Project Monitor & Control: Estimate at Completion and Change - - PowerPoint PPT Presentation

▶
project monitor control estimate at completion and change
SMART_READER_LITE
LIVE PREVIEW

Project Monitor & Control: Estimate at Completion and Change - - PowerPoint PPT Presentation

Apr 22, 2023 157 likes •925 views

Project Monitor & Control: Estimate at Completion and Change Control Presenters Name: Suzanne Saxer OPSS Project Controls and Cobra Administrator Meeting Title : EVMS Training Monitor & Control: Estimate at Completion and Change

slide-1
SLIDE 1

Project Monitor & Control: Estimate at Completion and Change Control

Presenter’s Name: Suzanne Saxer OPSS Project Controls and Cobra Administrator Meeting Title : EVMS Training – Monitor & Control: Estimate at Completion and Change Control 3 October 2017

slide-2
SLIDE 2

Obtain an Fermi Services Account

2 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

To request a Fermi account:

  • Go to - https://fermi.service-

now.com/new_acct_request.do

  • Select your affiliation under

“Collaborations” using the Pull-down menu

  • Fill out the rest of the information.

After submitting the form, it should come to the Project PM/Director for approval

  • Once approved it should be easy to get the

Fermi account.

  • The training courses and the Fermi

Workday system set up take a little time

slide-3
SLIDE 3

Fermi Systems Access

3 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

Once you obtain your Fermi Services account PM/Director can (as appropriate):

  • Inform Risk Manager to authorize you to access the Fermilab

web-based risk register.

  • Authorize access to DocDB or FermiPoint where all Project

documents reside including

  • P6 PDFs
  • Status reports
  • Other CAM reports
  • Inform OPSS for Access to:
  • P6 can be granted if desired.
  • Cost to Project ~$400 per year
  • Read only for project files
  • Read/Write for “Sandbox”
  • Baseline Change Request (BCR) Tool – Needed for next session
  • CAM eToolbox – Needed for next session
slide-4
SLIDE 4

CAMs Address Deviations from Plan

4 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

“How do you let your PM know there will be an increase (or decrease) in cost or schedule?” “When do you let your PM know there will be an increase (or decrease) in cost or schedule?” Why do you notify PM?

How Would You Answer?

slide-5
SLIDE 5

FNAL EVMS process is found in procedures

CAMs need to:

  • Know
  • Use
  • Reference

5

EVMS Procedures Answer:

  • Who
  • Why
  • When
  • How

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-6
SLIDE 6

FNAL EVMS Procedures (4/9)

  • Project WBS, OBS, RAM
  • Control Accounts, Work Packages, Planning Packages
  • Work Authorization
  • Project Scheduling
  • Cost Estimating
  • Monthly Status Reporting
  • Change Control
  • EVMS Surveillance & Maintenance
  • EVMS Description

6 8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-7
SLIDE 7

8/28/2018 7

Getting to Procedures & Guidelines – Policies & Procedures

https://web.fnal.gov/organization/OPSS/Pages/EVMS- Documentation.aspx

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-8
SLIDE 8

8

FNAL Procedure 12.PM-005 Cost Estimating

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-9
SLIDE 9

9

FNAL Procedure 12.PM-005 Cost Estimating EAC = Estimate At Completion ETC = Estimate To Complete

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-10
SLIDE 10

10

FNAL Procedure 12.PM-005 Cost Estimating

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-11
SLIDE 11

11

FNAL Procedure 12.PM-006 Monthly Status Reporting

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-12
SLIDE 12

12

FNAL Procedure 12.PM-006 Monthly Status Reporting

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-13
SLIDE 13

13

FNAL Procedure 12.PM-006 Monthly Status Reporting

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-14
SLIDE 14

14

Fermilab Earned Value Management System Description

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-15
SLIDE 15

15

Fermilab EVMS Description – Continued 5.2.6

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-16
SLIDE 16

Deviations from Plan are Answered by EVMS Procedures

16 8/28/2018

Who

  • CAM
  • PM

Why

  • Required – OK but
  • Manage
  • Inform

When

  • Annually
  • When Requested
  • Monthly Process
  • When Known

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-17
SLIDE 17

17

FNAL Deviation Communication Tool What Formal Tool(s) does FNAL use to Communicate Cost and Schedule Deviations?

