Advanced Topics: Work Breakdown Structure (WBS)

Presented at the 2017 ICEAA Professional Development & Training Workshop. ICEAA 2017 Advancedwww.iceaaonline.com/portland2017 Training Track

Eric Plumer Sam Toas

June 6-9 2017 Portland, Oregon Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Overview

. Background – History – Purpose . Development Process – Standards / Guides – Challenges . Terminology . Common Elements . Consistency . Time . WBS Dictionary . Real Life WBS Example . Wrap Up Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 History

. MIL-STD Established due to need to define the major elements of materiel items (products) acquired by the Department of Defense (DoD) which would standardize the planning, coordination and control of the technical and cost aspects of major defense programs.

. History: . Drivers… – PERT (late 50s) – Established w. C/SCSC (EVMS) – MIL-STD-881 (1968) – Updated WBS requirements – MIL -STD-881a (1973) – Integration w. other products – PMI / PMBoK (1987) – Acquisition Reform – MIL -STD-881b (1993) – New processes / products – MIL-HBK-881 (1998) – Updates to 5000.02, Improve & – MIL-HBK-881a (2005) Update Definitions, added multiple – MIL-STD-881c (2011) new appendices . E.g. AIS/ERP, Launch Vehicles, Unmanned Sea, etc. Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017

Purpose A more detailed “Purpose” definition is part of CEBOK Module CEB 01

. The purpose of the WBS is to break a complex, technical program or system into smaller, discreet, manageable pieces that sum to the parent (100% rule) – Typically the WBS is produced in parallel with CARD / Technical Baseline and they evolve together – The WBS is like Prego® for Engineers: “It’s in there!” . Includes all the ingredients for a successful marriage (or at least, a successful cost estimate): – Hardware, Software, Services, Data, and Facilities. Usually for the entire lifecycle of the program/system. Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Primary Standards / Guides

. All Agency / General . Consistent themes: – ‘The GAO Cost Guide’ aka – Product Oriented GAO-09-3SP (Mar 2009) [Chp. 8] – 100% Rule – CAPE Operating and Support – Mutually Exclusive Cost Estimating Guide (Mar – Standardize Across Program 2014) – At least to Level 3 . DoD Specific – DMIL-ST -881c (Oct 2011) . Rules of thumb for lowest lvl: . NASA Specific – NASA Cost Estimating – “80 hours” Handbook v 4.0 (Feb 2015) – “single reporting period” [Appendix B] – “it makes sense” Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Types of WBS(s) Graphical vs Tree

. Graphical Formats – Graphical is easy to understand components and relationships – Can take up considerable space in a report . Tree Formats – Not as easy to understand but more suitable for reporting purposes Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Building the WBS

. The WBS is clear roadmap and for the End Product of the project

. When the building the WBS – Always to try participate in the WBS building process – Examine the entire project – What are the key parts – What are the key deliverables and what is end products – How will each component or end product relate to the finished product – Examine the production environment, the sequence of design construction, integration and testing and quality control Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges Overview - Building & Utilizing WBS Effectively

. Challenges with terminology – Program WBS vs. Contract WBS – Product Oriented vs. Functionally Oriented . Understanding and applying ‘common elements’ . Consistency across program documents . Evolution over time – Increasing detail due to improved requirements – 881C vs. O&S Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges: Program vs. Contract

. Program WBS vs. Contract WBS – Program WBS encompasses the entire program – Contract WBS only includes the elements for which that contractor is responsible. Reporting level will be negotiated and specified in the contract.

