Download ppt - LIGO-G020514-00-P 1 Case Study of PMCS Implementation/Tools - Advanced LIGO An Example Of Implementation In Progress Prepared by Thomas Frey, CCC, PMP

LIGO-G020514-00-P 1

Case Study of PMCS Implementation/Tools - Advanced LIGO

An Example Of Implementation In Progress

Prepared by Thomas Frey, CCC, PMP

Nov 2002 Adv. LIGOLIGO-G020514-00-P 2

Presentation Outline

Introduction Value to Stakeholders PMCS Implementation

General Practice» Model System» Tools» LIGO Lab Criteria

Why CPM» A Case Study of Scheduling Tools

– MS Project vs. Primavera Project Planner

Real World Example of Tool Use Conclusion References


Introduction

My Background. Focus of the Presentation. Not the Focus of the

Presentation. Topic Definition


Speaker Background

Thomas L. Frey, CCC, PMP Experience : 12 Yrs. Work Experience in Project Control

Systems. Education : BS Degree Project Mgmt. Purdue University

at West Lafayette, IN. Present : Working at LIGO Lab out of the Business Office. Comments & Additional Info.: [email protected] ;

www.ligo.caltech.edu/~tfrey/


Focus of Presentation

Focus of this presentation is:» to explain the elements of the

implementation process. » to explain the why it is best to

choose CPM tools.» to outline the tools being used

by LIGO.» to present the project structure

being used by LIGO.» to present a real world example

of how the tools benefited LIGO and a collaborator.

» To discuss some future / proposed tool selections by LIGO.


FOCUS of Presentation is NOT…

The focus of this presentation is not:

» to discuss the pros and cons or history of CSC Criteria.

» to discuss the origin of EV Analysis.

» to suggest that EV Analysis / Reporting is a panacea.

» to dictate specific means or methods.

» to imply that EV Analysis has to be implemented on all projects.

» To suggest that the tools LIGO uses, are the only options.


Topic Definition

What is implementation? » CARRY OUT,

ACCOMPLISH; especially : to give practical effect to and ensure of actual fulfillment by concrete measures

» to provide instruments or means of expression for.


Topic Definition Con’t

What is an Project Management Control System? A M.I.S. that...» Determines project status.» Makes a comparison of

project status to planning.» Provides information

regarding corrective action.» Manages the change

process.» May or may not implement

Earned Value Analysis.



What is Implementation of a Project Management Control System? A M.I.S. that...» To give practical effect…

– PMCS that provides useful information.» Actual fulfillment by concrete measures….

– PMCS that provides quantifiable benefit to project.» Provide instruments or means of expression

– PMCS that has meaningful output.


Still a form of Estimating! » This is a combination of cost estimation and time estimation.

Both come with inaccuracies in the form of allowable variances. Allowable has to be defined by the management team and accepted. Variances will always be directly proportional to the quality and quantity of data available.



Define Stakeholders Define the Value of

PMCS. Objections /

Misconceptions

Value to Stakeholders


Who are the stakeholders?» Anyone associated with the

project or a benefactor of the project.

» “Product of the Project”

Nee to have stakeholders at the highest levels in the organization that recognize the value of project controls.



What kind of stakeholders?» Anyone that works in a project

environment.» Product independent.» Any process (Industry) can be

accommodated.



Value?» Better decision making regarding

corrective actions.» Better Resource Analysis.» Better Cost / Schedule Risk

Analysis.» Can use for justifying schedule and

cost impact due to changes.



Objections / Misconceptions?» Too complicated.» Makes us look bad. (Shoot the

Messenger)» Micro Management.» We don’t need to control costs and

resources. (?) (Ostrich Management Style)

» Can’t afford the expertise.



Value? (Bottom Line)» Better Project Control, Better

Budget Use!» Better Project Value.



PMCS ImplementationGeneral Practice

Implementation Process Basic System Elements Criteria of LIGO Lab

» Program Model


General Practices – Implementation

SDLC (System Development Life Cycle)

» Recon (Needs Analysis)– The process of learning your customers unique

business processes and determining how you can apply your knowledge of software tools to improve the management of those processes.

