1. NASA PM Challenge 2010
Program Planning & Control
Handbooks – Guides to Excellence
Ken Poole
NASA/MSFC/CS40 PP&A Team
256-544-2419
Used with Permission

2. Contents
1. Purpose of This Session
2. Background
• What are PP&C Handbooks?
• Why are PP&C Handbooks Needed?
• Who are the Handbook POC’s?
• When were the Handbooks Developed?
• Where Can I Get The PP&C Handbooks?
3. Handbook Content Overview
• WBS Handbook
• Schedule Management Handbook
• Integrated Baseline Review (IBR) Handbook
• CAM Handbook for EVM
4. Questions?
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3. Purpose of This Session
To share an awareness of the guidance and
supporting “help” material that has been
developed by NASA and is available to all
Civil Servant and Contractor personnel for
use in improving the Agency’s capability for
managing and controlling programs/projects.
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4. Background
What are PP&C Handbooks?
• “How to” guides for key Agency Program Planning and
Control (PP&C) processes
 Work Breakdown Structure (WBS)
 Schedule Management
 Integrated Baseline Reviews (IBRs)
 Control Account Manager (CAM) Activities for EVM
• “Best practices” for PP&C
They are Not …
• Requirements documents
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5. Background
Why are PP&C Handbooks Needed?
Critical PP&C improvements needed in basic Knowledge, Skills, Policies,
Tools, Processes, Practices, Standardization, Consistency, and Training
WBS Scheduling IBR’s CAM Role
• MdM System • IMS • When ? • PMB Dev
• Codes (NSM Sys) • Level of Detail • Review Team • Work
• Std Templates • Relationships • CAM Discussions Authorizations
• Product-Oriented • Slack (Float) • Data Analysis • CA Planning
• Hierarchy • Critical Path • Findings • IMS Dev & Update
• WBS vs CWBS • In-house / • Templates • Variances
• WBS Dictionary Contractor • Briefings • BCWP (Earned)
• Do’s and Don’t’s • Status • Closure • EAC’s
• Uses • Baseline • Change Mgmt
• Reports
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6. Background
Who are the Handbook POC’s?
• NASA Work Breakdown Structure (WBS) Handbook
 Ken Poole – MSFC (256-544-2419)
• NASA Schedule Management Handbook
 Ken Poole – MSFC (256-544-2419)
• NASA Integrated Baseline Review (IBR) Handbook
 Kristen Kehrer – KSC (321-867-3691)
• NASA Control Account Manager (CAM) Guide for EVM
 Greg Smith – MSFC (256-603-5807)
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7. Background
When were the Handbooks Developed?
• PP&C Handbooks conceived by the “Old” Agency EVM
Focal Point Council (Early 2004)
• Mature drafts of the NASA Schedule Management
Handbook and the NASA IBR Handbook were available
on the NASA EVM website (Fall 2006)
• Final Agency reviews for formal issuance were put on hold
due to NPR 7120.5D updates and changes in OCE
management at NASA HQ (From late 2006 - early 2008)
• Handbook effort was resumed and expanded by the “New”
EVM Working Group (June 2008)
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8. Background
When were the Handbooks Developed? (cont’d)
• Additional PP&C Handbooks initiated:
 Work Breakdown Structure (WBS) Handbook (June
2008)
 Control Account Manager’s (CAM) Handbook for EVM
(April 2009)
• Final Agency review and update for formal issuance late
2009 – early 2010 (for Schedule Mgmt, WBS, and IBR
Handbooks only)
• Final review of CAM Guide for EVM (Spring 2010)
• NASA CAM Guide for EVM Handbook formal issuance
(Summer 2010)
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9. Background
Where Can I Get the PP&C Handbooks?