Aircraft Example from MIL-STD-881C, Figure 9 Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): Product Oriented

. Product Oriented vs. Functionally Oriented – Sometimes tempting to break WBS into phases, rather than products (e.g. RDTE, Procurement, O&S) or into functions (such as manufacturing, engineering, or quality control) . Nearly impossible to identify problems and implement solutions . No guarantee 100% of the work is identified . No uniformity across government, industry, or academia – Product Oriented is a best practice . Track cost & schedule by defined deliverables . Captures 100% of the costs for various deliverables . Standardizes and simplifies reporting for cost data collection (e.g. DACIMS) as well as for EVM analysis Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): Common Elements

. “Common Elements” – Apply to multiple levels of the WBS, not just Level 2 . Not all common elements will appear at all levels, but some might . Need to be clear in the WBS dictionary . Strong emphasis on the ‘includes’ and ‘excludes’ statements (more on this in later slides)

. Integration, Assembly, Test, . Peculiar Support Equipment and Checkout . Common Support Equipment . Systems Engineering . Operational/Site Activation . Program Management . Facilities . Training . . Data Initial Spares & Repair Parts . System Test & Evaluation* Source: GAO Cost Guide, Table 8 Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): Consistency

. Consistency Across Program Documents – Establish WBS and Dictionary early; makes consistency easier – Use same numbering and refer directly to the dictionary . Requirements / Specifications – e.g. “AIS to process 10M records per day with custom interface to…”) . WBS Elements – 1.0 AIS  1.1 AIS PMP – 1.1.1 Custom Application Software – 1.1.2 Enterprise Service Element  1.2 SE  1.3 PM . SOW / PWS – “Task x.x.x will develop a software module (WBS 1.1.1) to…” . IMP, IMS, CLINs, etc Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): Consistency Example Mapping

WBS WBS Title PWS Section # PWS Section Title Primary CLIN # CLIN Description

1.10.1 Site Type 1: IT Enterprise 1.10.1.1 Deployment Hardware and Software 1.10.1.1.1 Deployment Hardware 5.7.4 Segment 1 Deployment 0010, 1012, 2012 IOC & Site Deployment 1.10.1.1.2 Deployment Software 5.2.2 "a" SW Requirements, subsection "a" 0005, 0006, 1005, 1006, 1007, 2005, 2006, 2007 Software Licenses 1.10.1.2 User Documentation CDRL not separately priced ODC CLINs only ODC CLINs only 1.10.1.3 Site Activation 5.2.7, 5.7.1, 5.7.4 System Installation, Deployment Site Visit, Segment 1 Deployment 0010, 1012, 2012 IOC & Site deployment 1.10.1.4 User Training 5.7.2, 5.4 "g", 5.1.4 Segment 1 Training, Training; PMO Staff Training 0010, 1012, 2012, 1011, 2011 IOC & Site deployment, Ad-hoc Training 1.10.1.5 Data Migration 5.7.4 Segment 1 Deployment 0010, 1012, 2012 IOC & Site Deployment 1.10.1.6 Management/Engineering Support 5.7.4 Segment 1 Deployment 1013, 2013 Site-Specific Engineering/Integration

WBS WBS Title

1.10.1 Site Type 1: IT Enterprise 1.10.1.1 Deployment Hardware and Software 1.10.1.1.1PWS Section #Deployment Hardware PWS Section Title 1.10.1.1.2 Deployment Software

5.7.4 Segment 1 Deployment Primary CLIN # CLIN Description 5.2.2 "a" SW Requirements, subsection "a"

0010, 1012, 2012 IOC & Site Deployment 0005, 0006, 1005, 1006, 1007, 2005, 2006, 2007 Software Licenses Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): Time

. Time – WBS Evolves and becomes more detailed over time (requirements become more detailed) – O&S Estimating becomes more important over time – WBS consistency challenges transitioning from RDTE/Investment to O&S . 881C focus is early acquisition; product oriented . CAPE O&S guide focus is post acquisition Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): WBS Dictionary

. Perhaps the most important part of WBS development, the dictionary guides everyone – Provides the specific detail of what *is* and *is not* included in every element . Best practice: provide pointer to alternative sections. Also, keep date references so the entire team knows which dictionary is current. WBS L Title Description (updated 6/30/2014) 1.8 2 Peculiar Support The design, development, and production of those deliverable items and associated software Equipment required to support and maintain the system or portions of the system while the system is not directly engaged in the performance of its mission, and which are not common support equipment.

