Kevin Long Project Controls eCAM Notebook Training Manual

How to Use this Training Manual What is eCAM Notebook? How to Access & Navigate eCAM Notebook What are the Key Features of eCAM Notebook? – Near Term Responsibilities Procurements Milestones Upcoming Work Packages – Additional Sections EV Summary Time Phased Data Schedule Activities and Objective Measures Performance Charts Variance Narratives Outline eCAM Notebook Manual, March 2015, Slide 2

The screenshots and instructions in this Training Manual are designed to be used while logged into eCAM Notebook. If a slide needs clarification, correction or additional information, please do not hesitate to contact me—I welcome your feedback! How to Use this Training Manual eCAM Notebook Manual, March 2015, Slide 3

eCAM Notebook is an information hub with a web interface; it pulls both schedule and cost data from P6 (aka Primavera) and Cobra databases. Access eCAM Notebook by clicking on its link on the LSST Project page. What is eCAM Notebook? eCAM Notebook Manual, March 2015, Slide 4

Basics and Navigation Kevin Long, 25 March 2015, Slide 5 The following slides provide basic information about Filters and Checkboxes in eCAM Notebook

You can use the four drop-down menus at the top of the eCAM Notebook page to select the Project, CAMs, WBS Levels, and WBSs. Your selection will automatically filter the data, and populate the table using P6 and Cobra data. The web page is dynamically updated based on the filters selected. The CAM selection defaults to you upon logging in. In the Project drop-down menu, “LSST ME 15-01” signifies “LSST Month End January 2015.” Basics and Navigation Filters eCAM Notebook Manual, March 2015, Slide 6

A checkbox labeled “Only Show Variances” is located to the right of the filters. When checked, only items with yellow or red indicators in the Procurement, Milestone, and EV summary sections will be displayed. Basics and Navigation “Only Show Variances” Checkbox eCAM Notebook Manual, March 2015, Slide 7

The “Hide WBS Summary” checkbox is the middle checkbox in the set of 4. When checked, eCAM Notebook will display control accounts in the EV summary section.. Basics and Navigation “Hide WBS Summary” Checkbox eCAM Notebook Manual, March 2015, Slide 8

The “Hide Completed” checkbox is located at the right of the set of three checkboxes. When checked, completed Control Accounts and work packages are hidden. Basics and Navigation “Hide Completed” Checkbox eCAM Notebook Manual, March 2015, Slide 9

Each section can be expanded or collapsed by clicking on the chevron at the top left corner of each section Basics and Navigation Expanding or Collapsing a Section Kevin Long, 25 March 2015, Slide 10

Near Term Responsibilities Kevin Long, 25 March 2015, Slide 11 The following slides provide information about four eCAM Notebook indicators that should be monitored on a monthly basis: Procurements Milestones Work Packages

Near Term Responsibilities Procurements Kevin Long, 25 March 2015, Slide 12  My Procurements The default view displays two months of major procurement activities (steps) that are incomplete. »The data are pulled from the current Integrated Master Schedule (IMS). »A drop-down menus allows for filtering the data based on the time period (1 Month, 3 Months, 6 Months, All). »The data match the schedule data shown in the Procurement Tracker.

Near Term Responsibilities Procurement Leading Indicator “Lights” Kevin Long, 08 May 2013, Slide 13  Procurement Leading Indicator “Lights” The default view displays indicators based on the following: »Red Today’s date >= forecast start/finish date or Today’s date >= BL start/finish date »Yellow Forecast start/finish date > BL start /finish date and today’s date < BL Start/ BL Finish »Green Forecast start/finish date <= BL start /finish date and today’s date < BL Start/ BL Finish

Near Term Responsibilities Milestones Kevin Long, 25 March 2015, Slide 14  My Milestones The default view displays two months of milestones that are incomplete. »A drop-down menu allows for filtering the data based on the time period (1 Month, 2 Months, 3 Months, 6 Months, All). »The information can also be filtered by milestone level (MS Level 0 through 7).

Near Term Responsibilities Milestones Leading Indicator “Lights” Kevin Long, 08 May 2013, Slide 15  Milestone Leading Indicator “Lights” The default view displays indicators based on the following: »Red Today’s date >= forecast start/finish date or Today’s date >= BL start/finish date »Yellow Forecast start/finish date > BL start /finish date and today’s date < BL Start/ BL Finish »Green Forecast start/finish date <= BL start /finish date and today’s date < BL Start/ BL Finish ‘Include Higher Levels’ checkbox shows all higher level milestones above the level selected when it is checked. »When this checkbox is checked and the Level dropdown list is set to Level 3, all Level 0, 1, 2, and 3 milestones will display.

Near Term Responsibilities Upcoming Work Packages and Planning Packages Kevin Long, 29 March 2015, Slide 16  Upcoming Work Packages and Planning Packages are located under Near Term Responsibilities and show: Any labor work package that NSFs not have an actual start date within the time frame selected; Labor work packages that are planned to start in the time frame selected (three months is the default); Planning packages that should be converted to work packages within the time frame selected (six months is the default).

