# Presentation: 131020

## Integrated Baseline Review Sample Out-Brief 

- Project Name

## IBR Objectives

-   Validate and understand the PMB
-   Can the SOW be accomplished?
-   Are adequate resources, schedules and budgets assigned?
-   Identify risks
-   Technical
-   Cost
-   Schedule
-   Resources
-   Management processes
-    Develop mitigation plans
-    Give Project Managers early options

**Notes:**
Scope: To ensure the technical content of work packages and /cost accounts is consistent with the contract scope of work. Primary focus is on P7.3

Schedule: To ensure there is a logical sequence of effort planned consistent with the contract schedule

Resources:  To assess the validity of allocated cost account and budgets, both in terms of total resources and time-phasing

Management Processes: To conduct a technical assessment of the earned value methods that will be used to measure progress to assure that objective and meaningful performance data will be provided

## Project Risk Summary

**Low Risk: **Little potential to disrupt schedule, increase costs, or degrade performance...no significant issues, the plan is executable.  Management processes are adequate, understood and effectively used. Normal government monitoring may overcome difficulties.

**Medium Risk:  **Can potentially disrupt schedules, increase costs, degrade performance...some significant issues but the plan remains executable.  Management processes are generally adequate, understood and effectively used.  Special contractor emphasis and close government monitoring can overcome difficulties.

**High Risk: **Likely to significantly disrupt schedules, increase costs, degrade performance...significant issues impacting plan execution.  Management processes are not adequate, understood or effectively used.  Risk is unacceptable even with emphasis and close government monitoring.

## Technical: Historical instability issues specific to the SW infrastructure may be exacerbated in Build 2.4 due to functional complexity. (Reference Risk 02-026)
Schedule:  Risk mitigation steps established to reduce Build 2.4 schedule risk have not been fully realized due to late delivery and inability to take early looks at weapons functions. (Reference Risk 02-026)
Cost: Cost performance is within budget and adequate budget is available to manage contingencies. 
Resources: Lab assets are strained.   
Management Processes: Baseline planning and earned value method used are not consistent with expected workload/complexity.  The CPR is not providing enough insight into developing cost/schedule problems.  This impacts management’s ability to effectively use data.  Have seen improvements in other processes such as estimating and metrics. 

_**Schedule**_**:****  **Risk mitigation steps established to reduce Build 2.4 schedule risk have not been fully realized due to late delivery and inability to take early looks at weapons functions. (Reference Risk 02-026)
_**Cost:**_ Cost performance is within budget and adequate budget is available to manage contingencies._** **_
_**Resources**_**:** Lab assets are strained.
_**Management Processes**_**: **Baseline planning and earned value method used are not consistent with expected workload/complexity.  The CPR is not providing enough insight into developing cost/schedule problems.  This impacts management’s ability to effectively use data.  Have seen improvements in other processes such as estimating and metrics.

- Aeronautical & Spacecraft Systems

## Technical: No significant concerns noted.
Schedule: No significant concerns noted. 
Cost: $1.8M of additional personnel may be off set by reduction of test points. 
Resources: All resources to execute the test program have been identified and planned.
Management Processes: Management processes with the exception of change control are robust and provide early indications of problems. Approximately $1.8M of MR was issued to work already in progress.  Management team seems to have a good grasp of requirements.  

_**Schedule**_**: **No significant concerns noted.** **
_**Cost:**_ $1.8M of additional personnel may be off set by reduction of test points.
_**Resources**_**: **All resources to execute the test program have been identified and planned.
_**Management Processes**_**:** Management processes with the exception of change control are robust and provide early indications of problems. Approximately $1.8M of MR was issued to work already in progress.  Management team seems to have a good grasp of requirements.

- Systems Integration & Test

## Technical: No new unforeseen performance risks identified.  Existing watch items of note: 02-023, 00-201A.
Schedule: No new schedule drivers identified.  Moderate risk reflects current state of risks already in the database.
Cost: No new cost drivers identified.  Moderate risk reflects current state of risks already in the database.
Resources: No new issues identified.  Potential still exists for test asset shortfalls.
Management Processes: EVM credit methodology is not sufficiently objective.  

