**Job Aid -- PMT Phasing Plan Module**

1.  Go to PMT web site (<http://pmt.nasa.gov/>)

2.  Scroll down to ARC -- Ames Research Center\
    Click on appropriate instance (ARC09ALL or ARC09CMO)

3.  In middle section, click on "Phasing Plans". A spreadsheet will
    download to your computer.\
    \[On the PC, "Save" onto your computer. Then open.\]

4.  Open the Excel workbook. If asked, "Enable Macros".

5.  Click on "Load WBS Structure" to input all the WBSs for this
    instance.

6.  Verify (or change) the Fiscal Year to 2009.

7.  Choose the particular row to be phased. (Can be a WBS or a roll-up.
    Lower levels plans will roll up (in Phasing Express) to higher
    levels.)

8.  Click on the leftmost cell on that row (column C) to open the
    phasing spreadsheet.

DATA ENTRY IS ONLY IN YELLOW CELLS

IF YOU DON'T WANT TO SEE THE 'CUMULATIVE' SECTION, YOU CAN CLICK ON THE
" -- " BUTTON ON ROW 100. TO VIEW 'CUMULATIVE' AGAIN, CLICK ON THE "+"
BUTTON WHERE THE " -- " USED TO BE.

9.  Enter PY09 NOA (Guideline):

    a.  Line 202: Enter PY09 NOA (Expected Guideline) for Labor

    b.  Line 302: Enter PY09 NOA for Travel

    c.  Line 716: Enter PY09 NOA for Procurement\
        (Procurement shall be split up by major contract. Click ADD
        (line 735) if needed.)

10. Enter PY08 Carry-in information:\
    Use the "Ames FY08 End of Year Report" found at:
    <http://cfo.arc.nasa.gov/pmt.html>

    a.  Lines 204-5: Enter PY08 NOA for Labor (Budget column)\
        Enter PY08 Obligation Actuals\
        Enter PY08 Cost Actuals

    b.  Repeat for Travel (Lines 304 & 305) (note: skip Procurement
        Budget Chart for now)

    c.  Repeat for Procurement (Lines 718 & 719)\
        You can click on ADD button (line 735) to phase multiple
        contracts/grants separately. They will then role up to the
        Procurement totals.

11. Enter "new" PY08 dollars:

> If appropriate

a.  Go back to the 2008 NOA for Labor, Travel, etc.

b.  Click on the cell and then modify the formula bar (on top) with an
    "=" sign in front and then "+" at the end and the NOA you expect in
    FY08.\
    (Example: =4321+500; where 4321 is the prior Budget Authoriy and the
    500 is the "new" old \$\$\$)

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12. Repeat Step 10 and 11 for PY07+PY06, if appropriate. Unless you are
    phasing 0-year or 3-year funds, enter the **Actual Obligations** in
    both the **NOA** and **Obligation** cell and the Cost in the Cost
    cell for \*22007D and \*22006D funds.

13. Enter Phasing Plan

> **We recommend NOT to use formulas as they will adjust if you change
> the NOA. Proceed cautiously.**
>
> **For each Full Cost Element**

a.  Phase PY09 Costs by month (cumulative appears below).

b.  Phase PY09 Obligations by month.

c.  Phase PY08 Obligations and Costs.

d.  Phase PY07 Costs (and Obligations - if you have X0 or X3 Funds).

e.  Phase PY06 Costs (and Obligations - if you have X0 Funds).

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14. **Upload completed Plan to Server**

    a.  Save a copy on your computer.

    b.  Click UPLOAD Button at top of worksheet.

15. Enter Guidelines

    a.  Select Guideline Tab.

    b.  Click on "Get Guideline From Phasing Plan Sheet" button.

    c.  Choose Month = October (month new guideline takes effect) --
        click "Select Month."

    d.  The guideline will be automatically populated.

    e.  ***If you revise the Phasing Plan** (say next March), repeat a-d
        but choose the new month (e.g. March). Old guideline(s) will
        remain for earlier months.*

    f.  ***If just the guideline gets modified**, manually enter the new
        guideline in appropriate month and carry it across to the end.*

    g.  Upload completed Plan to Server.

        i.  Save a copy on your computer.

        ii. Click UPLOAD Button at top of worksheet.

Notes:

-   While working on the Phasing Plan, one [can]{.underline} just save
    to your computer. Just "UPLOAD" when you're done.

-   Each "Save" only saves the plan for the 6-digit that you are working
    on. **NOT ALL 6-DIGITS.**

-   On the main tab, the date and time of the last upload will be noted
    for Financials, Guidelines, and Workforce (individually).

-   Multiple people can download and work on their phasing plans
    simultaneously

-   For best response close any unused spreadsheets when entering your
    phasing plan.