Collaborative Project Progress Tracking and Earned Value Management
Collaborative Project Progress Tracking and Earned Value Management Jurgen De Jonghe CERN / IT-AIS jurgen. de. jonghe@cern. ch Collaborative PPT & EVM, Jurgen De Jonghe
CERN: World’s Leading Particle Physics Research Laboratory • • Annual budget of € 600 million 20 member states 2600 Staff 6500 visiting scientists • Birthplace of the World Wide Web • Half the world’s particle physicists researching matter and forces Collaborative PPT & EVM, Jurgen De Jonghe
Challenge facing CERN Today Building the world’s largest scientific instrument… Budget Staff With less budget. . fewer staff… for more scientists… Collaborative PPT & EVM, Jurgen De Jonghe
Large Hadron Collider Collaborative PPT & EVM, Jurgen De Jonghe
Large Hadron Collider Collaborative PPT & EVM, Jurgen De Jonghe
Scheduling Collaborative PPT & EVM, Jurgen De Jonghe
EVM • External Review Committee: CERN to implement state of the art project management practices based on Earned Value Management. • For all “major” projects at CERN • EVM Methodology developed in ’ 60 s by US Do. D (C/SCSC for cost/schedule control systems criteria). • ANSI standard 748 Collaborative PPT & EVM, Jurgen De Jonghe
Concepts • WBS: hierarchical list of all the activities to be performed to complete the project. – Levels 1, 2 & 3 frozen, nodes at level 4 and 5 can be added. – LHC. 1 : management – LHC. 2 … 7 : engineering, procurement, supply fabrication, assembly – LHC. 8 … 26 : installation & commissioning • Workunits: Leaves of the WBS “tree”. Activity small in size/duration, under responsibility of one person. – max 3 month duration – +11000 workunits for LHC • Workunits use Resources to produce Deliverables Collaborative PPT & EVM, Jurgen De Jonghe
Concepts Collaborative PPT & EVM, Jurgen De Jonghe
Time line • June 2002: early specification for EVM software • July-August 2002: WBS definition + workunit outline • September-December 2002: workunit refinement • 1 st January 2003: Baseline • January-April 2003: “war room”, iron out misunderstandings • Mid-April 2003: 1 st baseline, start of Progress Tracking • June 2003: 1 st report to Finance Committee • September 2003: regular written report to Finance Committee Collaborative PPT & EVM, Jurgen De Jonghe
Buy or Build • Existing “Project Progress Tracking” application in place for ATLAS, available to CERN partners in 35 countries • Integration with “best-of-breed” ERP since 80% of financial resources in major contracts – Accounting, Contract management, Logistics… • Buy & Build Collaborative PPT & EVM, Jurgen De Jonghe
Technical Architecture: J 2 EE Application Server Web Servlet Oracle 9 i Model: BC 4 J O/R View: JSP Controller: Struts Collaborative PPT & EVM, Jurgen De Jonghe
EVM @ CERN • EVM in the middle of a project? – Project engineers are not required to define workunits for the past. – How to account for past expenditure? By Project Leader decision, on 1 st Jan 2003: PV = AC • Change of Culture – Phase 1: Financial Resources – Phase 2: Human Resources Collaborative PPT & EVM, Jurgen De Jonghe
EVM in Action Ahead schedule Under Cost Behind sched Over Cost You receive this message because you are the holder of the following active workunits: 07000: F 264 Supply Batch #8 11471: F 265 Supply Batch #6: Cable 02 11497: F 265 Supply Batch #B 02: Bus-bars Please update the status of the deliverables for these workunits. You may obtain an Excel file for reporting at: http: //pptlhc. cern. ch/xl? id=117111 Thank you for your time! Collaborative PPT & EVM, Jurgen De Jonghe
EVM in Action Ahead schedule Under Cost Behind sched Over Cost Impact? ∆ Cost ∆ Schedule ∆ Scope Collaborative PPT & EVM, Jurgen De Jonghe