_**Schedule**_**: **No new schedule drivers identified.  Moderate risk reflects current state of risks already in the database.
_**Cost:**_ No new cost drivers identified.  Moderate risk reflects current state of risks already in the database.
_**Resources**_**:** No new issues identified.  Potential still exists for test asset shortfalls.
_**Management Processes**_**:** EVM credit methodology is not sufficiently objective.

- Payloads

## Technical: No significant concerns noted
Schedule: No significant concerns noted 
Cost: There are potential additional costs to program if invoices are larger than current budget
Resources: No significant concerns noted
Management Processes: Noted problems with material time phasing and EVM methodology.  Invoice problems with subcontractor need to be resolved.

_**Schedule**_**: **No significant concerns noted** **
_**Cost:**_ There are potential additional costs to program if invoices are larger than current budget
_**Resources**_**:** No significant concerns noted
_**Management Processes**_**:** Noted problems with material time phasing and EVM methodology.  Invoice problems with subcontractor need to be resolved.

- Mission Operations

## Technical: Moderate risk (16) reflects current state of risks already in the database. 
Schedule: No significant concerns noted. 
Cost: Adequately budgeted. 
Resources: Overtime required to meet accelerated schedule.   
Management Processes: No objective or documented quantifiable backup data for EVM methodology.  Horizontal integration needs to occur at the work package level.

_**Schedule**_**: **No significant concerns noted.** **
_**Cost:**_ Adequately budgeted._** **_
_**Resources**_**: **Overtime required to meet accelerated schedule.
_**Management Processes**_**: **No objective** **or documented quantifiable backup data for EVM methodology.  Horizontal integration needs to occur at the work package level.

- Launch Vehicle/Services

## Technical: There is no documented traceability from SOW to product and task descriptions. 
Schedule: Government team planning to review Basis of Estimate to ensure realistic planned durations. 
Cost: No concerns noted.  
Resources: Current resources are not accomplishing tasks in a timely manner.
Management Processes:  EVM methodology is a good model for objective determination and supporting documentation.

_**Schedule**_**: **Government team planning to review Basis of Estimate to ensure realistic planned durations.
_**Cost:**_ No concerns noted.
_**Resources**_**:** Current resources are not accomplishing tasks in a timely manner.
_**Management Processes**_**:**  EVM methodology is a good model for objective determination and supporting documentation.

- Safety & Mission Assurance

## Total Program

_**Technical:**_ There is a good understanding of technical risks and mitigation plans are in place._** **_
_**Management Processes**_**: **The review noted several systemic issues related to EV Management:
- EVM methodology
- Reprogramming adjustments
- CAM responsibility – LRE process, material budget
- Variance Analysis process

## New Risks	

-  Aeronautical & Spacecraft Systems
-   Insufficient time to correct late-breaking priority fixes during test.
-   Current system architecture limits future growth capability as well as existing R&M.
-   Need to provide requirements definitions to subcontractor.
- There is no budget identified for S/W support during test to include correction of showstoppers.
-   The Lab schedule does not exist in enough detail to ensure maximum use of resources.
-  **Systems Integration & Test**
-   Testing procedures at lower levels have not yet been defined.

## New Risks 

-  Payload
- Current weight estimates above allowable weight.
- Payload may require special support equipment for placement on the vehicle.
- Mission Operations
-   Additional Ground Support Equipment may be required.
-   Unanticipated modifications to existing facilities to support processing.

## Documents Needed

-   Basis of estimate for Supportability
-   Time Phased BCWS in $’s by element of cost
-    Risk Management Plan
-    Control Account Plans

## General Observations

- Total Concern Area Reports (CARs) generated:   34
- New Risks Identified:  10
- Management Process Systemic Issues
- Noted improvements but EVM issues still need to be resolved
- Schedules not resource-loaded
- Commitment from both Teams:
- Strong Government/Contractor team relationships
- Concerted effort to understand PMB
- Tools, processes in place to help managers
- PMM,
- Cost/Schedule Comparison; new system on the way
- Schedule metrics

## Outstanding Actions

- _NASA IBR Team _:
- Assess risks; update existing risks and/or add new risks to Risk Management Plan (Due 28 OCT 05)
- Formal IBR Letter to contractor/in-house organization with copies of Concern Area Reports  (Due 31 OCT 05)
- _Contractor/In-House Organization_:
- Provide requested documentation (18 OCT 05)
- Written response to Concern Area Reports (30 NOV 05)
- _IBR Team Leader & Review Facilitator_:
- Evaluate responses to CARs and conduct follow-ups if required.  (15 DEC 05)

