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

2. 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

3. 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

4. PMCS Applications and Components (2)

5. 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

6. 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

7. 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

8. Contingency allocation is Monitored in time-phased plot

9. 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

10. 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

11. 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

12. 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

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

14. 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

15. 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

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

17. 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

18. 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.

19. 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

20. 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.