• Contact the appropriate POC (see page 5)
• Download from the NASA EVM website:
http://evm.nasa.gov/handbooks.html
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10. Handbook Content Overview
WBS Handbook
Content Overview
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11. Handbook Content Overview
Work Breakdown Structure (WBS) Handbook
Policy:
NPR 7120.5 (NID), NASA Space Flight Program & Project Management Requirements
NPR 7120.7, NASA Information Technology & Institutional Infrastructure Program &
Project Management Requirements
NPR 7120.8, NASA Research & Technology Program & Project Mgmt Requirements
1. The WBS and WBS Dictionary requirements contained in the above
documents apply to all types of NASA programs and projects
depending on the product line involved.
2. Projects must use NASA’s standard Level 1&2 WBS templates.
3. It is the responsibility of each Project Manager and their project team
to ensure that the WBS requirements are adhered to throughout the
life of the project.
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12. Handbook Content Overview
Work Breakdown Structure (WBS) Handbook
WBS Overview:
• Definition
• WBS Hierarchy (includes NASA Structure Mgmt (NSM) system)
• Project WBS and Contractor (CWBS) Relationship
• WBS Elements by Other Performing Entities
• WBS Development Guidelines
WBS Development and Control:
• WBS and the Project Life Cycle
• WBS Activities and Responsibilities
• Compatibility with Internal Management Systems
• Correlation with Other Requirements
• Number of Levels (Relationship with EVM)
• Change Control
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13. Handbook Content Overview
Work Breakdown Structure (WBS) Handbook
WBS Development and Control: (cont’d)
• Coding WBS Elements
• Preparing Element Tree Diagrams
• Preparing the WBS Dictionary
• WBS Development Checklist
• Using the Standard WBS Level 1&2 Templates
• Common Errors in Developing a WBS
WBS Uses:
• Technical Management
• Performance Management (EVM)
• Work Identification and Assignment
• Schedule Management
• Cost Management
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14. Handbook Content Overview
Work Breakdown Structure (WBS) Handbook
WBS Uses (cont’d):
• Configuration Management
• Risk Management
• Specification Tree
• Integrated Logistics Support
Appendices:
• Acronyms
• Glossary of Terms
• Standard WBS Templates
• Standard WBS Data Requirements Document
• Contractor CWBS Example
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15. WBS Handbook Content Samples
Helps: Guidelines, Checklists, Illustrations, Responsibilities, etc.
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16. WBS Handbook Content Samples
Helps: Guidelines, Checklists, Illustrations, Samples, etc.
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17. Handbook Content Overview
Schedule Mgmt Handbook
Content Overview
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18. Handbook Content Overview
NASA Schedule Management Handbook
Policy:
NPR 7120.5 (NID), NASA Space Flight Program & Project Management Requirements
NPR 7120.7, NASA Information Technology & Institutional Infrastructure Program &
Project Management Requirements
NPR 7120.8, NASA Research & Technology Program & Project Mgmt Requirements
1. Sound schedule management requires the establishment, utilization, and
control of a baseline master schedule and its derivative schedules.
2. An Integrated Master Schedule (IMS) provides the framework for time
phasing and coordinating all project efforts into a master plan to ensure
that objectives are accomplished within project or program commitments.
3. It is the responsibility of each Project Manager and their project team to
ensure that the schedule management requirements are adhered to
throughout the life of the project.