Near Term Responsibilities Upcoming Work Packages and Planning Packages Leading Indicator “Lights” Kevin Long, 29 March 2015, Slide 17  Upcoming Work Packages Leading Indicator “Lights”: The default view displays indicators based on the following: »Red = Today’s date is greater than the Baseline Start date »Yellow = Work Package Baseline Start date is later than today  Upcoming Planning Packages Leading Indicator “Lights” : The default view displays indicators based on the following: »Yellow = Planning Package has not been converted within the time frame selected

EV Summary Kevin Long, 25 March 2015, Slide 18  Displays standard month-end earned value report with variances highlighted according to defined thresholds for cumulative variances.  Expand to the work package /planning package level by clicking on the triangle to the left of the Control Account.

EV Summary Leading Indicator “Lights” Kevin Long, 08 May 2013, Slide 19  Leading indicator “lights” indicate Cost variance Schedule variance  Milestones and Procurements: Red = A schedule/cost variance exceeds Red Thresholds. This requires immediate attention, and indicates a crisis which erodes confidence in LSST’s ability to perform. Yellow = A schedule/cost variance that exceeds Yellow Thresholds and serves as a leading indicator.

Time Phased Data Kevin Long, 25 March 2015, Slide 20  Click the chevron to expand the section.  This section displays time phased data from Cobra for the selected work package or planning package from the EV Summary.  The calendar can be changed to display data by month or by NSF fiscal year.  Cobra cost class can be selected to indicate Scheduled (BCWS), Earned (BCWP) or Actual (ACWP).

The following slides provide information related to Schedule and Objective Measures Schedule & Objective Measures Kevin Long, 25 March 2015, Slide 21

Schedule Details Kevin Long, 25 March 2015, Slide 22  Click on a work package or planning package in the EV Summary to display the schedule detail below: The work package selected will be highlighted, and the associated schedule activities will be displayed in the schedule detail section. Data is pulled from the current IMS. Resource assignments are displayed below each activity.  Note that schedule activities not coded to a work package are not displayed.

Schedule Activities and Objective Measures, Slide 23  Advance search functions are available, and partial matches are used for text entered: WBS, Activity ID, Activity Name, Work Package, Status, CAM, Start, Finish  Search results are returned dynamically based on the text entered. Kevin Long, 17 July 2013

Schedule Activities and Objective Measures, Slide 24  Activity detail from P6 for the selected activity is displayed on left side of this section.  ‘Notebook’, ‘Activity Codes’ and ‘Relationships’ can be expanded to view more information about this activity. Kevin Long, 17 July 2013

Schedule Activities and Objective Measure, Slide 25  Under ‘Relationships,’ Predecessors and Successors are displayed for the selected activity; details can be viewed by clicking on the activity listed. Kevin Long, 17 July 2013

Performance Charts, Slide 26  In the ‘Performance Charts’ section, a chart is displayed for WBS item, Control Account or work package selected.  The ‘Chart Type’ drop-down menu allows the user to select different charts.  The ‘Time Scale’ drop-down menu allows the user to toggle the x-axis scale of the chart between ‘Months’ and ‘Fiscal Year.’  Data are displayed for data points on graph when the cursor is placed on the point. Kevin Long, 17 July 2013

The following slides provide information related to Variance Narratives Variance Narratives Kevin Long, 25 March 2015, Slide 27

Applied at Control Account level for external reporting (NSF) Applied at work package level internally (eCAM) as leading indicators Programmed into eCAM notebook Variance Narratives Thresholds Kevin Long, 19 June 2013, Slide 28

Variance Narratives Kevin Long, 19 June 2013, Slide 29  Drop-down menus under ‘Narrative Required’

Variance Narratives VARs and Leading Indicators Kevin Long, 19 June 2013, Slide 30  Red at the control account level = Variance Analysis Reports (VARs) Two narrative categories are required: »Explanation »Corrective Action Reported to NSF Narratives are reviewed by Project Manager  Yellow at any level = Leading Indicator

Variance Narratives Categories Kevin Long, 19 June 2013, Slide 31  The “Light” by each category indicates required fields: Red indicates a category is required and has not been completed Green light indicates a category has been completed  If a category not required, a narrative may still be entered if desired.

Variance Narratives Entering Text Kevin Long, 19 June 2013, Slide 32  Select ‘Narrative Category’ from the drop-down menu.  Enter text into yellow box.  Clicking the ‘submit’ button saves the data to the section below.  The ‘Copy Prior Month Narratives’ button allows you to copy data entered in the prior month for the same control account or work package.  To make corrections, resubmit (the new text overwrites the old).

Variance Narratives Aggregate Narratives Button, Slide 33  The ‘Aggregate Narratives’ button is added to the Variance Narrative section for a control account.  Click the button and the system will collect all ‘Monthly Summary’ for work packages variances under the control account, and put them into the yellow textbox for submission. Kevin Long, 17 July 2013