Integrated Master Plan IMP and Integrated Master Schedule

Integrated Master Plan (IMP) and Integrated Master Schedule (IMS) Felix Sanchez Project Management for ARA Engineers and Scientists

Desired Learning Objectives § § Understand the features and benefits of IMP and IMS Understand why the IMP is a “top down” document Understand why the IMS is a “bottoms up” document Be able to construct IMP and IMS for a representative project Copyright 2009. All rights reserved. Applied Research Associates, Inc. IMS IMP § Student Exercise 2 c: • Be able to construct an IMP for a complex project • Be able to construct an IMS for a complex project 2

Leadership and Good Management are Essential to Project Success Copyright 2009. All rights reserved. Applied Research Associates, Inc. “A poor plan is planning to fail” Deltek, EVM Compare Cost to Budget 3

Designing the Program Structure Schedule and Pre-Cost Proposal Estimate – Day 1 and 2 Overview § Define the Program Structure • Review SOW • Design the WBS – driven by SOW § Design the Team Organization • Driven by WBS • Driven by customer (IPT, contract requirements, etc. ) • Driven by size of project or cost § Design the Plan and Schedule Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Integrated Master Plan • Integrated Master Schedule § Identify the staff and allocate the resources (Resource Loaded Network) § Use WBS and staffing to budget and do a pre-cost proposal (ROM – within customer’s bogey) 4

Five Elements for Program Management 1. Organization: Define contractual effort and assign responsibility for work. Program Organization Work Breakdown Structure (WBS) 2. Planning and Budgeting: Task Definition Plan, schedule, budget and authorize work. Schedules 3. Cost Reporting: Budget (Resource Loaded Network) Accumulate cost of work and material. Cost Reporting Compare planned and actual costs to performance and analyze variances. Develop estimates of final cost. Performance Measurement 5. Close Out: Variance Analysis Reports (VAR) Copyright 2009. All rights reserved. Applied Research Associates, Inc. 4. Analysis: Estimate at Completion (EAC) Ensure within cost and schedule and market follow-on efforts. Close Out 5

Planning the Work § Integrated Master Plan – why a “Top Down” plan? § Integrated Master Schedule – why a “Bottoms Up” plan? Copyright 2009. All rights reserved. Applied Research Associates, Inc. IMS IMP 6

WBS vs. Integrated Master Plan Copyright 2009. All rights reserved. Applied Research Associates, Inc. § WBS defines what tasks must be completed to meet the program’s objectives and insures the projects entire work has been included § IMP ensures you are meeting a contractual and management key events and requirements in the given timing/sequence • Time-based analysis • Provides a top-down view of the project 7

3 Steps: Work-Schedule-Budget Integration the Work 1. 1. Define the Work 2. Schedule Activities 3. Allocate Budgets Total Program 300 80 75 Summary Level 65 80 25 Task Level Copyright 2009. All rights reserved. Applied Research Associates, Inc. 20 35 5 Work Packages 5 5 10 10 8

Three Steps to Integrate Work-Schedule-Budget § The First Step: define the work • Use SOW, System Spec. , Contract Clauses, WBS, CDRLs, etc. • Consolidate all work into Master Plans: Management Plan, Test Plan, Manufacturing Plan, Systems Engineering Plan, etc. ▪ At ARA we call this a “Project Plan” § The Second Step: define the schedule • Apply due dates based on contractual milestones, hand off items to other Divisions or teams or subs, need dates, review dates, etc. • Add time duration of tasks and interdependency of tasks Integrated Master Schedule 9 Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Combine all work with the timing/sequence Integrated Master Plan

Three Steps to Integrate Work-Schedule-Budget § The Third Step: allocate the budget • Allocate what it costs and who is going to do the work (cost estimating will be covered later in the course) • Adjust for any changes made by: Copyright 2009. All rights reserved. Applied Research Associates, Inc. ▪ Estimating or Contracts and Pricing Team ▪ Negotiations with the customer ▪ Taking out your management reserve 10

The Way the IMP Works Top Down Document First Flight of UAV – a Deliverable Completed Multiple supporting accomplishments for each event SOW WBS First Flight Readiness Review Completed Copyright 2009. All rights reserved. Applied Research Associates, Inc. Multiple supporting accomplishments for each event Criteria Event readiness or completion provides a measure of progress Accomplishment UAV Flight Clearance Granted 11

