# Presentation: 276420

## CME SIM Base Case Team Report

**Team Co-leads: **
**Vince Dattoria and Pat Jenkins**
**U.S. Department of Energy**
**Strategic Information Management (SIM) Program**

## Topics to Be Covered 

**Introduction of ****B****ase ****Ca****se ****T****eam Member****s**** (****BCATs****)**
**Updated Process Flow Diagram**
**Accomplishments of the Team**
**Next Steps**
**Bringing it all Together**

## Distinguished BCATs Members

**Steve Baker**
**Curt Bolton**
**Vince Dattoria**
**Pat Jenkins**
**Doug Low**

**Mike Michaelis**
**Jim Porter**
**Marshall Thompson**
**Terry Vought**

## Findings from WS1

**Updated Process Flow Diagram**
**Process Descriptions updated with feedback from the breakout sessions in WS1.**
**Bottlenecks from the process survey responses were summarized and incorporated into Phase II of the base case collection effort.**

## Process Flow

**Process Flow**

** ****C.  Project                     B.  Program**
**      ****Tracking                        Execution**

**A. Proposal/Plan    Submission**

**D.  Project Management**

**R&D Facilities**

**Field**

**Operations Offices**

**Headquarters**

**Finance**

**Program Offices**

**Unicall Guidance, Calls, ...**

**Proposals, Field Work Proposals, Plans, Books ...**

**$ and Guidance, Work Authorization Schedules, DP SSP ...**

**Cost Reports, Progress Reports,**

**Milestones, Publications, ...**

## REVISED Process Flows and Analysis Boundaries

** ****C.  Project              B.  Program**
**      ****Tracking                 Execution**

**A. Proposal/Plan    Submission**

**R&D Facilities**

**Field**

**Operations Offices**

**Headquarters**

**Finance**

**Program Offices**

**D.  Project Management**

- A2. Submit Proposal / Plan / BriefingBook

- Lab Exec Review/Edit / Approval of Proposal/Plan/Brf. Book

- Review Draft Proposal/Plan

- Approve Proposal/Plan

- A4/5.  Receive/ Review Approved Proposal/Plan/Book

- A5. Review/
- Decide $$$ and Submit to OMB

- Issue Proposal/Plan Request

- A3. Final Review/ Processing of Approved Proposal/Plan/Brf. Book

- Comments

- Proposal / Plan / Brf. Book

- Proposal /
- Plan/Brf. Book

- A1.   Proposal/Plan/ Briefing Book Prep.

- Request

- A5. Link to Orig. Prop./Plan

- UNICALL/Strategic Direction/Other

- A0:  Issue Prop./
- Plan Request

- B1. Generate Funding Instructions (FI)

- B3.  Maintain Link to Orig.Prop./Plan

- B3.  Review Guidance and
-        Approve WA

- B3.  Generate Guidance

- Track $$$
- Execution
- (Control Point)

- Monthly Cost Reports

- Reconcile $$$ (BMIS)
- Update Accounts

- Guidance and FI

- B2.  Process EOC/ AFP Change and forward to Opns. Off.

- B5.  Distribute Guidance and FI

- AFP $$$

- Reconcile/Validate  $$$
- Update Accounts

- Monthly Cost Reports

- D1.  Receive / Post

- D2. Review Rpts.($$$)

- D3. Reconcile $$$ bet. CR and Projects

- Guidance and FI

- EOC
- AFP Chg.

- WAS/Guidance or DP SSP

- C1. Track $$$ Execution (Project Level)

- C2.Link to Orig. Prop./Plan

- C3-6.Generate Reports

- Required  Program Mgmt
- Program Mgmt. Use
- External Other

- CFO Requirement

- Ops/Fld Off.
- Tracking &
- Reporting

- Program Mgt  Contractual Regulatory, Law

- Ad hoc, Informal, or Interim Progress Reports

- HQ CFO
- Tracking &
- Reporting

- D5. Portfolio Mgmt.

- D4. Project Mgt.

