PPM-18: We Don’t Have An EVMS: How Do We Bid On A
PPM-18:We Don’t Have an EVMS:How Do We Bid On AContract With An EVMSRequirement?Dave Scott, BDO,Program Optimization and Project Controls
Learning ObjectivesReview EVMFundamentalsUnderstandthe FAR &DFARRequirementsLearn aboutwhat yourorganizationneeds to doto bidInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 2Understandthe impactand benefitsfor yourorganization
What is EVM and an EVMS?Page 3
Traditional Project Management ApproachBudget vs. Actual nJulAugSepOctNovDecJan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecBudget 10 15 20 25 30 35 40 45 50 55 60 65Actuals 15 25 35 45 55 65How do we know how much work wasaccomplished? Based on how much was spent?Thepassagetime?Orrequirement?do we measureInsight PPM-15 We don't have an EVMS: How do weBid ona contractofwithan EVMSPage 4performance on a educated guess?
Earned Value Management ApproachBudget (Planned Value) vs. Actual Costs vs. Earned 200JanFebMarAprMayJunJulAugSepOctNovDecJan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecBudget 10 15202530 35 40 45 50 55 6065Actuals 15 25354555 65Earned916222834 40Forecast65 77 89 101 113 125 137How do we know how much work wasEVMan objective measure ofInsight PPM-15 We don't have an EVMS: How do weaccomplished?Bid on a contract with anEVMSisrequirement?Page 5performance.(BCWS)(ACWP)(BCWP)(EAC)
EV, EVM, and EVMSEarned ValueA key project management metric that is based on a predetermined value assignedto work and earned when that work is performed It is compared with Planned Value and Actual CostEarned Value Management (EVM) Program/project management methodology and a performance measurementmethodology that integrates scope (what) with schedule (how long) and budget(how much) The use of EV and other related performance measurement metrics to: Identify and resolve scope, cost, and schedule variances Forecast completion dates and derive estimates of costs at completionEarned Value Management System (EVMS) Integrated set of people, processes, policies, trainings and tools that comprise anoverall system for planning and controlling a project’s scope, cost, and schedule .Insight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 6
Why is EV useful?We analyze the past performance to help us control the futureAre we on Cost &PastSchedule?PresentWhat are thesignificant variances?Why do we havevariances? Who isresponsible?What is the trend todate?AnswerFutureWhen will we finish?What will it cost atcomplete?How can we controlthe trend?2 key questions1. Did we get what we wanted for what we spent?2. At the end of the project, is it likely that the cost will be less than or equal to ouroriginal estimate?Insight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 7
8EVM System FoundationIn order to ensure the EVMS isproviding accurateperformance managementinformation you must havethese foundational elementsEarned Value - Accurate &Objective Monthly StatusActual Costs - Cost Accounting& Accruals Aligned with thePeriod of PerformancePlan Value – Accurate TimePhased Budget Integrated withthe IMSInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 8
9What does EVM Measure?Performance Measures Cost Variance (CV) The value of work performed - actual costs of performing the work CV EV - AC and CV% CV / EV * 100 Schedule Variance (SV) The value of work performed – the value of the work scheduled SV EV - PVandSV% SV / PV * 100 Cost Performance Index (CPI) A measure of cost efficiency, how much work was performed for each dollar spent CPI EV / AC Schedule Performance Index (SPI) A measure of schedule efficiency, how much work was performed for each dollar planned SPI EV / PVInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 9
10EVMS System ComponentsPeopleProcessesTools Project Managers, Control Account Managers, Schedulers, Project Cost (EV) Analysts andManagement Provide adequate training to understand roles and to gain buy in/ensure accountability for theseroles Business processes should be updated to reflect implementation of earned value Processes should be documented and widely available Use proven and compliant tools that are right for your organization Spend time during the implementation to install and configure tools the right wayInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 10
ToolsEVMS implementationstypically followtraditional businesssystem implementationprocess:1. RequirementsDefinition2. System Design3. Implementation4. Pilot Project(Testing)5. Deployment ofEVMSOpen Plan& AcumenInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 11CobraCostpointwInsight
Besides Compliance - why do EVM? EVM is a proven Project Management methodology which isaccepted by the Project Management Institute (PMI), GAO, OMB,and DoD EVM re-enforces project management best practices such asplanning and scheduling EVM accurately measures project performance and enables an‘early warning’ system to identify potential project issues whilethere is still time to react Opens the door to new opportunities requiring the implementationof a compliant EVMS – i.e. multi-award contracts like the GSA OasisContractInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 12
What are the governmentrequirements?Page 13