Integrated Master Plan (IMP) § IMP is an event-based plan of what SOW requires • Identifies the timing of the sequence of key events ▪ Documents the accomplishments (desired result) necessary to complete the work ▪ Identifies criteria (evidence) that accomplishment is completed • Tracks all requirements and deliverables to ensure compliance with the SOW and Contract (and Earned Value, if required) IMP is a “top down” planning tool Copyright 2009. All rights reserved. Applied Research Associates, Inc. § Good resource allocation on complex projects requires an Integrated Master Plan § Must have some form of IMP (timing/sequence of events) to manage your project IMP 12

Typical IMP Structure 2. 0 MAIN BODY - Example Event X 0000. CRITICAL DESIGN REVIEW Accomplishment X 0100. System Detailed Design Complete Criteria X 0100 A System Test Plan Approved Criteria X 0100 B Design Trade Studies Approved, etc. Copyright 2009. All rights reserved. Applied Research Associates, Inc. Accomplishment X 0200. Subsystem Detailed Design Ready to Release for Building Prototype Unit 13

Copyright 2009. All rights reserved. Applied Research Associates, Inc. Sample IMP Excel Template 14

Summary: Integrated Master Plan § Often used during source selection to evaluate your: • Proposed approach • Management/Planning capability • Risk assessment/mitigation capability § After contract award Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Becomes baseline for key events – customer can make it part of the contract • Program control mechanism § Provides insight into overall effort • Incorporates major subcontractor’s IMP § Resulting IMP structure is used to set up ARA project structure in BST (discussed later) IMP is the foundation for Integrated Master Schedule 15

IMP to IMS § Now that you have every task and sequence that needs to be done – “the master plan” § Need to put into chronological order Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Apply dates based on contractual milestones, handoff items, need dates, review dates, set back times • Account for duration of all tasks and interdependency of tasks Why do we need an Integrated Master Schedule? 16

IMP to IMS Copyright 2009. All rights reserved. Applied Research Associates, Inc. Break Time 17

Integrated Schedules Add Value Assesses and analyzes status Supports negotiation and contract agreements Integrated Schedules Facilitates communication Supports all business planning Measures baseline performance A tool to plan contingencies Increases likelihood of performance to plan Copyright 2009. All rights reserved. Applied Research Associates, Inc. Clarifies: • Goals • Objectives • Responsibilities Predicts program performance Coordinates and integrates all activities 18

Integrated Master Schedule (IMS) § An integrated, multi-layered schedule of program tasks required to complete IMP work • Directly traceable to the IMP, WBS, SOW • From IMP, add detailed tasks (work packages and planning packages), time duration/dates, and dependencies for tasks to accomplish IMP • PM determines minimum level of tasks to get to an IMS (PDR, CDR, etc. ) that satisfies customer § IMS is a fully networked “bottoms up” schedule for project Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Supports interrelationships between tasks and ARA Divisions • Supports critical path analysis if required § IMS detail useful for week-to-week (or day-to-day, if very complex) tracking and execution of your project IMS – A Living Document 19

Design Review Integrated Master Plan 31000 Events Design Reviews Accomplishments Criteria 1. Preliminary Design Complete 1 a. Subsystem performance requirements allocated to unit b. Duty cycle defined c. Prelim drawings released 2. Critical Design Complete 2 a. Subsystem design complete b. Requirements allocated to design c. Detailed drawings released X Copyright 2009. All rights reserved. Applied Research Associates, Inc. WBS 20

Copyright 2009. All rights reserved. Applied Research Associates, Inc. Sample IMS Template in Excel 21

Integrated Master Schedule Structure Name Start 07 Mar 1 2 3 Event 1 5 Criteria 1. 1. 1 Task 1. 1 Criteria 1. 1. 2 Accomplishment 1. 2 5/5/07 Criteria 1. 2. 1 Sep Oct Nov Dec Jan Feb Mar Task 1. 2. 1. 1 5/5/07 10 Event 2 3/5/07 11 Accomplishment 2. 1 3/5/07 14 Aug 12/5/07 7 13 Jul 28/4/07 12/5/07 12 Jun Qtr 1, 2008 28/4/07 Task 1. 1. 2. 1 9 May Qtr 4, 2007 28/4/07 6 8 Apr Qtr 3, 2007 28/4/07 Accomplishment 1. 1 4 Qtr 2, 2007 Criteria 2. 1. 1 Task 2. 1. 1. 1 Criteria 2. 1. 2 Copyright 2009. All rights reserved. Applied Research Associates, Inc. ID 26/7/07 35/07 22

