U.S. Department of Energy

1PARS II 102 Monthly Updating and Reporting V8.0.20101108

March 2011


March 2011

Course Objectives• Upon completion of this course, users will be

able to:

– Gain a general knowledge of PARS II features, capabilities and operation

– Navigate in the PARS II application

– Select a Project to view and analyze

• Project Attributes

• Contacts and Certification levels

• Critical Decision data at each CD level

• BCPs and KPPs

• Contractor monthly EVM data

– Enter monthly status updates

– Upload attachments

– Run PARS II Reports


March 2011

Acronyms

• PARS – Project and Assessment Reporting System

• OA – Oversight and Assessment

• CPP – Contractor Project Performance

• EVM – Earned Value Metrics

• CD – Critical Decision

• KPP – Key Performance Parameter

• BCP – Baseline Change Proposal

• FPD – Federal Project Director

• OECM – Office of Engineering and Construction Management

March 2011 PARS II 102 Monthly Updating and Reporting V8.0.20101108

4

Overview

What Is PARS II ?

Capital Project Life Cycle in PARS II

PARS II Data Hierarchy

PARS II Privileges

Legend for Class Slides


March 2011

What Is PARS II ?

• Commercial-off-the-shelf (COTS) product – iProgram component of Dekker’s Project Management

Information System (PMIS)

• Configured to meet DOE requirements – Web application– Menus, reports to reflect DOE’s project assessment process

• Repository of project status, assessment, and performance– cost performance– estimates for completion– monthly status updates– supporting documents

• DOE-wide deployment completed September 2010


March 2011

Life Cycle of a Capital Project

Typical DOE Acquisition Management System for Line-Item Projects.Source DOE G 413.3-16, 9-24-08


March 2011

OECMAssessments

Program OfficeAssessments

FPDAssessments

Life Cycle of a Capital Project in PARS II

Monthlyfor CD-2

andCD-3a, 3

ContractorEV Cost, ScheduleUpdates

Critical Decision 0

Critical Decision 1

Critical Decision 2

Critical Decision 3a, 3

Critical Decision 4Closeout

A Project that meets 413 criteria is entered in PARS II and updated as it progresses through CD Levels


March 2011

PARS II Data HierarchyLevel 1 Level 2 Level 3

SystemConfigurable

SystemConfigurable

User assignsName at creation PARS assigns #

User assigns name


March 2011

PARS II View Rights

• Users can view and analyze

ALL of the information for a Project

• OECM analysts can view data for all projects• Other PARS II users can view data for projects

they have been granted access to

• Summary-level Project data is viewed– via the Oversight and Assessment menu options

• Contractor Project Performance data is viewed– via the Project Performance menu options –the dashboards