EVM in Action Ahead schedule Under Cost This mail is sent to make you aware of changes in workunits in the EVM application. Behind sched Over Cost On 17 -JUN-2004, 15: 40 Michael ALLITT made the following changes: Comments from Michael ALLITT : Supplier able to deliver earlier than scheduled. Cost Impact: No impact Schedule Impact: workunit 15237: brought forward 73 days Full details of the change: http: //pptevm. cern. ch/changes? id=23221 Collaborative PPT & EVM, Jurgen De Jonghe
Projects ATLAS Detector (500 MCHF CORE Cost, 150 institutes in 35 countries) LHC (3 BCHF) CNGS (75 MCHF) EGEE (50 MCHF, 70 partners) Departments, Staff Planning Collaborative PPT & EVM, Jurgen De Jonghe
Progress Report Email Workunit holders are asked to report progress every 30 days (reminders every 8 days) You receive this message because you are the holder of the following active workunits: 07000: F 264 Supply Batch #8 11471: F 265 Supply Batch #6: Cable 02 11472: F 265 Supply Batch #6: Cable 03 11497: F 265 Supply Batch #B 02: Bus-bars Please update the status of the deliverables for these workunits. You can get an Excel file for reporting at: http: //pptlhc. cern. ch/evm_dev/xsql/report. xsql? mode=Wu. By. Pbs&selected=@7000@@11471@@11472@@11497@ Your workunits are part of the following contracts : http: //pptlhc. cern. ch/evm_dev/xsql/report. xsql? mode=Wu. By. Pbs&contract=F 264 http: //pptlhc. cern. ch/evm_dev/xsql/report. xsql? mode=Wu. By. Pbs&contract=F 265 If you do not know your username and/or password, please send a request to ais. support@cern. ch Thank you for your time! Collaborative PPT & EVM, Jurgen De Jonghe
Progress Reporting: Excel & Web 1. 2. 3. Actual Quantity Expected Finish Date (Comments: > 10 characters) Collaborative PPT & EVM, Jurgen De Jonghe
Workunit Modifications Impact? ∆ Cost ∆ Schedule ∆ Scope Collaborative PPT & EVM, Jurgen De Jonghe
Alert Subscriptions… Everybody can subscribe to any event on any workunit for info 3 options: immediate email, digest email daily, alert inbox Collaborative PPT & EVM, Jurgen De Jonghe
Contact with Users Permanance on a weekly basis hands-on walk in/out Lectures : methodology, tools, procedures… EVM Coordinators : monthly review meetings Collaborative PPT & EVM, Jurgen De Jonghe
Data Collection Collaborative PPT & EVM, Jurgen De Jonghe
Baselining • Establish a reference (schedule, PV curve) – If we change the plan for every problem (delay or overcost) … we will always be on target! – Progress Reporting only changes the actual values (quantity, finish date) and not the planned value • But we still need some flexibility – The paint is still fresh … first Progress Reporting cycle may bring out need for data changes – Special Contributions still to be finalized – New Contracts/Amendments… Baseline versions; first baseline 15 th April Collaborative PPT & EVM, Jurgen De Jonghe
Progress Reporting: the holders • holders are asked to report progress every 30 days – monthly (30 days) email to all holders of active workunits (or actual start date ≤ 30 days ahead) • reminders (8 days) • first report request emails in week of April 15 th • holders (or BH/DPO/PPO, SL/GL/DL/PL, GEC/DEC/PEC) can report progress • Later: support for divisional policies (eg AT: up-to-date status at the 1 st of each month) or project policies (every 3 months) Collaborative PPT & EVM, Jurgen De Jonghe
Modification of Workunits – – still possible after baselining modification or deletion will be restricted to wu or role-holder everybody with view access can create a workunit view access restricted: no Industrial Support – – impact of a modification in 3 axes: schedule, cost, scope automatic email to role-holders with reject facility (3 work days) – Project EVM Coordinator decides to accept into Baseline (minor version) Collaborative PPT & EVM, Jurgen De Jonghe
Progress Reporting: the ‘monitors’ • automatic alerts will be triggered to role-holders if a substantial delay ( > 1 month) has been reported • “versions” screen for each workunit (trend) • reporting activity/trouble screens Collaborative PPT & EVM, Jurgen De Jonghe
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