Bilardo2 15-2012

National Aeronautics and Space Administration

www.nasa.gov

A Project Management Toolkit for Space Flight Projects

Vincent J. Bilardo, Jr., PMP

Susan E. Kolibas, PMP

NASA Glenn Research Center

Presented at NASA Project Management Challenge Conference

February 23, 2012


Content

• Context• Toolkit Current State• Toolkit Data Flow• Demonstration• Lessons Learned• Toolkit Future State• Payoff

February 23, 2012

Project Management Challenge 2012 2


ContextToolkit development driven by NASA Glenn Research Center’s Strategic Action Plan

February 23, 2012


PPME Framework

Center Governance

Structure

Rigorous Processes

(NPR, GLPR, HBK, etc)

Standardized Tools

(Project Management

Toolkit)Trained Proficient

Staff (PMs, PP&C Staff, Team Members)

Execution Metrics

(EVM, Budget Execution,

Procurement Execution, etc)

Established Operating Cadence

(Monthly Reviews, PPBE, Milestone

Calendar)

Strategic Goal 3: Deliver Program and Project Management Excellence (PPME) that results in successful missions for our customers and challenging, long-term assignments for continued achievements.


A Little History…

Delivering an operational Toolkit is not easy!

February 23, 2012


PROJECT MANAGER’S TOOLKIT

Page 5

What is the Project Manager’s Toolkit?

A web-served collection of user friendly tools that enable rigorous project planning!

• Incorporates NASA standards and best practices:

•NPR 7120.5c and 7123

•Competency Mgt System

• Fully tailorable to user’s unique project needs

• Puts powerful project formulation tools at user’s fingertips:

•Historical Program Database

•Design Structure Matrix

•Analytical Hierarchy Process

•Project Simulation

Ares I-X Upper Stage Simulator Team 122/13/2012 PMC 2008

NASA SimVision® models people at work

Rework

Coordination

Meeting

DecisionRework

Communication

Direct Work

Meeting

Decision

Rework

Communication

Direct Work

Direct Work

Organizational norms shape their work, communications, decisions, and leadership

Twenty-five years of Stanford University research and ten years of commercial application validate its accuracy and reliability

We have modeled NASA's VAMS (Virtual Airspace Modeling System) project and the Constellation Systems Engineering organization

SimVision is part of the NASA Project Manager’s Toolkit

Organization Simulation Technology

2006

2008

2011


Current Toolkit Portal – Feb 2012

February 23, 2012


The PPME Toolkit is an online one-stop portal developed to facilitate rigorous, compliant, life cycle-based:- Proposal

Development- Project Planning- Project Execution- Project Control &

Reporting


Current Toolkit Portal

February 23, 2012


GLenn Procedural Requirements (GLPRs) developed to implement NASA Procedural Requirements 7120.5, 7123.1, 7150.2, 8700.X


Current Toolkit Portal

February 23, 2012


Toolkit brings GLPRs “to life” by serving up the process flows and templates via mouse clicks


Toolkit Standardizes Project Planning

February 23, 2012


Top Level Project Life Cycle Milestones

WBS Elements / Control Accounts

Work / Planning Packages

Tasks / Deliverable Products

WBS: X

WBS: X.Y.Z

WBS: X.Y.Z.A

WBS: X.Y

Level 0

Level 1

Level 2

Level 3

Staffing AssignmentsLevel 4WBS: X.Y.Z.A.B

Project Team defines the Resource Loaded Schedule (RLS)

Performing Orgs assign staff by name to project tasks

• Standard Work Breakdown Structure through each project phase

• Facilitates communication between Projects and Performing Orgs


Data Translator

Data Translator

Enterprise Server

Resource Loaded Schedule (RLS)

.mpp

GRC Cost Model

.xlw

Phasing Plan Template

.xlw

Project Planning & Estimating (PP&E)

Template.xlw

Data Translator

ICA Template

.xlw or .pdf

Planning Mode(prior to FY start)

Execution Mode (after FY start)

Data Translator

EVM System Cobra / WinsightBaseline Plan,

Schedule, Budget Updates

Schedule Updates

Schedule Status

Reports

PPME ToolkitLegacy Tools/Systems

Reporting Templates

.xlw , .pdf, .ppt

Agency Budget Systemse.g. PMT

GRC Financial Systems

e.g. SAP/BW

Obs, Costs Actuals

PPBE Cycle

Toolkit Data Flow


Project Planning & Estimating (PP&E) Template Demo• PP&E to Resource Loaded Schedule (RLS)