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-18
SLIDE 18

18

FNAL Deviation Communication Tool (Cont.) What Formal Tool(s) does FNAL use to Communicate Forecast Cost Deviations (under/over)?

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-19
SLIDE 19

Cobra Reports – VAR: Forecast Communication Tool

19 8/28/2018

At Complete

  • 1. BAC (Budget At Completion)
  • 2. EAC (Estimate At Completion)
  • 3. VAC (Variance At Completion)

2 3 1

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-20
SLIDE 20

Variance Analysis Thresholds (Default)

20 8/28/2018

  • FRA Management
  • Project Requirements
  • FRA Management
  • Project Requirements
  • Risk
  • Budget
  • Reflected in PMP

Changed by Exception

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-21
SLIDE 21

VAR – Narration (Four Key Elements)

21 8/28/2018

  • Explanation of Variance
  • Impact
  • Corrective Action
  • Summary

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-22
SLIDE 22

VAR – Narration (First Two Elements)

22 8/28/2018

Explanation of Variance

  • Current
  • Cumulative
  • Cost
  • Schedule

 What  Why

  • At Completion

Impact

  • Schedule
  • Cost
  • CA
  • Think Successors
  • Project

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-23
SLIDE 23

VAR – Narration (Last Elements)

23 8/28/2018

Corrective Action

  • Plan to Return to PMB
  • Time-frame to Correction
  • Track Actions to Completion
  • VAC – Usually None

Summary

  • Accomplishments
  • Technical Challenges
  • Look Ahead
  • Over and Under Runs

Ensure your VAR is Approved (Project Manager)

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-24
SLIDE 24

Scenario #1

24

What if you know a Contract/M&S has cost more (or less) than Planned? Actions

  • Communicate via VAR
  • Explanation of Variance (VAC)
  • Impact: CA increase EAC
  • No Corrective Action (Unless warrants BCR on Future work)
  • Project Change in ETC if Appropriate

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-25
SLIDE 25

Scenario #2

25

What if you know a Future Contract/M&S will cost more (or less) than Planned? Actions

  • Attempt to Mitigate
  • Project change in ETC
  • Communicate via VAR
  • Cost Variance Explanation (VAC)
  • Impact: CA increase EAC
  • Corrective Action: Attempt Mitigation or BCR

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-26
SLIDE 26

Scenario #3

26

What if you know Rates (Labor/M&S) have Changed from Planned? Actions: ETC

  • Project change in ETC
  • Communicate via VAR
  • Cost Variance Explanation (VAC)
  • No Corrective Action

Actions: BCR

  • Communicate via Change Control
  • VAR with new BAC

Decision of ETC vs BCP is PM’s

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-27
SLIDE 27

Scenario #4

27

What if you know a Field Change has been Initiated (Added Scope)

  • r BCR will be implemented, but has not been yet?

Actions: ETC

  • Project change in ETC
  • Communicate via VAR
  • Cost Variance Explanation (VAC)
  • Corrective Action – Future BCR
  • Prepare Change Control

Documentation

  • Identify in Summary (Look ahead)

Decision BCP approval is PM’s - Communicate

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-28
SLIDE 28

Scenario #4 (Cont.)

28

What if you know a Field Change has been Initiated (Added Scope)

  • r BCR will be implemented, but has not been yet?

Communicated to PM but PM will not allow BCR Actions: ETC

  • Project change in ETC
  • Communicate via VAR
  • Identify in Summary (Look ahead)

Decision BCP approval is PM’s - Communicate

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-29
SLIDE 29

BCWS BCWP ACWP BAC 1,000 500 700 10,000 1,000 1,000 700 10,000 1,000 1,000 1,000 10,000 1,000 1,500 1,000 10,000 Cumulative to Date

How to Calculate ETC

29

Calculations

  • EAC = ACWPCTD + ETC
  • ETC = EAC - ACWPCTD
  • ETC = BAC – BCWPCTD
  • VAC = BAC - EAC

BCWS BCWP ACWP BAC ETC EAC VAC 1,000 500 700 10,000 9,500 10,200

  • 200

1,000 1,000 700 10,000 9,000 9,700 300 1,000 1,000 1,000 10,000 9,000 10,000 1,000 1,500 1,000 10,000 8,500 9,500 500 Cumulative to Date

