Felix Sanchez and Don Cole ARA Small vs. Large Projects Felix Sanchez and Don Cole Project Management for ARA Engineers and Scientists

ARA Revenue by Contract (FY06 Data – same ratios today)

ARA Growth from 1,400-2,800+ in Less than 5 Years? Only $19 million comes from 920+ contracts About 70 percent of our revenue comes from 10 percent of our large contracts Over 40 percent of revenue from contracts over $2 million Must know how to win larger size contracts Must win longer-term contracts with new clients Need to “expand the pie” Need new customers! new Must Establish Good Reputation on Managing Large Contracts

Project Management Questions You Need to Answer What has to be done? When does it have to be done? How do you manage it? Who leads various tasks? Who will do the work? How much will it cost? How much have you accomplished to date? How much have you spent to date? How much will it cost to finish?

ARA Small Projects vs. Large Projects Are same principles applicable? Are the same management Best Practices applicable? Are the tools scaleable from small to large projects? What is required for small vs. large projects?

PM Question Small Project Medium Project Large Project What has to be done? When does it have to be done? How do you do manage it? Who leads various tasks? Who tracks the cost? Who will do the work? How much will it cost? How much accomplished to date? How much spent to date vs. what is expected? How much will it cost to finish?

PM Question Small Project Medium Project Large Project What has to be done? CDRLs Project Plan, CDRLs Integrated Master Plan, CDRLs When does it have to be done? Due date(s) Program Schedule Integrated Master Schedule How do you do manage it? PM leads Team Organization Program Organization, WBS Who leads various tasks? Who tracks the cost? PM PM or Task Leaders PM, Task Leaders or Control Account Leads Who will do the work? PM and 1 or 2 others PM and 2 or 3 others Program Organization, Resource Loaded Network How much will it cost? FFP or T&M with budget ceiling, Allocate hours (Excel spreadsheet) Detail Budget by Tasks (Excel) Detailed Program Budget by WBS, Resource Loaded Network How much accomplished to date? Status Checks Compare with milestones, actual $ vs. budget Tailored EVMS, or EVMS How much spent to date vs. what is expected? No formal reporting Monthly Status Reports Variance Analysis How much will it cost to finish? No formal rpt, estimate hours to complete Monthly Status or CDRL Reports Estimate At Completion (EAC)

Industry Nomenclature Common Terms ARA Nomenclature Industry Nomenclature Program Plan Integrated Master Plan (IMP), Project Master Plan, Program Management Plan Project Program Task Leader Control Account Manager Project, Phase, Tasks Work Breakdown Structure (WBS) Level 1, 2, 3 PI (Principal Investigator) PM (Program Manager) Project Schedule Master Schedule, Integrated Master Schedule, Program Master Schedule Budget Resource Loaded Network Program Control Performance Measurement and Reporting, Earned Value Revenue Variance Variance Reporting

Five Elements for Program Management Organization: Define contractual effort and assign responsibility for work. Planning and Budgeting: Plan, schedule, budget and authorize work. Cost Reporting: Accumulate cost of work and material. Analysis: Compare planned and actual costs to performance and analyze variances. Develop estimates of final cost. Close Out: Ensure within cost and schedule and market follow-on efforts. Work Breakdown Structure (WBS) Program Organization Task Definition Schedules Budget (Resource Loaded Network) Cost Reporting Performance Measurement Performance Measurement Variance Analysis Reports (VAR) Estimate at Completion (EAC) Close Out Close Out