For Each “Criteria” – Identify Detailed Tasks § Estimates are developed by the Task Leaders • Detailed Tasks often called Work Packages (near-term effort) and Planning Packaged (long-term effort) ▪ Must have a defined scope or task description ▪ Should have clear exit criteria representing completion or full functionality ▪ Short span of effort (2 -4 months) bound by milestones representing physical accomplishments (start and completion) § Planned “value” assigned (hours/dollars) associated with physical accomplishment § Integrated into scheduling system The sum of task budgets (bottoms up estimate) equal total program cost at completion 23 Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Responsibility identified to a Team or a Division

IMP to Top-Level IMS to Detailed IMS to CPR Summary of Charts – Let’s Discuss Each One… WBS/SOW 2100 IMP Number 04 04 04 01 01 01 Networked Top Level Integrated Master Schedule Test Instr/DS CDR Component PRR 1 st Test RR 2 nd Test RR Final Test RR Test Deployment Test Complete Sys B CDR Subsystem CDR Sys C CDR Kit A S/W CDR Kit B S/W CDR SRR/SDR Kit A PRR Kit B PRR Modline PRR Unit #2 Delivery FFF Integ Last Veh Del Supt Trng Comp Supp. Syst/Trng System CDR WTT CDR Kit A CDR Detailed IMS Final SIRR Sys A CDR Kit B ADR Top Level IMS Prelim. SIRR Supp. Syst CDR IMP # Work Package Title 04 System Requirement Review/ System Design Review 0401 Develop Weapon System Requirements (SRR) 040101 Analyze ORD and Capture Wpn Sys Rqmnts in Rqmnts Database 04010101 Select and Define Requirements Data Base Structure 04010102 Capture ORD Requirements 04010103 Capture ORD Desires 04010104 Derive Weapon System Requirements Copyright 2009. All rights reserved. Applied Research Associates, Inc. IMP WBS # Event Accomplishment Criteria Evidence of Completion Work Package Resp. Prime System Requirement Review/ System Design Review (SRR/SDR) Develop Weapon System Requirements (SRR) Sub #1 Analyze ORD and Capture Weapon System Rqmnts in Rqmnts Database Weapon Sys Rqmnts Database Established Sub #1 Sept October July August Duration 3 7 10 2128 4 11 18 25 1 8 15 22 29 6 1320 327 d 154 d 40 d 5 d 29 d 24 d 20 d 100% Cost Performance Report (CPR) Cost Performance Report WBS Current Period Budgeted Cost Work Scheduled Performed 2100 110 Cumulative To Date Variance Actual Cost WP Cost 90 10 Schedule 20 200 210 200 10 0 24

IMP to Top-Level IMS to Detailed IMS to CPR WBS/SOW 2100 IMP Number 04 04 04 01 01 01 Networked Top Level Integrated Master Schedule Test Instr/DS CDR Component PRR Final SIRR Sys A CDR Kit B ADR 1 st Test RR Subsystem CDR SRR/SDR 2 nd Test RR Final Test RR Test Deployment Test Complete Sys B CDR Sys C CDR Top Level IMS Prelim. SIRR Copyright 2009. All rights reserved. Applied Research Associates, Inc. IMP WBS # Event Accomplishment Criteria Evidence of Completion Work Package Resp. Weapon Sys Rqmnts Database Established System Requirement Review/ System Design Review (SRR/SDR) Prime Develop Weapon System Requirements (SRR) Sub #1 Analyze ORD and Capture Weapon System Rqmnts in Rqmnts Database Sub #1 Kit B S/W CDR Kit A PRR WTT CDR Kit B PRR Modline PRR Unit #2 Delivery FFF Integ Last Veh Del Supt Trng Comp Supp. Syst/Trng System CDR Supp. Syst CDR 25

IMP to Top-Level IMS to Detailed IMS to CPR Networked Top Level Integrated Master Schedule Test Instr/DS CDR Component CDR Prelim. SIRR Final SIRR Sys A CDR Kit B ADR 1 st Test RR Subsystem CDR Sys C CDR SRR/SDR Kit B S/W CDR Kit A CDR Detailed IMS 2 nd Test RR Final Test RR Test Deployment Test Complete Sys B CDR Kit A S/W CDR Kit A PRR WTT CDR Kit B PRR Modline PRR Unit #2 Delivery FFF Integ Last Veh Del Supt Trng Comp Supp. Syst/Trng System CDR Supp. Syst CDR IMP # Work Package Title 04 System Requirement Review/ System Design Review 0401 Develop Weapon System Requirements (SRR) 040101 Analyze ORD and Capture Wpn Sys Rqmnts in Rqmnts Database 04010101 Select and Define Requirements Data Base Structure 04010102 Capture ORD Requirements 04010103 Capture ORD Desires 04010104 Derive Weapon System Requirements Copyright 2009. All rights reserved. Applied Research Associates, Inc. Top Level IMS Component PRR Sept October July August Duration 3 7 10 2128 4 11 18 25 1 8 15 22 29 6 1320 327 d 154 d 40 d 5 d 29 d 24 d 20 d 100% 26

