedule Procedures [Elaine]– Implementing Procedures Process Flow Diagrams [Dean]– Next Steps [Dean]

• Training– Discussions on Training Material from SLAC [Dean/Elaine]– Discussion with BNL on their EVMS Training [Dean/Elaine]– Next Steps [All]

• Discuss CAM Notebooks –feedback from SLAC and BNL [Dean/Elaine]• Feedback from PNNL, SLAC and BNL on how Contingency/Management

Reserve is Tracked [Dean/Elaine]• Status of customized Cobra CPR5 3 month rolling average report for

variance analysis/thresholds [Dean]• Status of Action Items


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Review Process

Activity Duration Start FinishForcast Finish

Oversight Committee review of all procedures 10 days 11-Aug-08 22-Aug-08 11-Sep-08Core Team rework after OS review 5 days 25-Aug-08 29-Aug-08 19-Sep-08EG&G Review 4 days 19-Sep-08 24-Sep-08Core Team update as required after EG&G review 3 days 25-Sep-08 29-Sep-08


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Flow Diagrams

• Ed Vokoun of EG&G reviewed Implementing Procedures for flow diagrams.

• Ed generated some additional flow diagrams, comment on existing and commenting on procedure content vs. flow diagrams.


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Comments from Ed VokounProcedure # Procedure Name Comments 12.PM-001 Project WBS, OBS,

RAM Describes requirements and responsibilities; does not describe how to do

12.PM-002 Control Accounts, Work Packages, Planning Packages

Section 4.4 does not match Appendix B (procedural steps?); written like a narrative; limited description on how to do (incomplete?)

12.PM-003 Work Authorization and Funds

Marked up issues onto flowchart, Appendix D

12.PM-004 Project Scheduling Created flowchart and listed 2 issues onto with potential missing steps in the procedure on the flowchart

12.PM-005 Cost Estimating 12.PM-006 Monthly Status

Reporting Marked up issues onto flowchart, Appendix B

12.PM-007 Change Control Marked up issues onto flowchart, Appendix E

12.PM-008 Surveillance and Maintenance

Describes requirements and responsibilities; does not describe how to do


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Next Step

• System Description and Implementing Procedures– Review by Oversight Committee complete by 11-Sep

– Core Team Review Ed Vokoun comments/flow diagram

– Core Team consolidate Oversight Committee comments, Ed Vokoun comments/flow diagrams and update documents (Elaine to track comment resolution in spreadsheet)

– EG&G (outside 3rd Party) to review documents after updates complete


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SLAC Training

• Distributed for review– LUSI EVMS Training Slides– LCLS EVMS Training Slides

• What is the Core Team thoughts on applicability for use by Fermi?


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Training Discussion with BNL

• 2 Day General EVMS Training by Outside Training (for CAMs, Project Management and Senior Management)

• Individual CAM Coaching (Finishing School) – asked example OECM interview questions and coached on appropriate responses and use of CAM Notebook

• Specific Topic Training – i.e. Variance Analysis, ETC• Mock Review – full week review with interviews with

feedback on documentation, presentations and interview skills (done by same person as 2 day review)

• BNL well be sending training vendor contact information


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Other Discussion with BNL

• ETC is tracked in Cobra using separate code class

• Cost estimates tracked in their own database


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CAM Notebooks

• SLAC– Emphasized importance of having and using CAM

Notebooks. Hard Copies updated by Project Controls. Information available electronically in the Hammer. (have content index)

• BNL– Hardcopy and same information posted monthly by

Project Controls (to be sent content index)


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SLAC CAM Notebook Index

1. Org Charts (Directorate and Project) 2. WBS Structure & Dictionary 3. Responsibility Assignment Matrix (RAM) 4. Milestone Structure & Dictionary 5. Work Authorization Document (WAD) 6. P3 Milestone Chart 7. P3 Detail Schedules 8. Control Account Planning (CAP) sheets 9. Cost Performance Report (CPR) Earned Value reports 10. tbd 11. EIA-748A 32 Criteria / Acronyms 12. misc


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Tracking Contingency & Management Reserve

• PNNL– Do not use Cobra. EV done in home grown tool

Plan.Net.

• SLAC– Use Cobra, but track Contingency and MR outside of

Cobra, but include in monthly report. MR is for OPC and Contingency is for TEC.

• BNL– Contingency/Management Reserve is tracked and

reported outside of Cobra


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Customized CPR5 3 Month Average Report

• Report has been written by Deltek Consultant

• Report will be installed/tested along with Cobra V4.7 Upgrade

• Installation and testing in DEV environment week of 15-Sep and in PRD week of 22-Sep

• Projects can run and use for Sept. variance analysis and reporting


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Action ItemsACTION ITEMS FROM 27-AUG-2008 MEETING: New Action Item Assigned to Send system description and procedure to Terry for posting for OSC

Elaine

Send note to OSC starting review process & emphasizing responsibility to inform home organizations about EVMS

Elaine

Determine how other lab’s use Cobra with MR and contingency Dean Get external review staffing in place Dean Find out if other labs have training we can use Dean Review DOE EVMS training slides for Fermilab applicability (Elaine to email out the link)

Core Team

In-progress Action Item Arrange for other lab demonstration of supporting tools Dean Get final implementation memo signed by Directorate on free physicist labor policy

Dean/Elaine

Documents

Lab-Wide Earned Value Management System Project Core Team Meeting September 10, 2008 Dean A. Hoffer/Elaine McCluskey