March 2011

Legend for Class Slides

• Yellow, Rectangle shape boxes

–User Actions

• Red or Bright Green outline shapes

–Areas to note on screens

• Green, Octagonal boxes or any Blue shapes

–Information boxes

Find and Reports are the only active icons when no

project is selectedProjects

Tab


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Logon to PARS II


March 2011

Logon – PARS II URL

From an IE8 browser, type

https://pars2training.doe.govFrom an IE8 browser, type

https://pars2training.doe.gov

Use this URL in training class

2. Click Continue 2. Click Continue

3. Enter - User Name - Password (case sensitive)


March 2011

PARS II Screen Layout

Reports Menu

NavigationBar

Project PerformanceMenu

New logon sessions

begin with the Project tab view

Blue button shows menu selection

Oversight &Assessment Menu

HELP

Menu options vary

based on user role


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Select a Project

•Hierarchical Method to Access Projects

• Three levels

•Find Method to Access Projects

• Binocular Icon

• Clear prior search criteria

•Always “Select” a Project

• Click to Highlight

If you work with a small number of

projects, this is an

infrequent setup


March 2011

Hierarchical Method to Access Projects

Find is the only active icon when no project is selected

1. Select Program1. Select Program

2. Select from Level 2 list2. Select from Level 2 list

After Program is selected, the 2nd list

is propagated

After Program is selected, the 2nd list

is propagated

3. Select from Level 3 list 3. Select from Level 3 list


March 2011

Project List in Projects TabAfter the

three program levels are

selected, a project list displays

SCROLL to see

more information

Click on a Column Heading to sort list by that column

Default is PARS Project ID

To retain the sort you selected,

click Save Configuration


March 2011

Select a Project

Highlight the project to view and analyze

Actions/icons activated vary based on your

user access role


March 2011

Find Method to Access Projects

• Using the Find icon, you can search for

A specific project OR

All projects within a selected category

For Projects that you

have been granted

access to

FIND is the method

most frequently

used


March 2011

1. Click FIND

The current project list can be filled or empty

To Find A Specific Project

3. Click SEARCH

2. Enter the appropriate identifying value in one of the boxes below

PARS Project ID or DOE Project Number recommended as unique identifiers


March 2011

Results of Search for a Specific Project


March 2011

Search for a group of projects For example, all projects under EM-20

2. Enter EM-20 for the Program Name

3. Click SEARCH

Results of Search

1. CLEAR any prior criteria

NOT Case-sensitive-------------------

Searches for phrase appearing anywhere in the field –

wildcard not needed


March 2011

Other Criteria Options for Searching

Use to search for projects you have access to that are associated with a

contact registered in PARS II

To have a person or organization registered in PARS II, contact the PARS II

Helpdesk or your OECM analyst

CLEAR any

prior criteria

Message if no records match search criteria


March 2011

Projects “Stick”• PARS II retains the selected project and

the list of projects

– Throughout the current logon session

AND– Populates the Projects tab with the same project and

list in your next logon session

• To change the list,

– You must be on the Projects tab under the Oversight and Assessments menu from the navigation bar

– From the Projects tab,

• Re-select entries from one or more of the 3 drop-downs

OR

• Perform a FIND

If you work with a small number of

projects, this is an

infrequent setup


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View a Project

PARS II Header Info

View Project Attributes

View Project Contacts


March 2011

PARS II Header Info

Pars ID Project Name

End Date ofCurrent Monthly

Status Period Last Update of Contractor EVM

Data

CD Levelbased on last approved date

entered

User ID Logout

1. Click VIEW


March 2011

View Project Attributes

Hierarchal Path

PrimaryContacts

Unique ID assigned by PARS II


March 2011

View Project Contacts

1. Click Project Contacts tab

AdditionalContacts

3. When done viewing,

Click Cancel

2. Scroll right to view phone, email


March 2011

Workbook Exercise 1

• Find Projects• Select a Project• View a Project


29

View OA Data

CD - Critical Decision Data

KPP – Key Performance Parameters

BCP – Baseline Change Proposals


March 2011

View Critical Decision Data – Select Level

2. Select CD level from drop-down list

1. Click Critical Decisions


March 2011

CD 0 and CD 1 Data

Planned dates for next CD Level and forward

Link to Key Performance Parameter

(KPP) for the CD Level

This CD Level Planned Date


March 2011

CD 2 DataCD-2 KPP link


March 2011

CD 3a and CD 3 Data

Note: No link to KPP for

CD 3a and 3


March 2011

CD 4 and Closeout Data


March 2011

3. Highlight KPP you want to View

3. Highlight KPP you want to View

4. Click VIEW 4. Click VIEW

1. Select KPPs

1. Select KPPs

KPPs for a Project

2. Click Clear Filter to ensure complete list

2. Click Clear Filter to ensure complete list

KPP Screen

•You can Sort the KPP list•You can Filter the list

•You can Sort the KPP list•You can Filter the list


March 2011

View Baseline Change Proposal

Select BASELINE Change to view from drop-down list

Select BCPs


37

Viewing Attachments

Context-Specific

All Reports

Attachment Window

View Attachment Content


March 2011

Viewing AttachmentsTwo ways to view Project Attachments

1. Click ATTACHMENTS

2. From the Navigation bar

Access to ALL attachments for the selected project

1. From the Toolbar Access only to attachments associated with the

active tab/screen

eg. “FPD Monthly Status” or KPPs or CD

This way must be used to ADD an attachment


March 2011

Attachment Window

• With descriptive info such as

– Type of attachment – Document, Narrative, or Hyperlink

– Title

– Doc # and Version entered by user

– Uploaded by - User Name of the individual who attached (not the author of) document

– Uploaded Date - Date attached

– Description entered by user

•All users can view attachments•Users with “write” privileges can,

- Delete attachments and - Edit descriptive informationOnly for the attachments they ADDED

• Lists attachments


March 2011

View Attachment Content

1. Click Attachment Title New Window Opens with Document, Target

of Hyperlink, or Narrative


March 2011

All Attachments for a Project

You can sort the list

by any column

You can filter the list

by any column

Click ALL ATTACHMENTS


March 2011

Workbook Exercise 2

• View Critical Decision• View Attachment • View KPP• View BCP


43

Project Overview

Summary-Level Project Data on a Single Page

ActiveX Control Required

Excel Macro Security Settings Required

Saving Excel Reports


March 2011

Select Project Overview

Wait while the report generates

Wait while the report generates

Select Project

Overview

Select Project

Overview

You can work with the report table in Excel - Save, copy, print, edit, etc.