» Development– The process designing and creating the solution for

the customer.

» Training and Procedures– The process of teaching your customers champions

and staff how to use the developed solution and documenting how to use it.

» Pilot Project (i1)– This is the preliminary phase of implementation and is

a test of how well the developed solution will meet the expectations of the customers and users.

» Rollout / Handover (i2)– This is the final phase of implementation and is a

process of incorporating the changes to meet the expectations of the customers and users; and handing the system over to the customer.

» Support & Maintenance– The process of tech support,

continued education, continued improvement, and follow through.


General Practices – System Elements

Elements of the PMCS» WBS, tailored for effective management control.

» OBS, define the organizational elements in which work will be planned and controlled.

» Provide for integration with accounting systems.

» Schedule methodology used should describe sequence of scope and identify sequencing that meets the requirements of the program.

» Establish budgets for the scope and identify significant cost elements as needed for management control.

» Establish and maintain a budget loaded baseline schedule, against which program performance can be measured.



Elements of the PMCS» At least on a monthly basis, reconcile any deviations that are not

performance related.

» At least on a monthly basis, generate Comparison of the amount of planned budget and the amount of budget earned for work accomplished. This comparison provides the schedule variance

» At least on a monthly basis, generate comparison of the amount of the budget earned and the actual direct costs for the same work. This comparison provides the cost variance

» At least on a monthly basis, generate the significant differences between both planned and actual schedule performance and planned and actual cost performance, and provide the reasons for the variances.



Elements of the PMCS (EVMS)

Estimates / Budget Generation

Accounting / Procurement

Planning, Scheduling, and Performance Measurement

Doc. Control / QAQC / Change Requests

Actuals Changes



Tools and software work on a database concept. To make data integrate, common field values must exist to join data. For example:» Activity IDs» Code Fields» WBS Values» Cost Accounts» Cost Categories» Resource IDs

Activity ID

Code Field

WBS Value

Account

Cost Category

Resource ID

Activity ID

Code Field

WBS Value

Account

Cost Category

Resource ID

Queries. Filters, Reports

Cost DB Schedule DB


Criteria for LIGO Lab

Use of a Traditional WBS (Work Break Down Structure) Follow a defined project life cycle and structure. Cost Codes that are linked to a WBS Resource planning by Discipline. –

» Resource Pool Listing by Discipline Cost and Schedule Integration. –

» LIGO II Cost Book Tool– Cost Estimating Plan– Cost Estimating Tool User Procedure

Reporting capability at any level within the WBS» Schedule Development» Example reports for pilot projects

– LASTI– 40-Meter

Earned Value Analysis - AKA Variance Analysis. – » Program Model Output from P3 (Primavera Project Planner)



Use of a Traditional WBS (Work Break Down Structure)Use of a Traditional WBS (Work Break Down Structure) Follow a defined project life cycle and structure. Cost Codes that are linked to a WBS Resource planning by Discipline. –









Use of a Traditional WBS (Work Break Down Structure) Follow a defined project life cycle and structure.Follow a defined project life cycle and structure. Cost Codes that are linked to a WBS Resource planning by Discipline. –









Use of a Traditional WBS (Work Break Down Structure) Follow a defined project life cycle and structure. Cost Codes that are linked to a WBSCost Codes that are linked to a WBS Resource planning by Discipline. –







Note: the value “2011” is common.


Note: the value

“40111” is common.



Use of a Traditional WBS (Work Break Down Structure) Follow a defined project life cycle and structure. Cost Codes that are linked to a WBS Resource planning by Discipline. – Resource planning by Discipline. –

» Resource Pool Listing by DisciplineResource Pool Listing by Discipline Cost and Schedule Integration. –

» LIGO II Cost Book Tool» Cost Estimating Plan» Cost Estimating Tool User Procedure





This value is used as a unique resource ID and populates the resource dictionary for planning.

This value is used as a FTE value for making head counts and evaluating resource usage.


