Webinar December 2020 IPMDAR CDRL Tailoring Mr David

Webinar – December 2020 IPMDAR CDRL Tailoring Mr. David Tervonen Deputy Director for Integrated Program Management, AAP Office of Acquisition Analytics and Policy 11

Agenda 4 Introduction 4 IPM Division Update 4 EVM Reporting History 4 IPMDAR vs. IPMR 4 CDRL Tailoring Options 4 Reminders & Recommendations 4 Questions Office of Acquisition Analytics and Policy 22

IPM: Integrated Program Management Division Mission Statement § Promoting data driven decisions that improve acquisition outcomes through recognized management practices, flexible policy and guidance, innovative methods and IPM knowledge/expertise. IPM Public Website: https: //www. acq. osd. mil/evm/#/home Office of Acquisition Analytics and Policy 33

The EVM Policy Evolution 4 Pre-PARCA: CPR & VARs DID and IMS DID § Separate (disconnected) deliverables § CPR (Format 1‐ 4) is a printable report format (and EDI 839) § IMS is a native tool format (or a printed image of a GANTT) 4 PARCA (2012): IPMR DID Combines CPR, VARs and IMS § Reporting requirements aligned to capture cost/schedule data integrated § Adopted UNCEFACT XML(1) Schema for all formats • Formats 1‐ 4 mostly untouched (EDI 839 to XML); plus printable reports • Introduced Format 6: XML snapshot of IMS (plus native) • Introduced (misunderstood) Format 7: Time‐phased Format 1 4 AAP (2020): IPMDAR (EVMS Data, Not Printable Reports) § Corrects technical defects with cost/schedule integration § JSON(1) encoding replaces XML • Format 6 mostly untouched (replaced with IPMDAR SPD) • e. Xtensible Replace. Markup Formats 1‐ 4, JSON: 7 with data more (1) XML: Language; Java. Script Objectclosely Notation aligned to contractor EVMS (no requirement for printable reports) Office of Acquisition Analytics and Policy 44

IPMDAR Components 4 IPMDAR DID Reference 4 IPMDAR vs. IPMR IPMDAR IPMR CPD - Contract Performance Dataset (JSON) Formats 1 -4 & 7 XML (UN/CEFACT) SPD - Schedule Performance Dataset Format 6 XML (UN/CEFACT) Native Schedule Performance Narrative • Executive Summary • Variance Analysis Format 5 ***Not Required*** Formats 1 -4 (Human Readable) Office of Acquisition Analytics and Policy 55

Tailoring The IPMDAR DID may be effectively employed for both EVM and non‐EVM cost and schedule reporting, providing a consistent means of obtaining cost and schedule performance management data. Working closely with the PMO to tailor to what is needed to manage cost and schedule risk is highly encouraged. IPMDAR CDRL Tailoring Options 4 Level of reporting (Work package, Control Account, WBS, etc. ) 4 Subcontractor Reporting 4 Reporting Frequency (monthly, incremental, quarterly, annually, upon request) 4 Variance Analysis Options (Government Identified Variances, Government Specified Variance Thresholds, Specific Number of Variances) 4 Detailed Analysis on Baseline Changes 4 Detailed Analysis on Staffing 4 Historical CPD Delivery 4 SRA Frequency Tailoring 4 Tailoring out “formats” (e. g. , Schedule Only Deliverable) Office of Acquisition Analytics and Policy 66

Level of Reporting The CDRL shall specify the reporting level that is required for the contract 4 IPMDAR CDRL Tailoring Options: Level of Reporting § The standard default reporting level is at the control account level however lower‐level reporting may be requested to support Government oversight. § Since Contract Performance Dataset (CPD) data report is now required at the Control Account (CA) or Work Package (WP) level, the task definitions within the Schedule Performance Dataset (SPD) must now be correctly encoded against the CA or WP data included in the corresponding CPD submission. § The level of reporting is dependent on the contract risk, regardless of value. Office of Acquisition Analytics and Policy 77

Subcontractor Reporting 4 IPMDAR DID Reference: Direct Reporting Contractor 4 IPMDAR CDRL Tailoring Options: Subcontractors § Sub to Prime Reporting: CPD may be tailored to include dollars or hours or both as defined by prime/sub relationship. Office of Acquisition Analytics and Policy 88

Reporting Frequency 4 IPMDAR DID Reference: Timing 4 IPMDAR Implementation & Tailoring Guide Reference: Reporting Frequency Optional Tailoring for Non-EVM Reporting: Quarterly, Annually, Upon Request Office of Acquisition Analytics and Policy 99

Incremental Reporting 4 IPMDAR DID Reference 4 IPMDAR Implementation & Tailoring Guide Example Office of Acquisition Analytics and Policy 10 10