IMP to Top-Level IMS to Detailed IMS to CPR 327 d 154 d 40 d 5 d 29 d 24 d 20 d 100% Copyright 2009. All rights reserved. Applied Research Associates, Inc. Detailed IMS Sept October July August Duration 3 7 10 2128 4 11 18 25 1 8 15 22 29 6 1320 IMP # Work Package Title 04 System Requirement Review/ System Design Review 0401 Develop Weapon System Requirements (SRR) 040101 Analyze ORD and Capture Wpn Sys Rqmnts in Rqmnts Database 04010101 Select and Define Requirements Data Base Structure 04010102 Capture ORD Requirements 04010103 Capture ORD Desires 04010104 Derive Weapon System Requirements Cost Performance Report (CPR) WBS Current Period Budgeted Cost Work Scheduled Performed Cost Performance Report 2100 110 Cumulative To Date Variance Actual Cost WP Cost 90 10 Schedule 20 200 210 200 10 0 27

IMP to Top-Level IMS to Detailed IMS to CPR Cost Performance Report (CPR) Current Period Budgeted Cost Work Scheduled Performed 2100 110 Cumulative To Date Variance Actual Cost WP Cost 90 10 Schedule 20 200 210 200 10 0 Copyright 2009. All rights reserved. Applied Research Associates, Inc. WBS 28

IMS – Must Trace Horizontally (sequentially) Program Master Schedule Start Design TEL TSTM System Schedule Support Manufacturing Design Complete Test Deliver Complete Mfg Complete Supplier Management Schedule Dwg Rel Production Ops Schedule Issue Delivery Receive Test P. O. Material Complete Receive Material Mfg Complete Parts Fabrication Assembly Engineering Test Schedule Mfg Complete Test Complete Production Ops Schedule Test Complete Inspect Complete Set-Up Test Copyright 2009. All rights reserved. Applied Research Associates, Inc. Start Design Complete Deliver Inspect Package Deliver 29

Horizontal Traceability § Reflects the impact of any schedule slips on the program § Dictates that the schedules created and maintained in each Division are based on Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Program milestones • Each preceding and succeeding organization’s requirements § Defines the interdependencies between tasks § Allows evaluation of schedule impact due to variations on subsequent tasks and milestones 30

IMS – Must Trace Vertically (“Sum of the Parts”) Program Master Schedule Start Design Complete Start Design Delivery Mfg Complete TEL TSTM Hardware IPT Schedule Engineering Design Copyright 2009. All rights reserved. Applied Research Associates, Inc. Subsys Attach Task Lead Schedule Subsys Attach Structural Design HEL TSTMS Conceptual Drawing 31

Vertical Traceability Copyright 2009. All rights reserved. Applied Research Associates, Inc. § Ensures that all Divisions are using the same schedule information and all levels of schedules are supportive of program schedule requirements § Work packages are planned to the time span of the Task § The Task start and end dates trace to higher level descriptions of the work 32

Single Numbering Scheme § Single number scheme aides cross-referencing with IMP, IMS, WBS and SOW § Will discuss later how to track IMP/IMS tasks and WBS in BST • BST constraints: ▪ Not more than 10 levels (0 -9) into BST ▪ Will provide “cheat sheet” of BST nomenclature correlated to WBS levels Copyright 2009. All rights reserved. Applied Research Associates, Inc. • Example template in Simulation 2 exercise 33

Summary: WBS, IMP, IMS PM Best Practices § Clearly demonstrates to customer that the program is: • Structured • Executable within schedule and cost • With an acceptable risk • • Copyright 2009. All rights reserved. Applied Research Associates, Inc. § The principle progress tracking tools for your project § Tailor the level of detail for the complexity of your project and your customer’s desires § WBS, IMP, IMS are key ingredients and can provide a competitive advantage in Program planning Proposal preparation Source selection Program execution You can expect to see IMP/IMS in future RFPs Useful reference: IMP & IMS Preparation and Users Guide, Defense Acquisition Guidebook (Sect 4. 5. 2 and 4. 5. 3) (Provided as resource in E-Book) 34