1. Benoît DAUDIN (GS-AIS-PM – CERN) 22-March-2012
EVM tools at CERN
Benoît DAUDIN (GS-AIS-PM – CERN)
22-March-2012

2. Agenda Overview of CERN Management Tools
Evolution of EVM tools at CERN
Main phases when monitoring a project with EVM in APT
Questions?

3. GS-AIS-PM section GS-AIS group: Advanced Information Systems
“Provides optimal support for all business processed at CERN”
PM section:
Projects Management & Resource Planning
Team of ~10 developers

4. Management Tools at CERN
EDMS
Engineering Data Management System
Project
Impact
Intervention Management Planning & Activity Coordination Tool
APT(evm)
Activity Planning Tool
Project Costing
EDH
Electronic Data Handling
Indico
CET CERN expenditures tracking
General …

5. Evolution of EVM tools at CERN
Several solutions
based on project requirements and lessons learned
2002
2004
2006
2008
2000
2010
Project Progress Tracking (PPT)
ATLAS project
Activity Planning Tool (APT)
CERN wide strategic planning
PPT EVM
LHC and CNGS projects
EVM module in APT
LINAC4 project

6. Project Progress Tracking (PPT)
Atlas Detector construction
(500 MCHF CORE Cost, 150 institutes in 35 countries)
Communicate on a global scale (WEB)
Track the progress of any elements of the project
Alert when key objectives are reached
Ask for progress reports at regular intervals

7. LHC project audit of 2001 18% overspend announcement
Technical Coordinator → “the project is behind schedule”
Project Administrator → “the project is under- running”
LHC Team: not in position to demonstrate that the project could be completed within allocated budget!
Member States asked the LHC Project Management to set up
a formal Project Control System

8. PPT for LHC
Evolution into a comprehensive Earned Value Management System for the LHC:
EVM-based project control system
Deliverable-oriented physical progress monitoring
Interfaced to CERN’s accounting systems, to get accurate information on actual costs
Interfaced to CERN’s contract management system
Interfaced to CERN’s human resource system
Handle in-kind contributions
Web-based
Excel spreadsheets to interact with DBs

9. PPT for LHC | Weak points
LHC Project EVMS introduced while AC = CHF 1 billion!!
“Granularity” between breakdown structures → consolidations difficult to handle
Too many activities: 12’000+ activities
“Varying granularity” of activities: from a few kCHF to several MCHF from a few weeks to several months
Project Engineers plan too optimistically …to obtain budget (it’s easier to carry over)
Weak integration with schedule networks

10. PPT for LHC | Strong points
Tailored tools:
Excel interface to interact with databases very appreciated
strongly integrated with corporate databases
Deliverable-oriented approach revealed to be efficient
“AC = EV rule” for in-kind contribution worked well
Contributed to cost consciousness at all levels

11. Activity Planning Tool (APT)
CERN wide strategic planning:
Planning of ALL (Material + Personnel) resources for ALL CERN activities (operation + projects)
WBS with necessary resources for each planned activity
Allocate available resources according to priorities and identify missing resources
Man-Power plan

12. EVM into APT Integrate «PPT for LHC» into APT for project Activities
Why:
Projects are part of CERN resource planning process (WBS, costs, …)
Only one place where to define information
Better user experience

13. How to work with EVM projects in APT
Web application
Part of CERN AIS system (Security, IT Infrastructure…)
4 main phases:
Define your project
Report your progress
Monitor the project execution
Rebaselining process (optional)

14. Terminology
WBS: Work Breakdown Structure, hierarchical list of all the activities to be performed to complete the project.
Workunits: The “Leaves” of the WBS tree. Activity small in size/duration, under responsibility of one person.
Workunits use Resources (money, people) to produce Deliverables

15. Project definition WBS
Roles (Project Manager, Project Members, Installation Scheduler…)
Budget Codes, used to map resources with expenditures
Workunits with Resources and Deliverables
Planned Value (PV) spending profile
Freeze data as Baseline “Reference Point”

16. Data Definition WBS Resources Workunits Deliverables Web interface
Personnel
Material
Workunits
Deliverables
Web interface
Excel files

17. Data Quality A set of recommandations has been defined Granularity
Gap between deliverables …

18. Project execution Workunit Holders asked for Progress Reporting:
Earned Value (EV)

19. Expenditures
Expenditures are loaded automatically from CERN accounting system: Actual Cost (AC)

20. Project monitoring
Crosstab

21. Project monitoring
PV, EV, AC Charts at every WBS level

22. Project monitoring
Gantt Chart

23. Project monitoring Progress Reporting status
Late / Upcoming / Complete deliverables

24. Project monitoring
Quarterly reports

25. Rebaselining Process (optional)
When?
Event requiring project re-organization e.g. new time constraint, technical issue not foreseen...
How?
Baseline management support in APT
e.g. PV comparison

26. Other features…
All data are tracked in database History is available from the UI for Workunits, Resources and Deliverables
Easy way to search for last modifications done in your project (who, when, how)
alert mechanism allowing to follow project modifications
Sharing reports

27. Current projects CERN projects:
LINAC4 in place for the last 3 years
Work on-going for other LHC injector upgrade projects (mainly SPS and PS)
Cooperation with “Joint Institute For Nuclear Research” (JINR, Russia) to adapt APT EVM module to NICA Project:
Clean APT from CERN dependencies
Add new interfaces to load “reference Data”
Hosted at CERN

28. Questions ?