Includes, for example: a. Any production of duplicate or modified factory test or tooling equipment delivered to the Government for use in maintaining the system. (Factory test and tooling equipment initially used by the contractor in the production process but subsequently delivered to the Government will be included as cost of the item produced.) b. Any additional equipment or software required to maintain or modify the software portions of the system

Excludes, for example: a. Overall planning, management and task analysis functions inherent in the work breakdown structure element, systems Engineering/Program Management (1.2, 1.3) b. Common support equipment, presently in the DoD inventory or commercially available, bought by the using command, not by the acquiring command Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Challenges (cont): WBS Dictionary

. 1.6 Training - Deliverable training services, devices, accessories, aids, equipment, and parts used to facilitate instruction through which personnel will learn to operate and maintain the system with maximum efficiency. Includes, for example: a. All effort associated with the design, development, and production of deliverable training equipment and its associated software as well as the execution of training services b. Operational trainers, maintenance trainers, training testers, and other items such as cutaways, mock-ups, and models c. Training course material development; contractor-conducted training (in-plant and service training); and the materials and curriculum required to design, execute, and produce a contractor developed training program d. Materiel, courses, and associated documentation (primarily the computer software, courses and training aids) e. Modification or rehabilitation of existing facilities used to accomplish training objectives f. Development g. Training and professional development h. Training software Excludes, for example: a. User training costs (user training occurs at each individual site deployment under 1.10.x.4) Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Real Life WBS Example- NASA Wide

. Agency level guidance for standard WBS currently is to level II . NASA WBS Handbook provides excellence guidance on how to construct a WBS at a high level, but does not provide additional guidance on structure below level II. . NASA CADRe does provides guidance to lower level WBS – Lower levels (below Level II) are uniquely created by each project. – Projects are encouraged to use the CADRe WBS to the lowest level possible.

¹NASA Procedural Requirement 7120.5E Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Real Life WBS Example- NASA

