Managed by Princeton University for the U.S. Department of Energy PPPL Project Management System Page 1 of 111 Project Management System Description (PMSD) Revision 1 June 2011 Prepared by: ____________________________________ Date: ________________ Thomas Egebo Planning & Control Division Approved by: ___________________________________ Date: ________________ Tim Stevenson Head, Project Management Office Approved by: ___________________________________ Date: ________________ Edward Winkler Head, Business Operations and CFO Approved by: ___________________________________ Date: ________________ Mike Williams Engineering & Infrastructure Associate Director PPPL Project Management System Description Rev-01 PPPL Project Management System Page 2 of 111 NOTE: Throughout this description document, cross reference is made to the ANSI/EIA-748-B (2007) standard EVMS guidelines by both the reference section and the guideline number as indicated in the National Defense Industrial Association (NDIA) Program Management Systems Committee (PMSC) ANSI/EIA-748-A Intent Guide Revision 9a. For Example, Intent Guideline 12 corresponds to ANSI/EIA-748-A section 2.2g. This will be referred to in this description as Guide 12 {2.2g}. PPPL Project Management System Description Rev-01 PPPL Project Management System Page 3 of 111 RECORD OF REVISIONS Revision Date Description of Changes 0 July 2009 Initial issue. 1 June 2011 Deleted “Program” from document title “Project Management System Program Description”. Revised to incorporate corrective actions to resolve findings in Audit #1004, Project Management July 13, 2010 (pages 5, 6 and 9). Revised to incorporate suggestions from PPPL Project Management Advisory Committee Report September 30, 2010 (pages 9, 16 and 31). Update references from DOE O 413.3A to DOE O 413.3B. Added new requirement of DOE 413.3B to perform monthly cost performance uploads (including earned value) to the DOE’s Project and Assessment and Reporting System (PARS II). Incorporated PMSD supporting procedures as sub- procedures in a new Appendix E. PPPL Project Management System Description Rev-01 PPPL Project Management System Page 4 of 111 Table of Contents Introduction ................................................................................................ 6 Section 1 Project Organization and Baseline Planning .......................... 9 1.1 PROJECT STRUCTURE ....................................................................................... 9 1.2 PROJECT SCHEDULE ....................................................................................... 10 1.3 PLANNING AND BUDGETING ........................................................................... 12 1.4 WORK AUTHORIZATION ................................................................................... 17 Section 2 Earned Value Analysis and Progress Reporting .................. 18 2.1 EARNED VALUE ................................................................................................. 18 2.2 STATUS AND EARNED VALUE CALCULATION ............................................... 20 2.3 PERFORMANCE ANALYSIS ........................................................................... 23 2.4 REPORTING ....................................................................................................... 26 Section 3 Accounting ............................................................................... 28 3.1 ACCOUNTING PROCESSES .............................................................................. 28 3.2 INDIRECT COST PLANNING AND CONTROL ................................................... 30 Section 4 Subcontract Management ........................................................ 33 4.1 SUBCONTRACTS WITH EV FLOW-DOWN ......................................................... 33 4.2 SUBCONTRACTS WITHOUT EV FLOW-DOWN ................................................. 33 Section 5 Change Control ........................................................................ 34 5.1 CHANGE CONTROL PROCESSES ................................................................... 34 5.2 SCHEDULING CHANGES [Guide 28, 29, 31 {2.5a, b, d}] .................................... 38 Section 6 Surveillance and Maintenance ............................................... 39 6.1 SURVEILLANCE AND MAINTENANCE PROCESSES ....................................... 39 6.2 SELF-ASSESSMENT FOR SYSTEM SURVEILLANCE AND MAINTENANCE .......... 39 6.3 RESPONSIBILITIES OF THE P&CD ................................................................... 40 Section 7 Risk Management .................................................................... 41 7.1 BACKGROUND .................................................................................................. 41 7.2 REFERENCES .................................................................................................... 41 7.3 BOUNDING CONDITIONS .................................................................................. 41 7.4 RESPONSIBILITIES ........................................................................................... 42 7.5 RISK .................................................................................................................... 42 Appendix A (DOE O 413.3 Chg 1/PMBOK Roadmap) ........................... 45 Appendix B ANSI/EIA-748-B ..................................................................... 49 Appendix C Abbreviations, Acronyms, and Glossary of Terms .......... 53 Appendix D Roles and Responsibilities .................................................. 62 Appendix E PMSD Supporting Procedures ........................................... 64 Procedure 1 Project Execution Plan ...................................................................... 64 Procedure 2 Project Work Breakdown Structure (WBS) ...................................... 67 Procedure 3 Project Organizational Breakdown Structure (OBS) & PPPL Project Management System Description Rev-01 PPPL Project Management System Page 5 of 111 Responsibility Assignment Matrix (RAM) .............................................................. 74 Procedure 4 Control Accounts, Work Packages & Planning Packages ............. 78 Procedure 5 Control Account Plan/Work Authorization ...................................... 81 Procedure 6 Project Schedule ................................................................................ 85 Procedure 7 Cost Estimating .................................................................................. 91 Procedure 8 Monthly Status Reporting ................................................................. 96 Procedure 9 Change Control ................................................................................ 101 Procedure 10 EVMS System Surveillance and Maintenance ............................. 109 PPPL Project Management System Description Rev-01 PPPL Project Management System Page 6 of 111 Introduction The U.S. Department of Energy’s Princeton Plasma Physics Laboratory (PPPL) is a collaborative national center for plasma and fusion science. Its primary mission is to develop the scientific understanding and the key innovations which will lead to an attractive fusion energy source. Associated missions include conducting world-class research along the broad frontier of plasma science and technology, and providing the highest quality of scientific education. PPPL uses standardized and proven project management systems to plan, implement, and measure projects being designed and constructed/fabricated at PPPL or for other DOE fusion organizations. These systems and approaches are described in this Project Management Systems Description (PMSD). Within the PPPL organizational structure, the Deputy Director for Operations has the ultimate responsibility for overall oversight and implementation of the project management systems processes and systems described herein. Direct responsibility for the development and management of the PPPL Project Management System – including oversight of individual project management plans, processes, training, and procedures – has been delegated by the Deputy Director for Operations to the Project Management Officer who will be supervised by the Associate Laboratory Director for Engineering and Infrastructure. For Projects with a Total Project Cost of less than $20 million PPPL shall utilize a graded (tailored) approach which considers a project’s risk, complexity, visibility, cost, safety, security, and schedule to appropriately select the project management systems, processes, and procedures to be applied. For example, major DOE-funded and work for others shall be executed under the specific requirements of DOE Order 413.3B, Program and Project Management for the Acquisition of Capital Assets, and its implementing guides and procedures. For projects covered by DOE Order 413.3B, the DOE Acquisition Executive, the Associate Laboratory Director for Engineering and Infrastructure, and the Deputy Director for Operations must approve all applications of the graded approach, which must be described at project initiation. For smaller projects/experiments and GPP projects that are not covered by DOE Order 413.3B, the overall principles of DOE Order 413.3B shall be applied, but to a lesser degree of rigor. A Project Execution Plan is not required. Utilizing the laboratory Work Planning Process (reference ENG-032) the Laboratory Project Management Officer will consult with the Project Manager, Responsible Line Manager and the Engineering & Infrastructure Associate Director to