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Project DocumentationDocument PMCS-0103Revision FProject ManagementControls SystemEditor: B. McVeigh, J. McMullinProject Management OfficeAugust 10, 2017NameReleased By :Joseph McMullinProject ManagerDateAugust 13, 2017
Project Management Control SystemREVISION SUMMARY:1. Date: November 2015Revision: AChanges: Consolidation of project processes and practices realized in theproject execution.2. Date: December 2015Revision: BChanges: Updated section on Indirects to improve clarity. Expand RiskManagement section to include more details of the planning and process.3. Date: January 2016Revision: CChanges: Updated Section in Cost Estimation to Rev D of SPEC-0039(missed edit of Vendor quote cost reasonableness analysis).4. Date: February 2016Revision: DChanges: Include additional details on initial contingency estimationtechniques (Section 6.2); update indirects calculations (removeconsideration of contingency in indirects budgeting; Sections 2.8, 2.10).5. Date: August 2016Revision: EChanges: Include additional details to support the NSF Earned ValueValidation Review to specifically identify cross reference to ANSI-748-CGuidelines where appropriate.6. Date: August 2017Revision: FChanges: Elaboration of Risk Management process (update to NSF 17066).PMCS-0103, Revision FPage ii
Project Management Control SystemTable of ContentsPreface . 71. project management controls system (pmcs) overview . 81.1PMCS Overview . 81.2Work Breakdown Structure (WBS) . 9ANSI-EI 748 Guideline 1: Organization 2-1a – Define Work Scope WBS .91.3Organizational Breakdown Structure . 10ANSI-EI 748 Guideline 2: Organization 2.1b – Define Project Organization (OBS) .101.3.1Roles & Responsibilities .111.3.2DKIST RACI MATRIX .121.41.5PMCS Life-cycle . 13PMCS Databases, Tools & Reports . 141.5.1Communication Tools .151.6CAM Training . 152. cost estimating and budgeting . 172.1Cost Estimating and Budget History . 172.2Budget Development Methodology Overview. 17ANSI-EI 748 Guideline 5: Organization 2.1e – Integrate WBS/OBS to Create Control Accounts .17ANSI-EI 748 Guideline 10: Planning, Scheduling, and Budgeting 2.2e – Create Work Packages, PlanningPackages .172.32.4Cost Accounts and Work Packages via the WAD . 18Level of Effort (LOE) Planning and Control . 20ANSI-EI 748 Guideline 12: Planning, Scheduling, and Budgeting 2.2g – LOE Planning and Control .202.4.1Basis of Estimate (BOE) .21ANSI-EI 748 Guideline 20: Accounting Considerations 2.3e – Identify Unit and Lot Costs .212.52.5.12.5.22.5.32.62.72.82.9Staffing . 22Labor Pricing .23Labor Rates .23Resource Breakdown Structure (RBS) .25Non-labor . 26Travel . 26Escalation Implementation . 27Overhead Management . 28ANSI-EI 748 Guideline 4: Organization 2.1d – Identify Overhead Management.28ANSI-EI 748 Guideline 13: Planning, Scheduling, and Budgeting 2.2h – Establish Overhead Budgets .282.9.1Indirects Calculations .282.9.2Business Services Fee (CAS-HR) .282.102.112.12The AURA Corporate Fee . 29Indirects Applied to Contingency . 29Sample Indirects Calculation . 302.12.1Actual Indirect Expenditures .31ANSI-EI 748 Guideline 19: Accounting Considerations 2.3d – Record/Allocate Indirect Costs .312.13 Annual Reviews of Indirects . 313. dkist Schedule management . 323.1Level 1 Milestones and IPS Baseline . 323.2DKIST Schedule Management Process Overview . 323.2.13.2.2Initial Planning Phase .34WBS Defined (Represents Scope) .34PMCS-0103, Revision FPage iii
Project Management Control System3.3Integrated Project Schedule (IPS) Development . 34ANSI-EI 748 Guideline 6: Planning, Scheduling, and Budgeting 2.2a – Schedule with Network Logic .343.3.1Define Activities per Scope .353.3.2Durations Estimated .353.3.3Activity Code Assignments .353.3.4Logic Sequencing .363.3.5Interfaces Identified .363.3.6Critical Path Analysis .363.4Monitoring & Control. 363.4.1Schedule Measurement Indicators .36ANSI-EI 748 Guideline 7: Planning, Scheduling, and Budgeting 2.2b – Set Measurement Indicators .363.4.2Monthly Schedule Update Status .373.4.3Schedule Status Update Guidelines .373.4.4Schedule Revisions .383.4.5Factors that Influence Schedule Changes .383.5Schedule Contingency . 