1.0 System Name 1.1 Project Management 1.6.4.5.4 Passive Devices 1.2 Systems Engineering 1.6.4.8 Spacecraft Propulsion 1.6.4.5.4.1 Radiator Panel/Fins 1.3 Safety and Mission Assurance 1.6.4.8.1 Propulsion Management 1.6.4.5.4.2 Coatings 1.6.4.8.2 Propulsion Systems Engineering 1.6.4.10 Spacecraft C&DH 1.4 Science/Technology 1.6.4.5.4.3 Heat Pipes 1.6.4.8.3 Tanks 1.6.4.10.1 C&DH Management 1.5 Payload(s) 1.6.4.5.4.4 Insulation 1.6.4.8.3.1 Oxidizer Tanks 1.6.4.10.2 C&DH Systems Engineering 1.5.1 Payload Management 1.6.4.5.4.5 Conductive Structures 1.6.4.8.3.2 Fuel Tanks 1.6.4.10.3 Processors 1.6.4.8.3.3 Propellant Tanks 1.5.2 System Engineering 1.6.4.5.4.6 Heat Activated louvers 1.6.4.10.4 Solid State Memory 1.6.4.5.4.7 Sun Shields 1.6.4.8.3.4 Pressurant Tanks 1.6.4.8.4 Plumbing 1.5.3 Payload Product Assurance 1.6.4.5.4.8 Second Surface Mirrors 1.6.4.10.5 Decoders 1.5.4 Instrument n 1.6.4.8.5 Maneuvering Thrusters 1.6.4.10.6 Command Units 1.6.4.5.5 Thermal Subsystem I&T 1.6.4.8.5.1 Bipropellant 1.5.5 Integration, Assembly Test & Check out 1.6.4.6 Spacecraft Electrical Power & Distribution 1.6.4.8.5.2 Monopropellant 1.6.4.10.7 Telemetry Units 1.6 Flight System \ Spacecraft 1.6.4.6.1 EPS Management 1.6.4.8.5.3 Solar Electric 1.6.4.10.8 Command Sequencers 1.6.4.6.2 EPS Systems Engineering 1.6.4.8.5.4 Ion 1.6.4.10.9 Timing Units 1.6.1 Flight System Project Management 1.6.4.8.5.5 Electrostatic 1.6.4.6.3 Electrical Power Generation 1.6.4.10.10 Frequency Generators 1.6.2 Flight System Systems Engineering 1.6.4.6.3.1 Solar Cells 1.6.4.8.5.6 Electromagnetodynamic 1.6.3 Flight System Product Assurance 1.6.4.6.3.2 Nuclear Reactor 1.6.4.8.5.7 Cold Gas 1.6.4.10.11 Signal Conditioners 1.6.4.8.6 Translation Thrusters 1.6.4.6.3.3 Radioisotope Thermionic Generator 1.6.4.10.12 Data Switches 1.6.4 Spacecraft 1.6.4.8.6.1 Bipropellant 1.6.4.6.3.4 Chemical (Fuel Cells) 1.6.4.10.13 COMSEC 1.6.4.1 Spacecraft Management 1.6.4.8.6.2 Monopropellant 1.6.4.6.3.5 Aux Power Unit(s) 1.6.4.10.14 Interface Units 1.6.4.2 Spacecraft Systems Engineering 1.6.4.8.6.3 Solar Electric 1.6.4.6.4 Electrical Power Conditioning 1.6.4.8.6.4 Ion 1.6.4.10.15 Tape Recorders 1.6.4.3 Spacecraft Product Assurance 1.6.4.6.4.1 Power Control Electronics 1.6.4.8.6.5 Electrostatic 1.6.4.10.16 Disk Recorders 1.6.4.4 Spacecraft Structures & Mechanisms Total 1.6.4.6.4.2 Power Conversion Electronics 1.6.4.8.6.6 Electromagnetodynamic 1.6.4.10.17 C&DH Subsystem I&T 1.6.4.4.1 Structures/Mech. Management 1.6.4.6.4.3 Power Dissipation Devices 1.6.4.8.6.7 Cold Gas 1.6.4.6.4.4 Power Distribution Electronics 1.6.4.8.7 Solid Propellant 1.6.4.11 Spacecraft Software 1.6.4.4.2 Structures/Mech. Systems Engineering 1.6.4.6.5 Electrical Power Storage 1.6.4.8.8 Liquid Propellant 1.6.4.11.1 Software Management 1.6.4.8.9 Propulsion Subsystem I&T 1.6.4.4.3 Primary Structures 1.6.4.6.5.1 Batteries 1.6.4.9 Spacecraft Communications 1.6.4.11.2 Software Systems Engineering 1.6.4.6.5.2 Charge Control Electronics 1.6.4.4.3.1 Load Carrying Shell/Truss 1.6.4.9.1 Telecom Management 1.6.4.11.3 CSCI Name 1 1.6.4.4.3.2 Equipment Compartments 1.6.4.6.6 Harnesses & Cables 1.6.4.9.2 Telecom Systems Engineering 1.6.4.11.4 CSCI Name 2 1.6.4.6.7 EPS Subsystem I&T 1.6.4.4.3.3 Booms 1.6.4.9.3 Antennas 1.6.4.11.5 Software Subsystem I&T 1.6.4.7 Spacecraft GN&C 1.6.4.9.3.1 Omnidirectional 1.6.4.4.3.4 Adapters 1.6.4.7.1 GN&C Management 1.6.4.9.3.2 Spiral 1.6.4.12 Spacecraft I&T 1.6.4.4.4 Secondary Structures 1.6.4.7.2 GN&C