March 2011

Close Excel WindowWhen done,

Close

You can re-open the report in Excel, if

needed

You can re-open the report in Excel, if

needed

Rename report file if you save it



March 2011

Workbook Exercise 3

• View Project Overview


47

Generating OA Reports

Access to Reports

Select a Report

View a Report

Saving Excel Reports


March 2011

Access to ReportsTwo ways to access Reports

2. From the Navigation bar

Provides access to ALL Reports

1. From the toolbar

Provides access only to reports associated with the active tab/screen

eg. “FPD Monthly Status” or KPPs or CD level


March 2011

The reports in the Project Reports folder contain

Project-specific information.

The reports in the Project Reports folder contain

Project-specific information.

Reports from Navigation Bar


March 2011

Select a Report2. Check that correct report

was selected2. Check that correct report

was selected

1. Click Report Name to select (Highlight) Report

1. Click Report Name to select (Highlight) Report

3. Click VIEW to run report

3. Click VIEW to run report

4. Wait for Report to Generate4. Wait for Report to Generate


March 2011

Reports Open in Excel




Rename report file if you save itIf a report can’t

be generated

If a report can’t be generated


March 2011

Workbook Exercise 4

• View OA Reports


53

Project Performance Data

View and Analyze Contractor EV and Schedule data

Three Dashboards are availableCPR - Cost Performance Report Dashboard

“Red,Yellow,Green” (RYG) ThresholdsSchedule DashboardTimephased Dashboard

Reports for WBS and OBS


March 2011

CPR Dashboard

SelectProject Performance

thenCPR Dashboard

SelectProject Performance

thenCPR Dashboard

Last contractorUpdate


March 2011

Select Dashboard View Select

Time Period Select

Time Period Select

WBS or OBS Select

WBS or OBS Select

CPR. Analysis, or IEAC Select

CPR. Analysis, or IEAC

Click U.03 icon To Drill-down

to more detail

Click U.03 icon To Drill-down

to more detail

Changing a selection in

the ICON Bar automatically re-generates

the table


March 2011

Drilldown Results of U.03

Results of Drilldown

Results of Drilldown

Click HOME to return to starting Level view

Click HOME to return to starting Level view

Click Parent to go back one

Level

Click Parent to go back one

Level


March 2011

Filter Dashboard Data

1. Select WBS Level

1. Select WBS Level

3. Click RECYCLE to re-generate table

3. Click RECYCLE to re-generate table

2. Select RED to view SV Red only

2. Select RED to view SV Red only

Changing one or more selections in the column

header dropdowns requires a manual

request to re-generate the table


March 2011

Change RYG Threshold Levels 1. Click Threshhold icon 1. Click Threshhold icon

2. Select Percentage or Dollar Units

2. Select Percentage or Dollar Units

3. Click cell to edit values

3. Click cell to edit values

4. When done, click OK

4. When done, click OK

Values“stick” for other projects viewed in this session

Values“stick” for other projects viewed in this session


March 2011

Schedule DashboardSlip View

Float View


March 2011

Timephased Dashboard


March 2011

Dashboard Reports Click

Drilldown Reports Click

Drilldown Reports

There are two sets of reports: 1. WBS reports display from any WBS view 2. OBS reports display from any OBS view

There are two sets of reports: 1. WBS reports display from any WBS view 2. OBS reports display from any OBS view


March 2011

Generate a WBS Report

SelectSelect

WBS and OBS reports must be run from the dashboard. If you attempt to run them from the ALL

Reports SSS tab, an error message

displays.

WBS and OBS reports must be run from the dashboard. If you attempt to run them from the ALL

Reports SSS tab, an error message

displays.


March 2011

Workbook Exercise 5 and 6

• View Contractor Data– Work with Dashboards

• Generate Reports


64

Monthly Status Updates

PARS II Monthly Update Process

FPD, Program Office, and OECM Assessments

Adding and Editing Monthly Status


March 2011

PARS II Monthly Update Process

Contractor cycle in PARS II

Other processes in PARS II

Process external to PARS II

Reporting period ends

A

PARS II Users view and report

Updates to CDs, KPPs, BCPs, Budget/Funding as needed

OECM reviews CPP &OA data, then enters monthly

assessment update

Program reviews CPP & OA data,

then enters monthly assessment update

FPD reviews CPP &OA data, then enters monthly assessment

update

Start of new reporting period

Contractor Extracts Project Performance data

from local EVM system

Contractor does monthly update: 1. Sets status date of their data 2. Uploads new month’s data

Comments?