How is EVM Applied on Government Contracts?OMB Circular A11 Part7, CapitalProgramming GuideSupplement All major acquisitions with developmentefforts require the use an EVMS compliant withEIA-748. The Agency must use EVM for theirwork and consolidate the contractors EVMreporting, Requires IBR) and sets 10% variancethresholdFederal AcquisitionRegulations (FAR),34.201 EVMS, 34.202IBR IAW OMB Circular A-11 Part 7 EiA-748 compliant EVMS required formajor acquisitions for development.EVMS approved by CFA. if the contractor doesn’t have acompliant system they must provide aplan. Requires monthly reporting and primemust flowdown to subcontractors.Defense Federal Notice of EVM, Contract 20M EIAAcquisition748 compliant or plan to implement,RegulationsSupplement, 252.234- 100M must certify7001, 252.234-7002, Provide for generation of timely,reliable, and verifiable information.CDRL’s/DID’s IPMRIBR 180 daysReportingInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 14
EIA–748 EVM Guidelines Overview16) Record Direct Costs1) Define Work Scope (WBS)17) Summarize into WBS2) Define Organization (OBS)18) Summarize into OBS3) Integrate Subsystems19) Record Indirect Costs4) Identify Overhead Control20) Identify Unit & Lot Costs5) Integrate WBS & OBS21) Track & Report Material Costs6) Schedule Work7) Set Measurement Indicators8) Set Time-Phased BudgetEIA-748CompliantEVMS22) Calculate SV & CV23) Identify Significant Variances24) Analyze Indirect CV9) Budget by Cost Elements25) Summarize Data & Variances10) Discrete Work Packages26) Implement Corrective Actions11) Summary Work/Planning Pkg27) Revise Estimate at Completion12) Identify LOE Activities13) Establish Overhead Budgets14) Identify MR and UB15) Reconcile to Target Cost- Organizing28) Incorporate Change- Planning & Scheduling29) Reconcile Budgets- Accounting- Analyzing- RevisingInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 1530) Control Retroactive Changes31) Prevent Unauthorized Change32) Document PMB Changes
FAR EVM RequirementsFAR 34.201 Earned Value Management System a) isrequired for major acquisitions for development, inaccordance with OMB Circular A-11,- b) if EVMS is proposed to comply with an ANSI/EIAStandard -748 a comprehensive plan to comply withthese standards is- c) Monthly Reports,- d) apply to subcontractors- e) provide an EVMS plan as part of the proposalInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 16
DFAR EVM RequirementsDFARS 252.234-7001 Notice of Earned Value Management RFP clause states 1) Offeror shall provide documentation thatCognizant Federal Agency has determined the proposed EVMScomplies with the ANSI/EIA-748 Guidelines If Offeror proposes to use an EVMS not validated- must submit plan forcompliance- As prescribed in DoD 5000.2, compliance with ANSI/EIA-748 isrequired for DoD cost or incentive contracts and agreements valuedat or greater than 20M.- Contracts or 100M require a formal validation of thecontractor’s EVMSInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 17
18EVM Reporting RequirementAgencyIPMR FormatsIBRCertificationSurveillanceDOD 20MOptional formats 1, 5, & 6YesOptionalOptionalDOD 20M 50M ContractsFormats 1, 5, 6 & 7YesOptionalOptionalDOD 50M ContractsFormats 1 – 7YesOptionalOptionalDOD 100M ContractsFormats 1 – 7YesYesYesDOE 50M 100MContractsFormats 1 - 5YesYesYesDOE 100M ContractsFormats 1 - 7YesYesYesNASA 20MFormats 1 - 5YesYesYesAll Civilian agencies are required to establish EVM policies but they vary significantlyInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 18
IPMR Format 1Contract andContractorInformationEAC Cost CasesPerformanceMetricsInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 19
IMPR Format 5ContractandContractorInformationVarianceDetails byWBSVarianceExplanationInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 20
New DOD Integrated Program Management Data Report (IPMDR) IPMDR – New Data Item Description (DID) which will start being applied to contracts in early CY 2020 –replaces IPMR DID #81861B Electronic data delivery except variance narratives Deliver no later than 16th working day after monthly close Discuss tailoring and incremental delivery with program office Previously on ACAT 1 programs reported electronically by uploading to the EVM-CR but not all ACATlevels will report via the EVM-CRObjectives Encourage dialog with the program office Relevant data faster Improved visibility into project controls – CA, WP, EOC, Time Phased Forecast Improved cost and schedule integration Data for more comprehensive analysis like DCMA metricsInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 21
DCMA Business ProcessesDCMA EVMS business practices (BP): BP1 - Pre-Award EVM System Plan Review BP2 - Post Award Earned Value Management System Description - Initial andChanges BP3 - Contract Initiation Support BP4 - EVMS Surveillance BP5 - EVMS Review for Cause BP6 - Compliance Review ExecutionInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 22
Sample Automated MetricsGuideline10 To the extent it is practicable to identify the authorized work in discretework packages, establish budgets for this work in terms of dollars, hours,or other measurable units. Where the entire control account is not subdivided into work packages,identify the far term effort in larger planning packages for budget andscheduling purposes.Guideline11 Provide that the sum of all work package budgets plus planningpackage budgets within a control account equals the controlaccount budget.Insight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 23Full list of current metrics availableat: http://www.dcma.mil/HQ/EVMS/
Test Metric SpecificationDetails of each test metric ispublished so that there is acommon understanding of thetest and associated thresholdsInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 24
