MODULE 4 Resource Estimation Lesson 1: CMO Software Surveillance Resource Estimation

Purpose Given Government contract requirements, lesson Student Guide, and support materials, assemble a Software Resource Estimation using the Software Surveillance Plan template. Module 4 – Resource Estimation

What Will You Learn in This Module? CMQ101 - Course Introduction 5/18/2018 What Will You Learn in This Module? This module will explain: How to document the resources needed to execute the workload identified in the appropriate Software Surveillance Plan (SSP) template What to do when Contract Management Office (CMO) resources are not available to staff the workload Module 4 – Resource Estimation

Lesson 1: CMO Software Surveillance Resource Estimation Objective: Interpret the workload to allocate Contract Management Office software surveillance resources.

Lesson Objective Lesson 1: CMO Software Surveillance Resource Estimation Objective: Interpret the workload to allocate Contract Management Office software surveillance resources. Module 4 – Resource Estimation

The Software Surveillance Process Review Chapter 3 Still here! Chapter 4 Chapter 5 Chapter 3, paragraph 3.18  The Software Surveillance Process Module 4 – Resource Estimation

Planning Sub-Processes Review SAMI planning comprises several sub-processes: Fact Gathering Documenting Surveillance Tasks/Activities Documenting Resource Requirements Finalizing the SSP Issuing Letter(s) of Delegation (LOD)  Module 4 – Resource Estimation

The Resource Estimation Sub-Process Software Resource Estimation: Is described in SAMI 3.12 Continues with the selected SSP template Uses the SSP Worksheet and SSP Resources tabs Module 4 – Resource Estimation

Purpose of Resource Estimation The purpose of the Resource Estimation process is to: Determine the workload Allocate CMO resources Output may also be used: In war room process As input for Program Objective Memorandum (POM) planning Module 4 – Resource Estimation

Possible Results Fully Staffed SSP Partially Staffed SSP All resources are available Partially Staffed SSP Not enough resources are available “Zero” Staffed SSP (in rare cases) No CMO resources are available CMO Request for “Authorization to Hire” Additional Resources Module 4 – Resource Estimation

Estimate Software Resources Surveillance Frequency Needed is based on RISK. Module 4 – Resource Estimation

Other Considerations Other elements affecting Surveillance Frequency Needed: CMO Unique per schedule/requirement/best judgment Customer Unique per customer’s schedule/specification Program Measures Core per contractual reporting requirements/SP’s best judgment Standalone per contractual reporting requirements/SP’s best judgment Technical Performance Measure (TPM) per contractual reporting requirements/SP’s best judgment CMO Unique per SP’s best judgment

Step 1: Estimate Hours Per Task/Activity For each Task/Activity, estimate the number of hours needed to perform each item ONE TIME. Include everything you need to do from start to finish: Preparation Travel Performing the Task/Activity Analysis of results Documenting/Reporting Taking action, etc. Module 4 – Resource Estimation

Accept Auto Estimate Calculations: Total Hours Needed = Surveillance Frequency Needed * Hours Per Task/Activity CMO Allocated Hours = Surveillance Frequency Allocated * Hours Per Task/Activity CMO Unallocated Hours = Total Hours Needed – CMO Hours Allocated Module 4 – Resource Estimation

Override Auto Estimate Enter data in the CMO Estimated Hours Per Task/Activity cell Estimate as accurately as possible Use 15-minute increments Module 4 – Resource Estimation

Step 2: Validate the Workload with CMO Management Review the Surveillance Frequency Needed cells and the Hours Per Task/Activity cells to ensure that they are reasonable/objective. Module 4 – Resource Estimation

Step 3: Review TOTAL HOURS NEEDED TOTAL HOURS NEEDED are auto calculated in the SSP Resources tab. The WRR and Risk Priority are racked and stacked to assist in prioritizing work FTE = Full Time Equivalent Module 4 – Resource Estimation

Step 4: Determine Availability of CMO Resources Determine whether the CMO has the resources to execute the TOTAL HOURS NEEDED as documented in the SSP Resources worksheet. All Resources Available Not Enough Resources No Resources FTE = Full Time Equivalent (1632 hours per year) Module 4 – Resource Estimation

Resources Available If the CMO has the resources needed: Duplicate the number in the Surveillance Frequency Needed cell for each Task/Activity in the Surveillance Frequency Allocated cell. CMO Allocated Hours and CMO Unallocated Hours columns update automatically. Each Task/Activity is 100% allocated. Module 4 – Resource Estimation

Resources Available, Cont. Module 4 – Resource Estimation

Resources Not Available Determine the Level of Effort (LOE) that can be executed: Step 1: Determine how many hours are available. Step 2: Adjust the SSP.

Step 1: Determine How Many Hours Are Available CMO Management evaluates CMO Resources to determine how many hours are available. CMO Management may need to: Adjust other in-house SSPs Reassign resources from other CMO Teams Coordinate temporary support Do not readjust the numbers in the Surveillance Frequency Needed or Hours Per Task/Activity cells − they represent the required workload.