Resource Database

Resource ID is as follows:» EN = Engineer» B2 = NSF Code for Technical Staff. We are changing this to be a specialty

code and will move the NSF code to a data field.» CT = Organization Code for Caltech.» 02 = Unique Counter

Resource database also performs the following solutions for LIGO:

» OBS – Organizational Breakdown» Live data link that drives the LIGO Roster and LSC roster on the Web.» We are creating an Email / Reporting Utility on the web that will allow

managers to generate email lists and resource reports. Resource reports can be run by department, supervisor, discipline, and / or specialty.




» Resource Pool Listing by Discipline Cost and Schedule Integration. – Cost and Schedule Integration. –

» LIGO II Cost Book ToolLIGO II Cost Book Tool– Cost Estimating PlanCost Estimating Plan– Cost Estimating Tool User ProcedureCost Estimating Tool User Procedure





Requirements

What Classification of Estimate:» Conceptual

– Based on some for of technical capability roughly defined. Rough sketch of system.

– Variance +50% to +100%» ROM (Rough Order of Magnitude)

– Similar to a conceptual estimate and usually based upon some historical factors from a similar system.

– Variance +25% to +75%» Unit Cost Estimate

– Based upon historical cost and known units.

– Variance -5% to +25%» Bottoms Up (Detailed Estimate)

– This is the process of developing cost by counting units and quantifying labor.

– Variance -5% to +20%










Activity Sheet Header


Activity Sheet Takeoff Area


Cost Extension Area


Risk and Cost Totals


Labor Summary (FTEs)









Reporting capability at any level within the WBSReporting capability at any level within the WBS» Schedule DevelopmentSchedule Development» Example reports for pilot projectsExample reports for pilot projects

– LASTILASTI– 40-Meter40-Meter



Schedule Development

Data collection done using what ever method it takes.

Tools used by scientists and engineers:

» MS Project (98, 2000, 2002, and ver. 4 for MAC)

– NOTE: MS Project 98 and ver. 4 for MAC are not backward compatible with 2000 or 2002.

» Excel Spreadsheets» Text Files» Sketches on Paper» I do them.


Level 1

Level 2

Level 3


Level 4


Level 5








Earned Value Analysis - AKA Variance Analysis. – Earned Value Analysis - AKA Variance Analysis. – » Program Model Output from P3 (Primavera Project PlannerProgram Model Output from P3 (Primavera Project Planner)


Planning for Performance Measurement

At what level do you cost load the schedule?

» WBS Level is where we collect actual cost.

» Cost Book Activity Sheet is where we load the estimate.

» Schedule Activity level is where we measure progress that determines the earned value.

Performance Evaluation is executed at the rollup level for the WBS.

» ACWP» BCWS» BCWP» Schedule Variance» Cost Variance

WBS Grouping

{{{WBS Level

Cost Book Activity Sheet Level

Schedule Task Level










Progress Data Collection

Primavera Project Planner comes with a built in free ware program called Post Office.

» Using a built in feature within the application you can create a mail attachment that contains the activities to be updated.

Another option is using Excel spreadsheets. These can be easily imported.


Criteria for LIGO Lab – The Tools

For Planning and Scheduling we are using Primavera Project Planner. This provides:» Traditional WBS (Work Break Down Structure)» Use of defined project life cycle and structure. » Uses Cost Codes» Resource Dictionary by Discipline. –

– Resource Pool Listing by Discipline

» Reporting capability at any level within the WBS» Earned Value Analysis - AKA Variance Analysis. –

For Cost data development and integration we are using MS Access. This provides:» Cost and Schedule Integration. –

– LIGO II Cost Book Tool on the Web.

» Resource Data control and maintenance


Why CPM (Critical Path Methodology)

What elements make CPM work.

Sample Plan Why MS Project is not

true CPM. Primavera Project

Planner – True CPM tool.

1993 1994 1995AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR

Plot Date 18MAR95Data Date 2AUG93Project Start 2AUG93Project Finish *******

(c) Primavera Systems, Inc.