Systems Engineering 1.6.4.9.3.3 Horn 1.6.5 Entry/Descent/Lander 1.6.4.4.4.1 Equipment (Instrument) Mountings 1.6.4.7.3 Attitude Determination 1.6.4.9.3.4 Patch 1.6.6 Rover 1.6.4.7.3.1 Earth (Horizon) Sensors 1.6.4.9.3.5 Parabolic 1.6.4.4.4.2 Ballast Mass 1.6.4.9.4 Waveguides/Routers 1.6.7 Spacecraft Retirement & Disposal 1.6.4.7.3.2 Sun Sensors 1.6.4.4.5 Mechanisms 1.6.4.9.4.1 Diplexers 1.7 Launch Vehicle/Services 1.6.4.7.3.3 Star Tracker/Sensors 1.6.4.4.5.1 Positioning 1.6.4.9.4.2 Triplexers 1.8 Mission Operations System (MOS) 1.6.4.7.3.4 GPS Receivers 1.6.4.9.4.3 Multiplexers 1.6.4.4.5.2 Deployment and Storage Equipment 1.6.4.7.3.5 Imagers 1.6.4.9.4.4 Multicouplers 1.9 Ground Data System (GDS) 1.6.4.4.5.3 Docking Mechanisms 1.6.4.7.3.6 Magnetometers 1.6.4.9.4.5 Coaxial Switches 1.10 System Integration, Assembly, Test & Check Out 1.6.4.4.6 Pyrotechnics 1.6.4.7.3.7 Altimeters 1.6.4.9.4.6 RF Switches 1.11 Education & Public Outreach 1.6.4.7.3.8 Inertial Reference Unit 1.6.4.9.4.7 Filters 1.6.4.4.7 Structures/Mech. Subsystem I&T 1.6.4.7.3.9 Rate Gyros 1.6.4.9.4.8 Waveguide 2.1 Reserves and Unfunded Future Expenses (UFE) 1.6.4.5 Spacecraft Thermal Control 1.6.4.7.3.10 Accelerometers 1.6.4.9.5 Radio Frequency Equipment 1.6.4.9.5.1 Receivers 1.6.4.5.1 Thermal Management 1.6.4.7.3.11 Bearings and Power Transfer Assembly 1.6.4.9.5.2 Transmitters 3.1 Contributions (only if can't be mapped above) 1.6.4.5.2 Thermal Systems Engineering 1.6.4.7.4 Attitude Control 1.6.4.9.5.3 Transceivers 1.6.4.7.4.1 Reaction Wheels 4.1 Program Office Costs (Typically held at HQs) 1.6.4.5.3 Active Devices 1.6.4.9.5.4 Transponders 1.6.4.7.4.2 Momentum Wheels 1.6.4.9.5.5 Modulators 1.6.4.5.3.1 Cryogenic Devices 1.6.4.7.4.3 Control Moment Gyros 1.6.4.9.5.6 Demodulators 5.1 CM&O 1.6.4.5.3.2 Liquid Loops 1.6.4.7.4.4 Energy Storage Devices (Flywheels) 1.6.4.9.5.7 Traveling Wave Tube Assembly (TWTA) 6.1 G&A 1.6.4.5.3.3 Electric Cooling (Thermoelectric) 1.6.4.7.4.5 Magnetic Control Devices 1.6.4.9.5.8 Solid State Power Amplifiers 1.6.4.7.4.6 Spin Control Devices 1.6.4.9.5.9 GPS Receivers 1.6.4.5.3.4 Electric Heaters Thermistors & Thermostats 1.6.4.9.5.10 Downconverters 1.6.4.7.4.7 Control Electronics 1.6.4.9.5.11 Upconverters 1.6.4.5.3.5 Shutters 1.6.4.7.5 GN&C Subsystem I&T 1.6.4.9.6 Telecom Subsystem I&T Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Real Life WBS Example- NASA Center

• The GSFC Instrument Development Office working to standardize lower level breakouts for GSFC instruments

• Help with Formulation Execution, match Tech WBS with Fin WBS • Support more consistent proposal preparation

• CEH says: “A consistent WBS structure is important for data collection, analysis and communication”, and, that it “promotes defendable cost estimates”

• GSFC working with the CADRe WBS for Instruments as the starting point for further WBS detail

• GSFC is very close to matching NASA Std it for its Instrument Projects

• Agreed to a set of CADRe Level 4 WBS elements that can be implemented for GSFC instruments Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Real Life WBS Example- NASA Center

Science?

Laser?

Contamination? Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Real Life WBS Example- NASA Center FINISHED PAYLOAD EXAMPLE WBS Number WBS Title WBS Dictionary Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017 Wrap Up

Back Up Presented at the 2017 ICEAA Professional Development & Training Workshop www.iceaaonline.com/portland2017