Data Translation

February 23, 2012


Space Flight Systems Project ForumNational Aeronautics and Space Administration

Demo: Project Planning & Estimating Template enables single point of entry WBS definition and resource estimating, automatically translated into Microsoft Project

Define the WBS Elements

09/26/2011 11



Add Tasks, Durations, and Resource Estimates

The Project Planning & Estimating Template enables single point of entry WBS definition and resource estimating, automatically translated into Microsoft Project

09/26/2011 12

Document Basis of Estimate



Add Tasks and Resource Estimates

Import into Microsoft Project Resource Loaded Schedule template

The Project Planning & Estimating Template enables single point of entry WBS definition and resource estimating, automatically translated into Microsoft Project

09/26/2011 13


Resource Loaded Schedule (RLS) Demo• RLS to Cost Model Data Translation• RLS to Phasing Plan Data Translation

February 23, 2012



RLS to Cost Model Translation

February 23, 2012


Scheduled resources generate cost via standard cost rate table



February 23, 2012


Translator setup:Filter by date range, FY, or WBS

Output by year, quarter, or month

By resource code or task



February 23, 2012


Output to ExcelIncludes estimate per resource code (hours for labor, $K for ODCs)

Total $K, FTE Count, WYE Count per WBS Element



February 23, 2012


Output to Excel includes Cost by FY of each WBS Element



February 23, 2012


Output to Excel-based GRC Cost Model includes: Cost by FY of each WBS Element

Total Project Cost by Cost Elements


RLS to Phasing Plan Translation

09/26/2011Space Flight Systems Project Forum 20

Output to Excel-based GRC Phasing Plan template includes: FTE labor hours by month Procurement cost or obs basis phasing by month for each discrete procurement

Phasing Plan templates rolled together by GRC OCFO and loaded to Agency Program Management Tool (PMT)


Lessons Learned to Date• Develop and baseline a standard GRC Resource Breakdown Structure for use in all

Toolkit tools and templates.• Develop set of RLS templates with standardized WBS/task structures by project

category.- Develop standardized list of typical project deliverables and associated BOEs

based on mining historic project actuals.• Develop work instructions, guidance, and training for each of the Toolkit modules to

assist project teams with successful adoption.• Define a CM process for establishing the integrated cost-schedule baseline, and

controlling changes to it.• Provide tailored level of scheduling support for smaller projects.• Solve the detail-level issues to ensure the RLS captures the complete integrated

cost-schedule baseline:- Cost basis scheduling vs. obligation basis planning- Prior year un-costed carry-in- Center assessments and service pools- Accounting for “overhead” (e.g. meetings, training, etc.)- Balance RLS standardization (e.g. custom data field use) vs. scheduling flexibility

February 23, 2012


National Aeronautics and Space Administration 22

PPME Toolkit Portal - Future State

Transition current PPME Toolkit portal from .html to MS SharePoint to enable:• Management

Dashboards• Project Budget,

Schedule, Risk Reporting

• User & Project Team file sharing

• Improved file management & search

National Aeronautics and Space Administration 23

Resource Loaded Schedules – Future State

Activate Portfolio Management via MS Project Enterprise Server

Production

Published(PWA)

Draft / Working

Reporting Archive

Importing An Existing Schedule

Scheduler

Portfolio Analyst

Works Schedule and Saves to Draft

Database(Does NOT Publish)

Imports and Saves Existing Schedule

Onto Project Server

Manages Schedule and

Executes Subsequent

Publications on the Server

Publishes Schedule

when ready

Monitors Portfolio

Data

24National Aeronautics and Space Administration

The Payoff: Why are we doing this?• Improve up front project planning.• Integrate cost, schedule, and technical baselines.• Increase efficiency and hands-on labor savings.• Streamline PPBE process and enable rigorous and

faster PPBE responses.• Enable rapid “what if” analysis in response to budget

& schedule changes.• Enable rapid, accurate requirement/technical change

impact assessments.• Enable quick, accurate, centrally handled data call

responses.• Enable true Space Flight Portfolio Management.

09/26/2011