Information Needed to Start

  • BAC = Budget at Completion
  • BCWSCTD = Cumulative BCWS
  • BCWPCTD = Cumulative BCWP
  • ACWPCTD = Cumulative ACWP

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-30
SLIDE 30

How to Calculate ETC

30

BCWS BCWP ACWP BAC ETC EAC VAC SPI CPI CV 1,000 500 700 10,000 9,500 10,200

  • 200

0.50 0.71

  • 200

1,000 1,000 700 10,000 9,000 9,700 300 1.00 1.43 300 1,000 1,000 1,000 10,000 9,000 10,000 1.00 1.00 1,000 1,500 1,000 10,000 8,500 9,500 500 1.50 1.50 500 Cumulative to Date

Calculations

  • EAC = ACWPCTD + ETC
  • ETC = EAC - ACWPCTD
  • ETC = BAC – BCWPCTD
  • VAC = BAC – EAC
  • SPI, CPI & CV

Information Needed to Start

  • BAC = Budget at Completion
  • BCWSCTD = Cumulative BCWS
  • BCWPCTD = Cumulative BCWP
  • ACWPCTD = Cumulative ACWP

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-31
SLIDE 31

How to Calculate ETC (Cont.)

31

EAC = ACWPCTD + ETC ETC = EAC - ACWPCTD ETC = BAC – BCWPCTD VAC = BAC - EAC

BCWS BCWP ACWP BAC ETC EAC VAC SPI CPI CV 1,000 500 700 10,000 9,500 10,200

  • 200

0.50 0.71

  • 200

1,000 1,000 700 10,000 9,000 9,700 300 1.00 1.43 300 1,000 1,000 1,000 10,000 9,000 10,000 1.00 1.00 1,000 1,500 1,000 10,000 8,500 9,500 500 1.50 1.50 500 Cumulative to Date

What is Missing?

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-32
SLIDE 32

How to Calculate ETC (Cont.)

32

EAC = ACWPCTD + ETC ETC = EAC - ACWPCTD ETC = BAC – BCWPCTD VAC = BAC - EAC

BCWS BCWP ACWP BAC ETC EAC VAC SPI CPI CV 1,000 500 700 10,000 9,500 10,200

  • 200

0.50 0.71

  • 200

1,000 1,000 700 10,000 9,000 9,700 300 1.00 1.43 300 1,000 1,000 1,000 10,000 9,000 10,000 1.00 1.00 1,000 1,500 1,000 10,000 8,500 9,500 500 1.50 1.50 500 Cumulative to Date

Understand:

  • Assumes Plan is Perfect

Does not Account for Good/Bad Performance

  • No Future Adjustments
  • No Cost of Schedule Slip

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-33
SLIDE 33

BCWS BCWP ACWP BAC ETC EAC VAC SPI CPI CV Known Future Deviation 1,000 500 700 10,000 9,500 10,200

  • 200

0.50 0.71

  • 200

1,000 1,000 700 10,000 8,600 9,300 700 1.00 1.43 300

  • 400

1,000 1,000 1,000 10,000 9,000 10,000 1.00 1.00 1,000 1,500 1,000 10,000 10,500 11,500

  • 1500

1.50 1.50 500 2000 1,000 1,500 1,000 10,000 8,500 9,500 500 1.50 1.50 500 Cumulative to Date

How to Calculate ETC (Cont.)

33

EAC = ACWPCTD + ETC ETC = EAC - ACWPCTD ETC = BAC – BCWPCTD VAC = BAC - EAC + Known Future Deviations EVMS is:

  • Management Tool
  • Communication Tool

EVMS is:

  • Management Tool
  • Communication Tool

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-34
SLIDE 34

How to Calculate ETC using P6

34

P6 update included forecast dates and resource remaining units

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-35
SLIDE 35

How to Calculate ETC using P6 (cont.)