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19. Handbook Content Overview
NASA Schedule Management Handbook
Schedule Management Overview:
• Schedule Management Approach
• Roles and Responsibilities
• Contractor Schedules and Coordination
• In-house Schedules and Coordination
• External Organizations Schedules and Coordination
• Schedule Training
Schedule Management Tool Considerations:
• Functional Capabilities
• Interface Capabilities
• Technical Capabilities
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20. Handbook Content Overview
NASA Schedule Management Handbook
Pre-Schedule Development:
• Assignment of Project Planner/Scheduler
• Program/Project Scope
• Project Work Breakdown Structure (WBS)
• Project Organizational Breakdown Structure (OBS)
• Project Funding
• Project Documentation
• Baseline Change Log
• Schedule Requirements
Integrated Master Schedule Development:
• Data Input and Arrangement
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21. Handbook Content Overview
NASA Schedule Management Handbook
Integrated Master Schedule Development (cont’d):
• Task/Activity Definition
• Task/Activity Sequencing
• Duration Estimating
• Resource Planning
• Schedule Margin Planning
• Establishing the IMS Baseline
Status Updates and Schedule Maintenance:
• Status Update Accounting
• Schedule Maintenance
• Schedule Data Back-up and Archive
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22. Handbook Content Overview
NASA Schedule Management Handbook
Schedule Assessment and Analysis:
• Levels of Insight
• Schedule Logic Credibility Health Check
• Critical Path Identification and Analysis
• Schedule Performance Trend Analysis
• Baseline vs. Current Comparison and Analysis
• Schedule Margin Assessment
• Validate Cost/Schedule Correlation
• Cost/Schedule Risk Assessment (C/SRA) & Joint Confidence Levels (JCL)
• Duration Compression
• Earned Value Schedule Analysis
Schedule Control:
• Baseline Content
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23. Handbook Content Overview
NASA Schedule Management Handbook
Schedule Control (cont’d):
• Baseline Control Process
• Re-planning
• Re-baselining
• Current Schedule Control
Schedule Reporting:
• Management Summary
• Detailed Logic Network
• Critical Path Identification
• Total Slack Report
• Schedule Risk
• Schedule Margin Metrics
• Performance Trends
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24. Handbook Content Overview
NASA Schedule Management Handbook
Schedule Data and Lessons Learned Archival:
• Schedule Archives
• Lessons Learned
• Historical Narrative
• Data Statistics
Appendices:
• Acronyms
• Glossary of Terms
• Data Requirements Descriptions (DRD)
• Schedule Training Topics
• Schedule Management Reference Card
• Schedule Management Plan Template
• Schedule Assessment Checklist
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25. Schedule Handbook Content Samples
Helps: Guides, Checklists, Formats, Illustrations, etc.
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26. Schedule Handbook Content Samples
Helps: Guides, Checklists, Formats, Illustrations, etc.
Schedule Health Check
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27. Handbook Content Overview
IBR Handbook
Content Overview
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28. Handbook Content Overview
NASA Integrated Baseline Review (IBR) Handbook
Policy:
NPR 7120.5 (NID), NASA Space Flight Program & Project Management Requirements
NPR 7120.7, NASA Information Technology & Institutional Infrastructure Program & Project
Management Requirements
1. IBRs will be implemented on in-house and contracted efforts in
accordance with the requirements in the NASA FAR Supplement on
implementation of EVM. Schedule IBR reviews not later than 180
calendar days after authority to proceed or not later than 60 calendar
days after a significant funding or work scope realignment.
2. It is the responsibility of each Project Manager and their project team to
ensure that the IBR requirements are adhered to throughout the
specified phases of the project.
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29. Handbook Content Overview
NASA Integrated Baseline Review (IBR) Handbook
IBR Preparation:
• Determination of Need for an IBR
• IBR Planning
• Team Roles and Responsibilities
• Determination Supplier Readiness for the IBR
• IBR Notification Letter/Documentation
• IBR Guidance Package
• Training
• Travel Arrangements/IBR Logistics
On-Site IBR:
• On-site Discussions
• IBR In-briefs
• CAM Discussions
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30. Handbook Content Overview
NASA Integrated Baseline Review (IBR) Handbook
On-Site IBR (cont’d):
• CAM Discussion Guidelines
• IBR Documentation and Forms
• IBR Out-briefs
IBR Closeout:
• Reporting Results of the IBR
• Tracking Concerns
• IBR Closeout Letter
• Lessons learned
Appendices:
• IBR Checklist
• Proposed Statement of Work Input
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31. Handbook Content Overview
NASA Integrated Baseline Review (IBR) Handbook
Appendices (cont’d):
• Responsibility Assignment Matrix (RAM) - Sample
• IBR Notification Letter Template
• IBR Guidance Package
• IBR Training
• IBR In-brief Template
• Documentation and Data Trace Evaluation Template
• IBR Logs
• Out-brief Samples
• IBR Letter of Findings Template
• IBR Report
• IBR Closure Notification Letter Template
• Glossary
• CxP Candidate Risk Assessment Form
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32. IBR Handbook Content Samples
Helps: Guides, Checklists, Templates, Forms, Training, etc.
