Princeton University Plasma Physics Laboratory EVMS Certification Review EVMS Implementation on NSTX-U Steve Langish October 4 - 6, 2011

2

Overview Organization Planning, Scheduling, and Budgeting Accounting Considerations Status (outside ANSI/EIA 748) Analysis and Management Reports Revisions and Data Maintenance 3

ANSI 748 Elements 4 Planning, Scheduling, & Budgeting Organization Accounting Considerations Revisions - Define the work -Assign responsibilities -The Control Account - Schedule all work - Authorize all work - Time-phase the work - Develop cost accounts - Costs Elements - Cost summarization - Understand contract status - Use data for decision- making Assignments made to responsible organizations Maintenance of budget, work, and schedule relationships Do not modify past budget or actuals (w/o permission) All documents properly maintained Analysis & Management Reports

Organization: Work Breakdown Structure (WBS) The Work Breakdown Structure (WBS) for NSTX Upgrade Project can be found the Project Execution Plan (PEP). 5 This is the total NSTX WBS which the Upgrade project follows. Not all elements applicable A product-oriented, hierarchical outline of all work elements required to accomplish the entire work scope of the project. Each element is decomposed to the Work Package level

Organization: Organizational Breakdown Structure (OBS) The Organization Breakdown Structure (OBS) can also be found the in the Project Execution Plan (PEP). 6

Organization: Control Account All planning, scheduling, budgeting, work authorization and cost accumulation occur at the Control Account (intersection of WBS/OBS) as depicted on Responsibility Assignment Matrix (RAM). 7

Organization: Responsibility Assignment Matrix 8 This is not the entire RAM NSTX Upgrade Project Responsibility Assignment Matrix WBS Element Organization Breakdown Structure L3L4L5DESCRIPTION Control AccountTresemerSmithChrzanowskiCropperStevensonDenaultRakiDudekBACLOE ($K)LOE (%) Project Integrated Model (1000)1000 X Center Stack Upgrade (1001)1001X 2, Passive Plate Analysis and Upgrade Activity (1002)1002 X Vacuum Vessel and Support Structure (1200)1200 X 3, Center Stack Upgrade Project Design Support (1300)1300 X 1, Outer Toroidal Field Coils (1301)1301 X Center Stack – TF Inner Legs/Bundle(1304)1304 X 2, TF Joint Stand and Performance Test (1303) Ohmic Heating Solenoid (1305)1305 X 4, Inner PF Coils (1306)1306 X Center Stack Casing Job (1307)1307 X Center Stack Assembly (1302)1302 X Center Stack Magnets Systems1310 Closed 44200

9 ANSI 748 Elements Planning, Scheduling, & Budgeting Organization Accounting Considerations Revisions - Define the work -Assign responsibilities -The Control Account - Schedule all work - Authorize all work - Time-phase the work - Develop cost accounts - Costs Elements - Cost summarization - Understand contract status - Use data for decision- making Assignments made to responsible organizations Maintenance of budget, work, and schedule relationships Do not modify past budget or actuals (w/o permission) All documents properly maintained Analysis & Management Reports

Planning, Scheduling & Budgeting: Work Authorization Control Account Plan (CAM Notebook Tab 2) includes the following items: – Authorization Document (WAD) – Resource Loaded Schedule (Primavera) – Work Approval Form (WAF) – Estimates, Risk, contingency etc. (On-line interactive Excel worksheet designed for CAM’s) – WBS Dictionary – Budgeted Cost per month 10

Planning, Scheduling & Budgeting: WAFs 11 Work is laid out in discrete WPs/PPs Estimated Sequenced Interdependancies Time phasing Risk/Contingency estimates Review/Approval Completed by the CAM ( Job Manager) for each Control Account (Job) Tab A Cover/Approval Page

Planning, Scheduling & Budgeting: WAFs 12 Tab B Cost & Schedule Estimate

Planning, Scheduling & Budgeting: WAFs 13 Tab C Risk and Uncertainty

Planning, Scheduling & Budgeting: WAFs 14 Tab D M&S Detail

Schedule Process 15 ENG-053 WAF Review

Planning, Scheduling, and Budgeting: Resource Loaded Schedule (Primavera) Resource loaded schedule with sequenced work and task interdependencies. This is result of WAF/WAD process. 16 Explain each of these columns…

Planning, Scheduling, and Budgeting: Milestones PEP Milestones shown in the project schedule. Level 1 and 2 Milestones shown. 17

18 Planning, Scheduling, and Budgeting: Critical Path

19 Planning, Scheduling, and Budgeting Time-phased Budget (from Cobra) $k/month

Earned Value (EV) or Budgeted Cost of Work Performed (BCWP) is “earned” according to the Earned Value Technique assigned to the Work Package (Activity). – Discrete (typically used EVTs on NSTX-U) 0/100 (All EV earned when WP is completed) 50/50 (50% earned when started, 50% earned when finished – most future tasks < 40 days are 50/50) % Complete (incremental earned based on assessment) – Non-discrete Level of Effort (LOE) Planning, Scheduling, and Budgeting: Earned Value Techniques 20

21 ANSI 748 Elements Planning, Scheduling, & Budgeting Organization Accounting Considerations Revisions - Define the work -Assign responsibilities -The Control Account - Schedule all work - Authorize all work - Time-phase the work - Develop cost accounts - Costs Elements - Cost summarization - Understand contract status - Use data for decision- making Assignments made to responsible organizations Maintenance of budget, work, and schedule relationships Do not modify past budget or actuals (w/o permission) All documents properly maintained Analysis & Management Reports

Primary vehicle for recording labor costs is via the Timesheet Systems Report total time 22 Accounting Considerations: Timesheets