35

P6 Forecast dates and remaining units integrated into Cobra

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-36
SLIDE 36

Reporting Tools – Understand ETC

36

Time-Phased ACWP (Actuals), BCWS (Budget) & ETC in Hours

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

Estimate To Completion i.e. cost

  • f future work
slide-37
SLIDE 37

Reporting Tools – Understand ETC

37

Time-Phased ACWP, BCWS & ETC in Dollars

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-38
SLIDE 38

Reporting Tools – Understand ETC

38

Time-Phased BCWS (Budget) & ETC

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-39
SLIDE 39

CAMs Address Deviations from Plan

39 8/28/2018

“How do you let your PM know there will be an increase (or decrease) in cost or schedule?” “When do you let your PM know there will be an increase (or decrease) in cost or schedule?” Why do you notify PM?

Now How Would You Answer?

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-40
SLIDE 40

40

FNAL Procedure 12.PM-007 Change Control

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

Baseline Change Request

slide-41
SLIDE 41

41

FNAL Procedure 12.PM-007 Change Control

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-42
SLIDE 42

42

Fermilab Earned Value Management System Description

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-43
SLIDE 43

Project Life Cycle – Models Review

43

Initiation Planning Execution Close-out

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

Begin then Implement Change Control

slide-44
SLIDE 44

Project Life Cycle – Monitor & Control Review

44

Initia… Monitor/Control …tion Plan… Monitor/Control …ning Exacu… Monitor/Control …tion Close… Monitor/Control …Out

Monitor & Control Cycle

  • Measure
  • Evaluate
  • Correct

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-45
SLIDE 45

Planning

(Schedule, BOE, Technical Plan)

Excecution

Measurement

(Monthly Updates)

Initiation

Analysis & Forecasting

(VAR)

Closeout

Monitoring Controlling

Corrective Actions

(VAR)

Gross Change? Document Corrective Action in VAR Work Corrective Actions Initiate Change Control Process Address Deviation Cause and Affect

NO Yes

Introduce Changes Via Change Control Process

Why We Monitor/Control and Initiate Change Control

45 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

1. During Baseline All agreed, Scope, Schedule, and Cost are reasonable 2. Deviations need to be Agreed to 3. Demonstrate We Manage not being Managed

slide-46
SLIDE 46

46

Change Management – Primary Goal is Manage/Control

Control Deviations from Original Plan

  • Work
  • Defined Scope
  • Performed Scope
  • Cost
  • Budget
  • Actual
  • Schedule
  • Baseline
  • Actual

Work Schedule Cost

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-47
SLIDE 47

47

Types of Change

  • Scope/Schedule/Cost
  • Internal Re-planning & Changes
  • Changed Conditions
  • Better Mouse Trap
  • Missed Scope (requires FPD

Approval)

  • Realized Risks
  • External/Directed (Added Scope)
  • Authorized Unpriced Work (Field

Changes)

  • Administrative
  • Coding
  • Typographical
  • Description Clarification

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-48
SLIDE 48

48

Where to Find Change Thresholds

  • Appendix C
  • f Change

Control Procedure (Guidance)

  • PEP –

Project Specific

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-49
SLIDE 49

Questions about Change - CCB

49 8/28/2018

What is a Change Control Board (CCB)?

“The CCB ensures technical performance, scope, cost, schedule, and associated risk impacts are understood and documented. CCB membership typically consists of key members of the project management team, including level 2 managers, the ES&H

  • fficer, the QA manager, the Project Controls Manager/Lead, and others as
  • appropriate. The Project Controls Manager/Lead will ensure that all changes are

consistent with the EVMS processes. The Project Technical Board or the Project Management Group may also serve as the Change Control Board provided that these groups include the necessary membership. The composition, duties, and responsibilities of the CCB will be included in the Project Management Plan template.”

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-50
SLIDE 50

Questions about Change – Contingency, UB, MR

50 8/28/2018

I hear about Contingency, Undistributed Budget, and Management Reserve.

  • What are they?
  • Why should I Care?