## Integrated Baseline ReviewSample Out-Brief

- <Project Name>
- Integrated Baseline Review
- <IBR Date>

- Integrated Baseline ReviewSample Out-Brief

## IBR Goals

- Achieve a mutual understanding of the baseline plan and its relationship to the underlying Earned Value Management System (EVMS)
- Assess the adequacy of the performance measurement baseline  (scope, schedule, budget, resources, and management processes)

## SCOPE of IBR

**Evaluate the current baseline and the associated risks**

## AREAS ASSESSED

**Program Management**
**Aeronautical & Spacecraft Systems**
**Safety & Mission Assurance**
**Payloads**
**System Integration & Test**
**Launch Vehicle/Services**
**Science/Technology**
**Mission Operations**

## Program Management

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Low |  |
| Schedule | Low |  |
| Cost | Low |  |
| Resources | Excellent |  |
| Management Processes | Excellent |  |

- Concerns:
- None

## Aeronautical & Spacecraft Systems

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Moderate |  |
| Schedule | Moderate |  |
| Cost | Moderate |  |
| Resources | Excellent |  |
| Management Processes | High |  |

**Concerns:**
- Software growth due to unexpected software problems
- Baseline planning and earned value method used are not consistent with expected workload/complexity.
- Cost/Schedule growth due to increase in software effort
**Action:**
- Establish more rigorous management processes for baseline maintenance
- Establish EV methods more appropriate to work accomplishment
- Update EAC to reflect SW growth.

## Safety & Mission Assurance

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Low |  |
| Schedule | Low |  |
| Cost | Low |  |
| Resources | Moderate |  |
| Management Processes | Excellent |  |

**Concerns:**
- Current resources are not accomplishing tasks in a timely manner.
**Recommendation:**
- Assign proper staffing mix to S&MA tasks

## Payloads

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Moderate |  |
| Schedule | Low |  |
| Cost | Low |  |
| Resources | Excellent |  |
| Management Processes | Excellent |  |

- Concerns:
- Current weight estimates above allowable weight.
- Payload may require special support equipment for placement on the vehicle.
- Recommendations:
- Research methods for weight reduction
- Utilize COTS for support equipment.

## Systems Integration & Test

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Low |  |
| Schedule | Low |  |
| Cost | Moderate |  |
| Resources | Moderate |  |
| Management Processes | Excellent |  |

- Concerns:
- Budget for system level testing not identified.
- Potential loss of staff and staff conflicts with testing
- Action:
- Identify budget for system Level testing.
- Increase resources to meet test plan.

## Launch Vehicle/Services

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Low |  |
| Schedule | Low |  |
| Cost | Low |  |
| Resources | Excellent |  |
| Management Processes | Moderate |  |

- Concerns:
- No objective** **or documented quantifiable backup data for EVM methodology. None
- Actions:
- Identify and assign objective EV methods.

## Science/Technology

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Low |  |
| Schedule | Low |  |
| Cost | Low |  |
| Resources | Excellent |  |
| Management Processes | Excellent |  |

- Concerns:
- None

## Mission Operations

| Risk | Evaluation | Remarks |
| --- | --- | --- |
| Technical | Low |  |
| Schedule | Low |  |
| Cost | Moderate |  |
| Resources | Moderate |  |
| Management Processes | Excellent |  |

- Concerns:
- Additional Ground Support Equipment may be required.
- Unanticipated modifications to existing facilities to support processing.
- Recommendations:
- Ensure good configuration management planning for tracking design changes that may impact operations.
- Identify additional costs in the EAC.

## Program Level Risks

- Risks
- Shared Resources with multiple programs
- Software Slip
- Software Maturity
- Software Maintenance
- Compressed Schedule

## Actions/Recommendation

- Govt EVM analyst to monitor MR usage for remainder of contract
- Govt to send Contractor a request for an impact proposal
- Impact of program schedule slips to software baseline
- Schedule Review after contract modification to address the change to the Baseline

## IBR Assessment

**Strengths**
-     CAM’s knowledge
- 	Cost, Schedule and Performance
- 	EVMS
-     IBR preparation/baseline documentation
**Weaknesses**
- No significant weaknesses identified

- OVERALL ASSESSMENT
-  _**GREEN**_