413.6Schedule Backups . 424. Budget & Earned Value Management . 424.1Work Authorization . 42ANSI-EI 748 Guideline 8: Planning, Scheduling, and Budgeting 2.2c – Establish Budgets for AuthorizedWork .42ANSI-EI 748 Guideline 10: Planning, Scheduling, and Budgeting 2.2e – Create Work Packages, PlanningPackages .424.24.3Overview (Cobra) . 43Budget by Cost Elements . 44ANSI-EI 748 Guideline 9: Planning, Scheduling, and Budgeting 2.2d – Budget by Cost Elements .444.3.1Work Package Resource Assignment & Time-phase Profile .454.4Budget and Schedule Integration . 45ANSI-EI 748 Guideline 3: Organization 2.1c – EVMS Integrated Processes .454.4.1Milestone Assignment & Weighting .464.4.2Cost Classes & Cost Sets .474.4.3Codes .484.54.64.74.8Earned Value Techniques. 48Advancing the Calendar. 49Import of schedule status for milestones from IPS . 49Import of actuals from AURA CAS . 50ANSI-EI 748 Guideline 3: Organization 2.1c – EVMS Integrated Processes .50ANSI-EI 748 Guideline 16: Accounting Considerations 2.3a – Record Direct Costs .50ANSI-EI 748 Guideline 17: Accounting Considerations 2.3b – Summarize Direct Costs by WBS Elements .50ANSI-EI 748 Guideline 18: Accounting Considerations 2.3c – Summarize Direct Costs by OBS Elements .504.8.1Export CASNET Expenditures .514.8.2Post Processing of Report for Cobra Import .524.8.3Create a Pivot Table for the Cobra Import File .574.8.4Importing of Actuals in to Cobra via the Cobra Integration Wizard .614.9Calculate Earned Value . 674.10 Cobra Backups . 675. reporting. 69PMCS-0103, Revision FPage iv
Project Management Control SystemANSI-EI 748 Guideline 11: Planning, Scheduling, and Budgeting 2.2f – Sum Detail Budgets to ControlAccount .69ANSI-EI 748 Guideline 15: Planning, Scheduling, and Budgeting 2.2j – Reconcile to Target Cost Goal .69ANSI-EI 748 Guideline 21: Accounting Considerations 2.3f – Track and Report Material Costs andQuantities .69ANSI-EI 748 Guideline 25: Analysis and Management Reports 2.4d – Summarize Information forManagement .695.1Monthly Reports . 70ANSI-EI 748 Guideline 22: Analysis and Management Reports 2.4a – Calculate Schedule Variance and CostVariance – (Monthly control account summary and EVM metrics) .705.1.1Summary Reports .71ANSI-EI748: Planning, Scheduling and Budgeting Guideline 11 – Sum Detail Budgets to Control Account71ANSI-EI 748 Guideline 25: Analysis and Management Reports 2.4d – Summarize Information forManagement .715.2CPR Report . 72ANSI-EI 748 Guideline 22: Analysis and Management Reports 2.4a – Calculate Schedule Variance and CostVariance – (Monthly control account summary and EVM metrics) .725.2.1Variance Reports.72ANSI-EI 748 Guideline 22: Analysis and Management Reports 2.4a – Calculate Schedule Variance and CostVariance – (Monthly control account summary and EVM metrics) .72ANSI-EI 748 Guideline 23: Analysis and Management Reports 2.4b – Identify Significant Variances forAnalysis .73ANSI-EI 748 Guideline 24: Analysis and Management Reports 2.4c – Analyze Indirect Cost Variances .745.35.45.5CAM Meetings . 74Tableau Dashboard. 75Revise Estimate at Completion (EAC) . 76ANSI-EI 748 Guideline 27: Analysis and Management Reports 2.4f – Revise Estimate at Completion (EAC).766.DKIST Risk Management . 776.1Risk Management Plan . 776.1.1Introduction .776.1.2Definitions .776.1.3Risk Management Strategy and Approach .77ANSI-EI 748: Planning, Scheduling, and Budgeting Guideline 14 – Identify Management Reserve andUndistributed Budget (Contingency) .776.1.4Organization .806.1.5Resource Implications of the Plan .806.1.6Schedule Implications of the Plan .806.1.7Risk Management Process and Procedures .80ANSI-EI 748 Guideline 14: Planning, Scheduling, and Budgeting 2.2i – Identify Management Reserve andUndistributed Budget (Contingency) .806.1.8Risk Planning .816.1.9Risk Identification .816.1.10Risk Register Analysis and Ranking .
Project Management Control System PMCS-0103, Revision F Page 8 1. PROJECT MANAGEMENT CONTROLS SYSTEM (PMCS) OVERVIEW 1.1 PMCS OVERVIEW The DKIST PMCS is composed of six distinct systems that work in unison to form the PMCS. The respective systems are cost estimating, scheduling, budgeting & earned value, reporting, risk