Activity Bar/Early DatesCritical ActivityProgress BarActivity Late DatesMilestone/Flag Activity

D:\P3WIN\P3OUT\~VIE023B.HGL

Date ApprovedCheckedRevision

Housing Authority of City of Los AngelesJordan Downs Porj. 1314 - Compressed

As-Built AnaylsisBACK Sheet 1 of 1

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Building 38

Building 36

Building 37

Building 35

Building 39

Building 40

Compressed First Pilot Building

Compressed 2nd Pilot Building

1 2 3

4

1. Contract 1314-Compressed Starts 1/3/94

2. Worked Stopped on Bldg. 38

3. 1314-Compressed Executed 4/11/94

4. Building 36 Successful as 2nd Pilot



Elements of CPM» Uses activity logic. Most

common application is precedence format.

» Calculation algorithm uses forward and backward pass.

» Tool provides critical path.» Provides information regarding

float, free float, early dates and late dates.

– Allows negative float as a means for quantifying delays.

» Actual Cost can exceed budget. (Negative Cost and Schedule Variances)



From J. LewisSee References









Sample Project» Yard Project.» We will show this sample

project in MS Project and P3.

» We will show how progress is represented in each case.

» We will evaluate the application of constraints.

– Haul Away Trash has a finish no later than date of June 19, 2003.

» Using days as time unit for this exercise.




Primavera Project Planner:Logic Diagram



Primavera Project Planner:Schedule Views

NOTE: Progress shows negative float indicating the amount of delay and forecasting an early finish later than the planned finish.



Microsoft Project 2002 :Logic Diagram



MS Project 2002:Schedule Views

NOTE: Progress does not show negative float indicating the amount of delay and the forecast finish has not changed to reflect the delay.



CPM, With Out A Doubt.» CPM tool provides clear quantifiable data regarding delay.» Forecasts a new finish date based upon known progress.» Basis for making corrective action to recover delay.


Real World Example

Working with a LIGO Lab collaborator preparing a proposal we were asked to help.

We will discuss how LIGO Lab used the tools available to provide the following:» Detailed Cost Estimate» Detailed Schedule» Cost Loaded Schedule» Cost Profiles with Escalation


Real World Example

Using the Cost Book Tool, we coded the cost sheets that represented the collaborator’s scope.

Using MS Access and the data, we applied the collaborator's cost rules and labor rates.

We also provided cost data by institution for the collaborator.


Real World Example


Real World Example

Using the schedule, we coded the tasks that represent the collaborator’s scope.

Using the cost book Access database, we cost loaded the schedule and generated cost profiles.


Real World Example

Using the cost loaded schedule, we exported the cost profile data to a spread sheet in base year dollars.

Using MS Excel, we generated a cost profile by GB Fiscal Years and applied an escalation rate.

-

1,000

2,000

3,000

4,000

5,000

6,000

FY04 FY05 FY06 FY07 FY08

-

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

9,000

10,000

11,000

Direct Cost - $K Allowance - $K Escalation - $K Cumulative - $K


Conclusion

Keep Sharp, Beat Your Budget!» PMCS, PMIS, or EV MIS(s) offer greater PM value to stakeholders

(customers and clients).

» EV Analysis, when implemented with integrity, offers the best method for identifying project areas of concern.

» EV Reports and Graphs can quickly communicate to stakeholders the status of the project.

» EV is a method with a proven track record. It is not an experiment.

» When executed on at least a monthly basis, it will provide the information needed for management to make good decisions.


References

Lewis, James P.. “PROJECT PLANNING, SCHEDULING AND CONTROL”. Irvin Professional Publishing, 1995.

ISBN 1-55738-869-5 Lewis, James P.. “FUNDAMENTALS OF PROJECT

MANAGEMENT”. AMACOM Publishing, 1995.ISBN 0-8144-7835-2

Project Management Institute, “Project Body of Knowledge”, AKA. PMBOK. PMI, Four Campus Blvd., Newtown Square, PA 19073-3299, USA., 1996. ISBN: 1-880410-12-5

Earned Value Management Web Site: http://www.acq.osd.mil/pm/


THE END

Case Study of PMCS Implementation/Tools - Advanced LIGO