How can we bid on a contractrequiring a compliant EVMS?Page 25
Proposal & Contract Pre-AwardDOD DFARS Clause 252.234-7001 - Notice of Earned Value ManagementSystem Requires an EVMS certified by a cognizant federal agencyOR Gap analysis of current EVMS capabilities vs. the EIA-748 - 32 guidelines Description of the EVM System being implemented EVMS Implementation PlanInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 26
EVMS Implementation Steps1. Identify a current contract to conduct an EVMS pilot. The pilot project shouldhave a resource loaded project schedule and discrete contract deliverables2. Identify program management personnel to support the pilot – PM, ProjectScheduler, Project Controls Analyst3. Implement Cobra using standard integration with the project schedule andCostpoint4. Use Cobra to produce 2 monthly periods of IPMR Report5. Develop an EVM System Description document which describes the system,business processes, and responsibilities6. Utilize Acumen DECM compliance metrics to demonstrate system compliance orsupport a gap analysis7. Develop corrective actions and EVMS implementation plan to close any gapsInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 27
Metric Analysis in Acumen – Summary ReportInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 28
Detailed Metrics Analysis –WAD IntegrationControl Account BAC in EV Tool does notmatch CA BAC in WADs – 100% of CAs do notmatch for each period in the project!Insight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 29Review the Control Accounts by period andcompare each BAC:-Which system is correct?-What is causing the discrepancy?-Is it a user error or issue with the tool?-How can is be corrected going forward?
Detailed Metrics AnalysisIn each period, there are between 16 WPs/PPs that do not havecorresponding tasks in the scheduleReview each WP/PP, starting with the nearterm:-Are the WPs/PPs in the EV tool or schedulecorrect?-Are tasks coded correctly in the schedule?-How can is be corrected going forward?Insight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 30
What is the impact on your organization? License Cobra and Acumen solutions Implementation requires management commitment and willrequire approximately 3 months to accomplish Support of existing Program project scheduling andfinancial management resources Resource who will focus on the implementation and use ofCobraInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 31
Sample Contract CDRL RequirementsInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 32
Sample Contract CDRL Requirements (cont.)Block 4: DI-MGMT-81861A is tailored as follows: All formats shall be submitted electronically in accordance with the DoDapproved XML schemas and guidelines located in the EVM Central Repository(EVM-CR). http://dcarc.cade.osd.mil/EVM/Uncefact.aspx. Block 12 - Date of First Submission- The first submission of Formats 1-6 are due30 days after award of contract. Block 13 - Date of Subsequent Submission: Subsequent submission containingFormats 1-6 shall be provided within 10 business days of the end of the previousmonth.Insight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 33
Sample Contract CDRL Requirements (cont.) Formats 1 through 4 instructions Format 5 instructions: The Variance analysis thresholds are: 50K and 10% for current period cost or schedule variances 100K and 10% for cumulative cost or schedule variances 250K and 5% for at-complete variances Format 6 instructions: The IMS shall include all discrete work; subcontractors with EVM flow-downshall be incorporated with sufficient detail to develop a realistic critical pathand provide insight into the scope of work being accomplished The Schedule Risk Assessment (SRA) shall be submitted in Format 5 anddelivered 60 days prior to any IBRInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 34
Benefits of implementing an EVMS Pilot and using the DECM Metrics Demonstrates commitment by implementing an EVMS rather then just providing aplan Demonstrates an understanding of the DECM and the EIA-748 guidelinerequirements EVM System description and system implementation plan prove your organizationis prepared for the contract EVM reporting requirements Shows commitment to provide accurate, reliable, and timely projectperformance information Project management process improvements and enhanced project performanceInsight PPM-15 We don't have an EVMS: How do we Bid on a contract with an EVMS requirement?Page 35
complies with the ANSI/EIA-748 Guidelines If Offeror proposes to use an EVMS not validated- must submit plan for compliance - As prescribed in DoD 5000.2, compliance with ANSI/EIA-748 is required for DoD cost or incentive contracts and agreements valued at or greater than 20M. - Con
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This chapter provides an overview of the installation of PPM Content Package for SAP MM. 3.1 Install PPM Content Package for SAP MM PPM Content Package for SAP MM is automatically installed with the PPM installation. 3.2 Install PPM clients To use PPM Content Package for SAP MM
A higher target concentration of 75 ppm was set for isoflurane because it is a geometric isomer of enflurane. NIOSH has recommended that exposure . 1 ppm 94.6 97.1‡ 93.7 50 ppm 94.5 75 ppm 96.2 97.2 ‡ - refrigerated storage test at 4EC . Table 1.2.6.2 Recovery from Anasorb 747, % target concn 1 ppm 50 ppm 75 ppm