Step 2: Adjust the SSP – Criteria Adjustments should be based on: WRR Rack and Stack for core Technical, Cost, and Schedule Elements Priority, significance, and/or best judgment for CMO/Customer Unique Elements and Program Measure Elements Module 4 – Resource Estimation

Step 2: Adjust the SSP – Reflect Available Resources Adjust the SSP to reflect the number of hours available to allocate to the SSP (as specified by CMO Management). Module 4 – Resource Estimation

Step 2: Adjust the SSP – Tailor the Surveillance Frequency Allocated Enter a number in the Surveillance Frequency Allocated cells less than the number in the Surveillance Frequency Needed cells starting with: Lowest risk rated Tasks/Activities (green zone) first, then if necessary Moderate risk rated Tasks/Activities (yellow zone) next, then if necessary Highest risk rated Tasks/Activities (red zone) last It may become necessary to “zero” out work Module 4 – Resource Estimation

Step 2: Adjust the SSP – SSP Worksheet The resulting hours appearing in the CMO Unallocated Hours column represent work that will not be performed. CMO Allocated Hours = Surveillance Frequency Allocated X Hours Per Task/Activity CMO Unallocated Hours = Total Hours Needed – CMO Allocated Hours Module 4 – Resource Estimation

Step 2: Adjust the SSP – SSP Resources Worksheet Module 4 – Resource Estimation

Additional Use of SSP Data CMO Management can use SSP data as input for the war room process and/or Planning Objective Memorandum (POM) planning cycle. The 12-month estimates are summarized at the bottom of the SRR Resources tab. SSP data can also be used to project out-year workload. Note: FTE = 1,632 hours

The Resource Estimation Process Review The Resource Estimation process can be simplified in to several steps. Determine resources needed Determine resources available Adjust surveillance to match available Based on risk May be done with management/SME Sign and submit (Available for CMO Metrics)

Questions Module 4 – Resource Estimation

Knowledge Review Question 1 You are allocating hours to perform surveillance frequency needed for a core schedule Task/Activity with a risk rating of 11(L5C1)L. Which statement best describes how you should handle this? Engage the Task/Activity to the maximum extent reasonable. Engage the Task/Activity to the minimum extent reasonable. Assign a zero to the Task/Activity. Use your best judgment.

Knowledge Review Question 2 You want to reduce the number of hours estimated by the template for a task/activity. In which cell do you input the data to override the auto estimate? Surveillance Frequency Needed Surveillance Frequency Allocated CMO Allocated Hours Per Task/Activity CMO Estimated Hours Per Task/Activity

Knowledge Review Question 3 You are assessing the frequency needed for a CMO Unique surveillance element. Which is a consideration when assessing the surveillance frequency for this non-rated task/activity? Per schedule Per specification Per customer’s schedule Per contractual reporting requirements

Knowledge Review Question 4 After you have completed your estimation of the hours per task/activity, you should validate the workload documented in the SSP by reviewing which cells in the SSP Worksheet tab? Surveillance Frequency Needed and Hours Per Task/Activity Surveillance Frequency Needed and TOTAL HOURS NEEDED Surveillance Frequency Allocated and Hours Per Task/Activity Surveillance Frequency Allocated and TOTAL HOURS NEEDED

Knowledge Review Question 5 How do you annotate the SSP Worksheet tab to indicate the CMO has the resources available to fully staff the Software Surveillance Plan? Enter 0.00 in the CMO Unallocated Hours cell Enter 100% in the Surveillance Frequency Allocated cell for each task/activity Duplicate the number in the Frequency Needed cell in the Frequency Allocated cell for each task/activity

Knowledge Review Question 6 To allocate resources to the plan at less than 100 percent, the SP, in conjunction with CMO Management, may take several actions, except: Making adjustments to other in-house SSPs Reassigning resources from other CMO teams Coordinating temporary support from other nearby CMOs Readjusting the numbers in the Hours Per Task/Activity cells

Knowledge Review Question 7 You have determined that the CMO does not have the available resources to support the workload and you must readjust the SSP. Which task/activity surveillance elements should you readjust first? Non-risk rated task activity Core technical surveillance element rated 10(L1C4) Core schedule surveillance element rated 20(L5C3) Core cost surveillance element rated 22(L3C5)

How are CMO Allocated Hours calculated? Knowledge Review Question 8 How are CMO Allocated Hours calculated? Subtract Total Hours Needed from CMO Hours Unallocated Subtract Surveillance Frequency Allocated from Total Hours Needed Multiply Surveillance Frequency Allocated by Hours Per Task/Activity Multiply Surveillance Frequency Needed by Hours Per Task/Activity

Lesson Summary Interpreted the workload to allocate Contract Management Office software surveillance resources.

CMQ101 - Course Introduction 5/18/2018 Module Summary This module: Interpreted the workload to allocate Contract Management Office software surveillance resources. Workshop #3 Module 4 – Resource Estimation Lesson 4: Safety Stock