LSST Project EVMS Performance Overview Kevin E LSST Project EVMS Performance Overview Kevin E. Long LSST Commissioning Plan Review January 24-26, 2017

Performance Measurement Baseline TPC $471 M Contingency $74 M PMB $397 M 194 Control Accounts 398 Work Packages $291 M 94 Planning Packages $106 M 24 distinct CAMs are assigned to Control Accounts

PMCS Applications and Components CAS – AURA Financial System Primavera Project Planner (V8.3) - Schedule Cobra (V5.1) - EVMS Docushare – Document Control, Document Repository Drupal – LSST Change Control Board Interface Jira - Issue & Project Tracking Risk Register - Internally developed software used to manage risks and opportunities eCAM – Internally developed software used as the CAM’s interface to all cost and schedule data

PMCS Applications and Components (2)

Project Change Request Process Automated and Efficient Electronic form and approval workflow in Drupal Project Controls performs impact analysis Supporting documentation attached to form P6 before and after Cobra before and after Project Controls representatives assist CAMs throughout to implement changes as requested PMCS Change Control Log maintained All changes to the Performance Management Baseline (PMB), and contingency are recorded Reconciled to Cobra Excel file outside SharePoint

LSST Change Compare Provides Transactional Details by Work Package Following approval, Project Change Requests (PCRs) are implemented in the schedule (P6) and cost processor (Cobra) Work package (WP) transactions are logged in the Cost Change Compare for each LCR with cost impacts Details are available at the resource and cost element level Schedule view compares to baseline

Baseline Change Control Log Identifies and Reconciles All Budgets Identifies how each LCR impacts project component budgets Distributed budget (BAC) + Contingency = $471 M Displays month-end balances Month-to-month reconciliation

Contingency allocation is Monitored in time-phased plot

eCAM Notebook Delivering Transparent Performance Information Pulling from Primavera Near term responsibilities Procurement status Milestone status Schedule activity data P6 activity steps Pulling from Cobra Upcoming planning packages EV summary Drillable to work package Time phased data Actual Cost of Work Performed (ACWP), Budgeted Cost of Work Scheduled (BCWS), Budgeted Cost of Work Performed (BCWP) Performance charts Scheduled Variance (SV), Cost Variance (CV), Schedule Performance Index (SPI), Cost Performance Index (CPI) Pushing to Cobra Variance narratives (VARs) Pushing to separate database (future modifications) Issue Tracking Corrective Action Tracking

Actuals, Budget, and Performance Roll-up to Work Breakdown Structure (WBS) Work packages roll-up into only one control account Time-phased analysis is available to CAMs

Actual Costs Received from Financial System Actual costs are collected in CAS (financial system) Finance department closes previous month and provides a utility to download cumulative to date transactions on the third week of the next month Minimal post-processing of the CAS transaction file: Create pivot table and group by WP Convert to .csv file Integrate into Cobra by work package

Monthly Collection of Performance Monthly schedule status and reporting Many different sources of information Contract Performance Reports Schedules from subcontracts Jira Epic/Story Updates Status Worksheets

Monthly Measurement of Performance Monthly cost performance and variance analysis reporting Baseline File Forecast File Labor/Procurements Status Approved Change Requests (LCRs) Actual Costs

Performance Analysis Measured Against Defined Thresholds Cost and schedule variance thresholds established on Control Account and Work Package in eCAM Variance thresholds are documented in LSST Earned Value Management System Description (LPM-98) Variance Analysis Report (VAR) when red thresholds are exceeded Yellow instances are managed internally as leading indicators

Managing to Leading Indicators Early Warning System For CAMs CAMs managing to the schedule Monitoring indicator lights Schedule and cost variances Nonlabor Procurements Milestones Objective measures Upcoming work packages and planning packages Variance narratives Red = All hands on deck Yellow = Indicator to take action Monitoring is also available in Jira integrations worksheet

CAM and Divisional Performance Trend Charts Reviewed Monthly On demand charting is available in eCAM Can be viewed by WBS, CA, or WP

Commissioning Planning Structural Change to WBS Increased count of planning activities by 2.5X More Work is needed before submitting to CCB Replan December 2016 Baseline

Commissioning Planning – DOE/NSF Integrated Schedule Activities in the plan consist of DOE and NSF Effort. In some cases, on the same activity Resource Description field is used to identify the source of the resource (CAM, DMS, T&S, etc.) Activities in the plan now (baring management and Science effort) are assigned to planning packages. Planning packages will be detailed in conjunction with Jira Epics. Methods of integrating the detail plans into the baseline are still being considered, as DOE effort should not affect MRECF EVMS performance measurement.

Commissioning Planning – Estimating SMEs estimated durations and resource labor loading based on historical data and engineering estimates Travel was calculated for each activity based on the duration of the activity and the number of resources needed to provide support. The resulting code (ie. 2X2W-F) was used to lookup the cost of the trip. Relocation costs were also coded to define resource relocation and return trips. Trip Costing Assumed 30k/relocation but still gathering backup estimates for better pricing Pricing for trips grouped by short term ( <= 2weeks ) - standard MREFC travel pricing mid term (> 2 Weeks < 8 Weeks ) – Assumes monthly rental costs instead of hotel Long term ( > 8 weeks ) - per-diem only

Commissioning Planning – Jira Process Currently all of Data Management, OCS, TCS, and Simulations is integrating budget plans and status using Jira. The Commissioningteam will use a similar process to integrate Jira details into Primavera. Jira Epics are baselined as activities in the IMS through the change control process. SMEs estimate the effort required for each Epic/Activity As required, issues are created in Jira to detail the work being done on an Epic. Status on issues will be recorded in Jira by the assignees doing the work, no need to fill out monthly project controls status sheets. At month end, Jira Issues are loaded in Primavera as Activity steps to objectively measure performance on the Activity.