Variance Analysis Options 4 IPMDAR CDRL Tailoring: Variance Analysis Options § Variance Analysis shall be conducted using dollars or hours at the CA level OPTION 1 For INCREMENTAL DELIVERY ONLY summarized at the IPT, WBS or other level for reporting purposes. H. ) a. ) ‘ 2. 5. 3. 4. 1. Government Identified Control Account Variance: [Notionally] The contractor submits the Native Schedule and SPD by the 5 th business day after the contractor’s accounting month end and submits CPD and Executive Summary by the 10 th business day after the contractor accounting month end. Then the Government has three days to review, analyze the data and informs the contractor the list of control accounts for detailed variance analysis. The contractor submits the Detailed Analysis Report by the 16 th business day after the contractor accounting month end. OPTION 2 I. ) a. ) 2. 5. 3. 4. 2 Government Specified Variance Analysis Thresholds’. Control account variances that exceed the category thresholds identified below are selected and reported: b. ) Pool of Reportable Variances are determined by the following thresholds: PLEASE CONSULT WITH YOUR PMO TO DETERMINE VARIANCE THRESHOLDS FOR YOUR PROGRAM. 1) Current cost variances exceeding +/- $XXK or +/- Y% 2) Current schedule variances exceeding +/- $XXK or +/- Y% 3) Cumulative cost variances exceeding +/- $XXK and +/- Y% 4) Cumulative schedule variances exceeding +/- $XXK and +/- Y% 5) Variances at completion exceeding +/- $XXXK and +/- Y% Percentages determined using reporting level BCWS and BCWP as the base (denominator) Variance thresholds shall be reviewed periodically to ensure threshold levels are commensurate with the changing program risks and may be adjusted by contract modification with no change in contract price. Alternately, a specific number of variances can be requested. Office of Acquisition Analytics and Policy 11 11

Detailed Analysis on Baseline Changes Baseline changes can be calculated at the CA level by comparing the current IPMDAR with the previous IPMDAR submission. 4 IPMDAR CDRL Tailoring Options: Detailed Analysis on Baseline Changes § Contract logs that clearly identify and explain change such as the baseline change log, can be provided as a substitute for a narrative. § Significant changes will be described in the Performance Narrative Report. § Significant changes are defined as the largest baseline changes occurring during the reporting period that in total represent a particular dollar value of the reporting month’s approved change request to the performance measurement baseline. § Baseline changes may be eliminated or tailored in the Performance Narrative Report, given change logs and contract logs are properly maintained, but this must be a collaborative effort with the EVM subject matter expert to ensure compliance with regulatory requirements. Office of Acquisition Analytics and Policy 12 12

Detailed Analysis on Staffing is calculated based on reported hours and the defined working hours in the provided calendar 4 IPMDAR CDRL Tailoring Options: Detailed Analysis on Staffing § Tailor at the level you are performing the analysis (e. g. , CA, WBS, WP). § Analysis should cover significant changes and tailoring is used to identify significant changes (e. g. , by percentage). Note: If tailoring is used to remove reporting of Hours then staffing cannot be calculated Office of Acquisition Analytics and Policy 13 13

Historical CPD Delivery 4 IPMDAR DID Reference: Historical CPD 4 IPMDAR Implementation & Tailoring Guide Reference: Historical CPD Office of Acquisition Analytics and Policy 14 14

Historical CPD Delivery 4 IPMDAR Implementation Guide Reference: Historical File Delivery 4 Recommended CDRL Tailoring § Tailor in annual or upon request Historical delivery requirement Office of Acquisition Analytics and Policy 15 15

SRA Frequency 4 IPMDAR CDRL Tailoring Options: SRA Frequency § As required, the Contractor shall conduct follow on Schedule Risk Assessments (SRAs) which shall include participants from the Government as established by the PMA on a quarterly, semiannual or annual basis. § An SRA shall be scheduled to support the Government Estimate‐at‐Complete (EAC) process. § SRAs can also be performed outside of routine scheduled occurrences, at the request of the Government, in the following circumstances: • Can be tailored to include only milestones the government considers appropriate at a given time as opposed to the entire schedule. Risk inputs can also be simplified to lessen the burden. Office of Acquisition Analytics and Policy 16 16

Tailoring Out Formats 4 IPMDAR CDRL Tailoring Options: Tailoring Out Formats (e. g. Schedule Only Deliverable) § The Government may apply the Schedule deliverable of the IPMDAR DID when the DFARS 234. 252‐ 7002 EVM requirement is not on contract. In this special situation, the remainder of the IPMDAR DID is eliminated except the referenced paragraphs: 1. 1, 1. 2. 2, 1. 2. 3 (Schedule only), 1. 4. 1, and 2. 1 thru 2. 4. 1. 1. Office of Acquisition Analytics and Policy 17 17

Additional Tailoring Opportunities 4 Additional Tailoring Opportunities § Eliminating Element of Cost breakout § Eliminating Performance Narrative Report and using internally generated Contractor Explanations or performance reviews § Accessing Contractor systems directly, particularly for non‐authoritative data § Eliminating Schedule Data set and receiving Native Format Schedule only § Tailorable Elements of the Detailed Analysis Table Office of Acquisition Analytics and Policy 18 18

Reminders & Recommendations Reminders: • Do not require delivery of legacy IPMR or CPR Formats (UN/CEFACT, human readable formats 1 – 4 or legacy w. Insight) • Do not tailor out IPMR “Formats” (Format 1 – 4) • Do not require a specific due date, such as delivery is required on the 25 th of each month Recommendations: • Discuss with contractor definition of “Business Days” • NLT 16 GOVERNMENT Business Days after the end of the contractors accounting period. Office of Acquisition Analytics and Policy 19 19

Questions IPM Division contact info: OSD. DODEVM@mail. mil Office of Acquisition Analytics and Policy 20 20