Contingency = Created by a Combination of Estimate Uncertainty (Bottom-up) & Risk Mitigation (Top-Down) allowances. Undistributed Budget (UB) = Money Approved but Temporarily not Allocated to Discrete WBS/Activities. Addressed in CA’s EAC. Management Reserve (MR) = Tool for tracking Cumulative total of Contingency transferred to active budget via Change Control. Note: The portion of contingency retained by PM and is equal to PM’s approval threshold

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-51
SLIDE 51

More Questions about Change

51 8/28/2018

Who Owns Contingency?

  • 1. CAM
  • 2. PM
  • 3. Funding Agency

Why Do I need to Think About Change Control?

  • Responsibility
  • Manage
  • Inform

How Long Does it Take to Process a Change?

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-52
SLIDE 52

52

Change Flowchart

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

EVMS: Change Control Flow Diagram Additional Signatures Customer Change Control Board Project Controls Project Manager Control Account Manager

Identify Valid Change Prepare Change Request (BCR) Submit BCR Validate BCR, Assign BCR Number. Determine Cost and Schedule Impact. Determine Threshold. Ensure BCR meets EVMS Guidlines Evaluate Cross-Functional needs, Evaluate necessity, merits, and Impacts, Evaluate Technical Performance, Scope, Schedule and Risk. Approve? Record BCR Disapproval Exceeds Level 4 Threshold? Approved? Record Approval & Implement BCR Exceeds Level 3 Threshold? Approved? NO NO NO Revise Revise Yes NO Yes Yes NO Yes Yes Ensure all Stakeholders and Affected CAMs are informed of BCR and Impacts

slide-53
SLIDE 53

53

Questions regarding Change – Initiating BCR

  • Who Can Initiate A BCR?
  • Anyone on Project
  • Client
  • When Can I Initiate BCR?
  • Approved Prior to Work Start
  • Future = Managing Scope
  • Past = Reaction Managed
  • Field Changes (Construction Only)

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-54
SLIDE 54

54

FNAL Procedure 12.PM-007 Change Control - Clarification

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

What does this mean?

  • Response to Who can Initiate
  • Addresses CAM’s
  • Ability to Manage
  • Approve Means
  • Preliminary
  • Continues through Process
  • PM/CCB ultimate approval/disapproval

Change Request

slide-55
SLIDE 55

55

Questions regarding Change – Action Steps

  • What Actions Do I take when Change is

Identified?

  • Start Documentation Process
  • Iterative Process With PCS
  • Communicate
  • Alternatives
  • Impacts
  • Urgency
  • Consequence of Not Approving
  • Submit BCR
  • Wait for Approval

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-56
SLIDE 56

Change Control Process Steps to Change Control:

– 1. Prepare supporting documentation [CAM] – 2. Fill out and submit Baseline Change Request (BCR) Form in BCR Tool [CAM] – 3. Enter routing data into BCR database [Config Mgr] – 4. Obtain approvals – depends on BCR Level [Config Mgr] – 5. Update cost & schedule information in P6 & Cobra, and finalize BCR database entries [PCS]  details Beyond Scope

  • f this Training

– 6. Then actually process

the changes…

8/28/2018 56 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-57
SLIDE 57

57

Questions regarding Change – Gate Keeper

I have Some Changes to Make, but my PCS won’t Process them Now - Why?

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-58
SLIDE 58

58

Change Control – PCS Limitations

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

  • Can Take Days or Weeks to

Process

  • PM – Prioritizes / Approves
  • EVMS Guidelines
  • Can NOT Change History
  • Future ONLY with Four

Exceptions

  • Rate Changes
  • Obvious Errors
  • Establishing PMB
  • Contract Changes
slide-59
SLIDE 59

8/28/2018 59

  • Identified Change
  • How
  • When
  • Type
  • When Work can Start
  • Work Authorization & BCR Approval
  • Demonstrate Management
  • Demonstrates Control
  • Impacts of Change
  • Cost
  • Schedule
  • Scope
  • Risks

 Quality  Safety

  • Authority / Responsibility for Approvals

Change Control System – Formal Documented Process

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

Baseline Change Request

slide-60
SLIDE 60

Baseline Change Request Tool

BCR Tool database is used to Manage Changes.