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33. IBR Handbook Content Samples
Helps: Guides, Checklists, Templates, Forms, Training, etc.
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34. Handbook Content Overview
CAM Handbook
Content Overview
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35. Handbook Content Overview
Control Account Managers Handbook for EVM
Policy:
NPR 7120.5 (NID), NASA Space Flight Program & Project Management Requirements
NPR 7120.7, NASA Information Technology & Institutional Infrastructure Program & Project
Management Requirements
As a minimum, EVM principles, as defined by ANSI/EIA-748, Earned Value Management
Systems, apply from KDP C through KDP E, if the project's life-cycle cost is at or
greater than $20M. The EVM principles include the following:
1) Plan all work scope for the project from inception to completion
2) Break down and assign the work scope to a responsible person for control of technical,
schedule, and cost objectives
3) Integrate work scope, schedule, and cost into a Performance Measurement Baseline
against which accomplishments may be measured and changes controlled
4) Use actual cost incurred and recorded in accomplishing the work performed
5) Objectively assess accomplishments at the work performance level
6) Analyze variances, forecast impacts, and prepare EACs based on performance to date
7) Use EVMS information in the organization’s management processes
Note: A CAM has the primary role in implementing the above EVM principles
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36. Handbook Content Overview
Control Account Managers Handbook for EVM
Introduction:
• Purpose
• Definitions
• Responsibilities
• Earned Value Management System Process Flow
Earned Value Management Process:
• Authorization to Proceed • Establish the EV Technique
• Statement of Work • Control Account Plan
• OBS • Preliminary IMS and Budget
• WBS & WBS Dictionary • Cost & Schedule Risk Assessment
• Cross Reference SOW and WBS • Establish Performance Meas. Baseline
• Responsibility Assignment Matrix • Establish Project Budget Log
• Establish Charge Numbers • Establish Mgmt Reserve Log
• Work Authorization Document • Collect Actual Cost
• Plan the Work • Record Schedule Status & Forecasts
• Schedule and Budget the Work • Record EV Using EV Techniques
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37. Handbook Content Overview
Control Account Managers Handbook for EVM
Earned Value Management Process (cont’d):
• Update the IMS • Management Action
• Determine EV Performance Data • Internal Re-planning Required?
• Variance Analysis • Change Request
• Threshold Tripped? • Management Reserve Applied
• Variance Analysis Report • Reconcile Budget Log & Mgmt Reserve Log
• Update Forecast (Cost & Sched)
Cost Performance Reports (CPR):
• Format 1 (by WBS)
• Format 2 (by OBS)
• Format 3 (baseline)
• Format 4 (Staffing)
• Format 5 (Variance Explanation)
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38. Handbook Content Overview
Control Account Managers Handbook for EVM
EVM System Surveillance:
Earned Value Management System Reviews:
• Progress Assistance Visits
• Validation Reviews
• Integrated Baseline Reviews
• Reviews for Cause
Appendices:
• Control Account Manager Checklist
• Principles to Guidelines Mapping
• Data Requirements Documents
• System Architecture
• Control Account Manager’s Notebook
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39. CAM Handbook Content Samples
Helps: Guides, Illustrations, Templates, Formats, etc.
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40. CAM Handbook Content Samples
Helps: Guides, Checklists, Illustrations, Formats, etc.
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41. Handbook Content Overview
Questions?
40