Yes or No

Yes, optional re-submit by contractor

A

FPD reviews contractor data

Prepare, in electronic format, any attachments to be

submitted


March 2011

PARS II Monthly Update Dates

FPD, PO & OECM Review CPP Data

PO & OECM Review FPD Assessments

OECM & FPD Review PO Assessments

FPD & PO Review OECM Assessments

Contractor Project Performance (CPP) Data is Uploaded

FPD Enters Assessment

Program Office (PO) Enters Assessment

OECM Enters Assessment

OECM Draft Report

OECM Final Report

COB Last Working Day of Month

COB 3rd Working Day of Month

COB 6th WorkingDay of Month

COB 9th WorkingDay of Month

Close Reporting

Period

(Month+1)(Month-1) (Month)

During This Period, Can Only Update/Enter/Upload This Month’s DataCannot 1) Change Prior Month’s Data, or 2) Enter Next Month’s Data

Close Reporting

Period


March 2011

FPD Monthly Status UpdateCurrent MonthlyStatus Period

Select Monthly Status

FPD is the 1st one

displayed

RYG AssessmentTop Assessment box is the one pertaining to this

screen.

For example, -FPD screen, top assessment box is that of FPD

-OECM screen, top assessment box is that of OECM

RYG AssessmentTop Assessment box is the one pertaining to this

screen.

For example, -FPD screen, top assessment box is that of FPD

-OECM screen, top assessment box is that of OECM

Actual date of update during current status period. If blank, data on this screen has not

been updated for current period.


March 2011

Program Office Monthly Update

Select Program Monthly Status

RYG AssessmentTop Assessment box is Program’s.

RYG AssessmentTop Assessment box is Program’s.

Updated By and Date are blank – Program Office assessment has not yet been entered for the current time period

OECM has not yet entered RYG assessment.OECM has not yet entered RYG assessment.


March 2011

OECM Monthly Update

Only a user with appropriate FPD, Program, or OECM update rights

can edit Monthly Status


March 2011

Enter Status Update

System Autofills

5. Click SAVE 5. Click SAVE

1. Select Monthly Status Type 1. Select Monthly Status Type

2. Click Edit 2. Click Edit

3. Enter/Update status fields. 3. Enter/Update status fields.

4. Add Attachments, if needed 4. Add Attachments, if needed


71

Adding Attachments

Access Attachment Window

Enter Attachment Description

Save Attachment


March 2011

Access Attachment Window

2. Click ADD 2. Click ADD

1. Click Attachments 1. Click Attachments


March 2011

Enter Attachment Description

1. Select DOCUMENT

1. Select DOCUMENT

Note Warning message

3. Enter information in data boxes as

appropriate

3. Enter information in data boxes as

appropriate

2. Type or Select Title from dropdown list

4. Click BROWSE4. Click BROWSE


March 2011

Save Attachment

BROWSE Completed

BROWSE Completed

Click SAVE Click SAVE

After SAVEAfter SAVE

Continue to ADD attachments

ORClick CANCEL to return to previous

screen

Continue to ADD attachments

ORClick CANCEL to return to previous

screen


March 2011

Workbook Exercise 7

• Enter Monthly Status Assessment

•Add an attachment


76

Wrap-up

PARS II Production URL

PARS II Welcome Page

Contacting the PARS II Helpdesk

Reporting Problems

Class Evaluation


March 2011

PARS II Production

Click Cancel on the Security Notice Screen to go to the PARS II Information Page

Click Cancel on the Security Notice Screen to go to the PARS II Information Page

2. Click Continue if logging in to PARS II

2. Click Continue if logging in to PARS II


March 2011

PARS II Informtion Page PARS II Login

Changing PasswordUser Account RequestTraining InformationFrequently Asked Questions (FAQ)Email to PARS II SupportUser Documents (esp. User Guide)Contractor Documents

PARS II LoginChanging PasswordUser Account RequestTraining InformationFrequently Asked Questions (FAQ)Email to PARS II SupportUser Documents (esp. User Guide)Contractor Documents


March 2011

Reporting Problems

Screen capture of error (if possible):[SHIFT]-[PRINT SCREEN] captures entire screen to clipboard

[ALT]-[PRINT SCREEN] captures active window to clipboard

Paste into MS Word document, or directly into email

Send to [email protected], PARS II in the Subject, description of problem in the message body

Help is on the way!Problems?

PARS II Support

• Telephone - DC Metro Area: 301-903-2500 - Once connected, select option 4, and then option 5 - Nationally: 1-866-834-6246 - Once connected, select option 4, and then option 5• Email: [email protected]


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