  • Data Input source is BCR form
  • Approval Workflow and Routing controlled by Change

Manager in Tool

  • Tracks approval status
  • Records cost impact (both Preliminary and Final amounts) by

type (M&S or Labor) and by Labor resource

  • Also records schedule impacts (Reflected in P6 Schedule)
  • Prints detailed report for each BCR
  • Database maintained by OPSS

60 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-61
SLIDE 61

Change Request Form – Generated by BCR Tool

61 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-62
SLIDE 62

Change Request Form – Generated by BCR Tool (Cont.)

62 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

Title: Very Brief Summary WBS Number: Single Lowest common WBS Element that encompasses all work. Example 1: Work affects the following WBS elements 123.01.02, 123.01.04, 123.01.06 then Lowest common WBS Element would be 123.01 Example 2: Work affects the following WBS elements 1234.01.02, 123.01.04, 123.02.01 then Lowest common WBS Element would be 123

slide-63
SLIDE 63

Change Request Form – Generated by BCR Tool (Cont.)

63 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

Describe all details of the change such as why it is needed, How need was discovered, Basic BOE information – what is the Basis for the Change (remember the BCR is used instead of BOE and should contain equivalent back-up. Can use Attachments later but at least brief description and note that will bring reviewers to attachment) Include Consequences of NOT approving this Change. Also, specify and Risk, ESH, Interface, and Scientific impacts.

slide-64
SLIDE 64

Change Request Form – Generated by BCR Tool (Cont.)

64 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

Filled out by Change Manager and Read Only for CAM after Request is Submitted. Who will be Notified. Edited

  • ut by Change Manager and

Read Only for CAM after Request is Submitted.

slide-65
SLIDE 65

Example: Change Request Detail Report

65

This printable form is produced by Access for each BCR.

  • Stored as PDF in DocDB
  • Contains signature box for

approvals

  • Lists cost, schedule impacts,

supporting documents, change type and level, affected L2 subprojects, WBS, justification, technical & risk impacts…

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-66
SLIDE 66

Example: Change Request Log (Summary)

66

  • Summary record of all changes
  • Tracks contingency and mgmt

reserve used

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-67
SLIDE 67

BCR Control Account Log (Control Account)

67 8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-68
SLIDE 68

Work Authorization Document (WAD)

68 8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-69
SLIDE 69

69

WAD Attachments Examples: Schedule & CAP

8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

  • Procedure outlines

required fields for these reports

  • WAD information is

incomplete without these attachments

slide-70
SLIDE 70

WAD Attachments: Schedule Reports (By CA)

70 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-71
SLIDE 71

71 8/28/2018

WAD Attachments: Control Account Plan

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-72
SLIDE 72

BCR Documentation: Schedule Reports – Three Required Schedule Impacts Critical Path

72

Milestone

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control 8/28/2018

slide-73
SLIDE 73

BCR Documentation: Validation Reports (CA Impact i.e. Before & After)

73 8/28/2018

Data Subtotaled

Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-74
SLIDE 74

BCR Documentation: Validation Reports (History Unchanged)

74 8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

slide-75
SLIDE 75

Other Documents Possibly needing Update with BCR

75 8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control

  • Manage the documents is detailed in the project’s

Configuration Management Plan

  • WBS
  • WBS Dictionary
  • Milestone Dict.
  • PEP
  • PMP

EVMS: Change Control Flow Diagram Additional Signatures Customer Change Control Board Project Controls Project Manager Control Account Manager

Identify Valid Change Prepare Change Request (BCR) Submit BCR Validate BCR, Assign BCR Number. Determine Cost and Schedule Impact. Determine Threshold. Ensure BCR meets EVMS Guidlines Evaluate Cross-Functional needs, Evaluate necessity, merits, and Impacts, Evaluate Technical Performance, Scope, Schedule and Risk. Approve? Record BCR Disapproval Exceeds Level 4 Threshold? Approved? Record Approval & Implement BCR Exceeds Level 3 Threshold? Approved? NO NO NO Revise Revise Yes NO Yes Yes NO Yes Yes Ensure all Stakeholders and Affected CAMs are informed of BCR and Impacts

slide-76
SLIDE 76

76 8/28/2018 Suzanne Saxer | EVMS Training – Monitor & Control: Estimate at Completion and Change Control