- D6. $$$ Mods, If Req

- D8. Change Control

- Other Tracking&Rpt

- D7.  Maintain Link

**Dashed Lines ( - - - - -) show alternate, more direct routes that may occur in some programs or under special circumstances.**
_**LEGEND:**_**  ****Green Boxes / Lines = Included**               **Red Boxes / Lines = Not Included**                 **Blue Boxes / Lines = TBD**

**REVISED Process Flows and Analysis Boundaries**

-  cmeproc15.ppt

-  March 10 ,2000

- Proposal / Plan

- C7.  Post on Internet
- Info Bridge --
- R&D Tracking (OSTI)

- STI Reports
- Annual R&D Tracking Data

## Accomplishments of the Team

**Completed design of cost surveys for collecting base case information**
**Distributed to all controllers/agents materials for Phase II **
**Base Case **
**Systems Assessment**
**Needs Assessment**
**Follow up with individual organizations to clarify responses provided **

## Summary of Cost Information

**Cost (Labor & Non-labor), Hours (e.g. effort), and Metrics for All CME Activities will be summarized across the four major processes **
**Proposal/Plan Submission**
**Execution**
**Tracking/Reporting**
**Program/Project Management  **
**Bottlenecks relating to particular activities will be identified and quantified**

## Activities Costed 

** ****C.  Project**
**      ****Tracking                        **

**A. Proposal/Plan    Submission**

**D.  Project Management**

**R&D Facilities**

**Field**

**Operations Offices**

**Headquarters**

**Program Offices**

**Proposal **
**Solicitation**

**Acceptance**
** ****and Review**

**Proposal **
**Creation**

**Submission**

**Reviewing and **
**Approving**
**Proposals/Plans**

**Generating**
**Guidance and Funding Instructions**

**Distribution**
**of Guidance**

**B.  Program**
**Execution**

**Reviewing and **
**Processing of **
**Funding Instructions**

**Processing of AFPs, Fin Plans and Contract Mods**

**Finance**

**Obtaining and Interpreting **
**Guidance and Funding Instruction**

**Distribution/**
**Summarization**

**Creation of Reporting**
**Submission of Reporting**

**Project Cost **
**Tracking and Program **
**Evaluation**

**Request for Information**
**Review and Analysis**

**Analyzing and Managing Projects**

**By **
**Proposal **
**Type**

**By **
**Funding **
**Instrument**

**By **
**Project **
**Type and**
**Report **
**Category**

## Summary for Proposal/Plan Submission

**Across all organizations summarize cost, metric, effort by ****proposal type**
**Across all organizations summarize cost, metric, effort by by PSO**
**Across all organizations summarize job categories (including system admin)**
**Broken down by R&D Facility, Operations, PSO**
**Broken down by Activity performed**
**Bottlenecks identified and attributable to each activity**

## Summary for Execution

**Across all organizations summarize cost, metric, effort by ****funding instrument**
**Across all organizations summarize cost, metric, effort by PSO**
**Across all organizations summarize job categories (including system admin)**
**Broken down by R&D Facility, Operations, PSO**
**Broken down by Activity performed**
**Bottlenecks identified and attributable to each activity**

## Summary for Tracking/Reporting

**Across all organizations summarize cost, metric, effort by ****report category**
**Across all organizations summarize cost, metric, effort by ****project type**
**Across all organizations summarize cost, metric, effort by PSO**
**Across all organizations summarize job categories (including system admin)**
**Broken down by R&D Facility, Operations, PSO**
**Broken down by Activity performed**
**Bottlenecks identified and attributable to each activity**

## Summary Report Sample

## Next Steps

**Trouble shoot issues with the cost surveys this week**
**Develop extrapolation assumptions for areas where there are gaps in the information**
**Finalize the costs for the Base Case Alternative **

## Bringing it All Together

**The final product -- the summary for the business case.**
**Outline for the write up includes:**
**Description and diagram of the current Departmental Processes**
**Description and Diagram of the Current Systems Environment **
**Collection Methodology**
**Findings from the Process Surveys**
**Summary of the Major Bottlenecks **
**Summary of the Metrics and Trends Identified **
**Summary of the Current Costs for the Base Case Alt.**