Accounting Considerations: Job Cost Reports 23 Costs are captured on Job Cost Reports Labor (hours) by skill and name Subcontracts/Requisitions RFBA process used to correct errors (ref Accounting Manual – Tony Bleach) CAMs receive a copy of Job Cost Report before Monthly Status Meeting. (also available on-line for all of PPPL) Control Account Numbers = Job Numbers Total monthly cost for the CA by expense element direct expenses 1x,2x,3x, & 4x indirect expenses 5x,6x Procurements Labor (hours) x labor rate

Loaded rates were used in the development of the Primavera P3 schedule. Based upon standard PPPL labor, overhead and escalation rates. Vetted by budget office. Indirect & Overhead rates controlled by the Budget office ( ref Budget Office Manual- Marie Iseicz) P3 rates then transferred to Cobra 24 Accounting Considerations: Rates

Accounting Considerations: Subcontracts with EV Flow-down The earned value flow-down subcontracts are generally high dollar value high-risk subcontracts. These subcontracts require careful planning prior to solicitation and award. The solicitation (RFP) or Memorandum of Understanding (MOU) must include the proper language and the subcontract the appropriate contract clauses, including full description of the reporting requirements. The reporting requirements include monthly earned value, and performance reporting from the subcontractor to PPPL. Requirements for reporting are described in the Request for Proposal (RFP) and formalized in the contract. 25

Monthly Statusing 26

Status: Monthly Calendar 27 Monthly EVMS calendar posted at the bottom of the CAM notebook web site

Status:Initiation 28 Job Number Activity IDActivity NameEVMS Rule Act. % Comp Updated % Comp Forecast Finish ETC-EAC Change BL StartBL Finish 7100CS FY2011 Project ManagementA82.410/01/201009/30/ CS GFY2011 General Arrangement Drawings A82.410/01/201009/30/ CS RFY2011 Project ReviewsA82.410/01/201009/30/ CS FY2012 Project MangementA010/03/201109/28/ CS GFY2012 General Arrangement Drawings A010/03/201109/28/ CS RFY2012 Project ReviewsA010/03/201109/28/2012

Status: Monthly Status Process 29

Status: EVMS Data Flow 30

Planning, Scheduling, & Budgeting Organization Accounting Considerations Revisions - Define the work -Assign responsibilities -The Control Account - Schedule all work - Authorize all work - Time-phase the work - Develop cost accounts - Costs Elements - Cost summarization - Understand contract status - Use data for decision- making Assignments made to responsible organizations Maintenance of budget, work, and schedule relationships Do not modify past budget or actuals (w/o permission) All documents properly maintained Analysis & Management Reports ANSI 748 Elements

Analysis & Management Reports: Contract Performance Reports (CPR Formats 1,2,3) 32

Analysis & Mngmt Reports: PPPL’s CPR Format 2 Type Report 33

Analysis & Management Reports: Format 5 Explanations & Problem Analyses Thresholds are specified in the PEP Variance reported when any WBS Level 2 cumulative to date variance exceeds: – SV +10% AND >$50K or any impact on any DOE Level 1 or 2 Milestone – CV +10% AND >$50K – Upcoming PEP draft makes above a bit less restrictive CAM for Control Account which is driving the variance prepares analysis report (this has been added to draft change being made to PEP) Project Manager may also choose to request a VAR for further variance explanation/analysis 34

Variance Reporting Process 35

Analysis & Management Reports: Format 5 Explanations & Problem Analyses 36

PPPL PMSD (Procedure 8 Monthly Status Reporting) indicates the following for ETC – On a monthly basis, the CAM shall review the Estimate to Complete (ETC) for the elements of their control account. If, in the judgment of the CAM, the current ETC does not accurately reflect the cost for the remaining work in the control account, the CAM develops a new estimate and submits it to the Project Manager. CAMs should include in the ETC any cost variances to date as well as estimates for known pending changes and mitigation of known risks. 37 Analysis & Management Reports: Estimate at Complete

Bottoms up estimate required every 6 months by PEP Last completed in June Monthly EAC/ETC updates gathered in monthly update/status meetings 38

Analysis & Management Reports: June Bottom’s Up 39

40 ANSI 748 Elements Planning, Scheduling, & Budgeting Organization Accounting Considerations Revisions - Define the work -Assign responsibilities -The Control Account - Schedule all work - Authorize all work - Time-phase the work - Develop cost accounts - Costs Elements - Cost summarization - Understand contract status - Use data for decision- making Assignments made to responsible organizations Maintenance of budget, work, and schedule relationships Do not modify past budget or actuals (w/o permission) All documents properly maintained Analysis & Management Reports

Revisions & Data Maintenance: Change Control Process 41

Revisions & Data Maintenance: Change Control Thresholds Thresholds are specified in the PEP 42

Revisions & Data Maintenance: Engineering Change Proposals (ECPs) Procedure NSTXU-PROC- 001 NSTXU Configuration Control is the vehicle to incorporate authorized changes in budgets and schedules. 43

Revisions & Data Maintenance: Engineering Change Proposals (ECPs) Log 44 NSTXU- ECP-WBS Control AccountDescription of Change Approval LevelIn $K Contract Budget Base (CBB)Contingency Total Project Cost (TPC) Date Increase/ Balance Increase/ Balance Increase/ Balance Decrease /771 0 Combine CA 7700 & 7710 into one CA (7710) Direct Allocations 25-Apr-113$0 $77,317$0$16,992$0$94, Move the Baseline Start date for task to 12 April Jun-113$0 $77,317$0$16,992$0$94, Reduce man-hours on task Add this budget as M&S in task D 19-Sep- 11 3$0 $77,317$0$16,992$0$94, upgrade.pppl.gov/Engineering/ProjectStatus/Configuration_Control/ECPindex.htm

CAM Notebooks 45

Questions Questions ??? 46