Project management tools

1. Project management tools Tiia Uusimäki

2. Agenda • Activity Planning Tool and Earned Value Management • Why are the tools needed? • Activity Planning tool • Earned Value Management • Earned Value Management tool at CERN • Implementation in CLIC • Conclusion • Equipment Management Folder • Product data management at CERN • Product Lifecycle Management • Product lifecycle management in RF structure development • Equipment Management Folder tool

3. Activity Planning Tool (APT) and Earned Value Management (EVM)

4. Need for project management tools • Scope of work -> Need to be defined and organized • All the work required to achieve the goal • Plenty of activities • Lots of resources • Budgets -> Must be monitored • At many levels, for different activities • Avoid overruns • Schedules -> Need to be followed • Long term and short term • A large amount of project planning/control data need to managed APT (Activity Planning Tool at CERN) • Monitoring only cost and time spent not enough • Need to know the real progress and outcome • What is really achieved with the time and money spent on the project? • Analyze the success and estimate the future of a project EVM (Earned Value Management tool) PERFORMANCE Quality Scope of Work Cost Time Budget Schedule

5. Activity Planning Tool (APT) • Activity Planning Tool (APT): • A web-based tool for managing project planning data • Contains information about: • Project structure and activities included • Resources allocated and required to accomplish the tasks • Budgets • Schedules etc. • For short and long term planning • Data can be displayed /reports can be built in several different ways -> many possibilities to group the data • Easier to find information needed • Easier to monitor/follow particular data • Easier to make comparisons etc.

6. Activity Planning Tool (APT) Work Breakdown Structure (WBS) Work units

7. Work Breakdown Structure (WBS) • Method of identifying and classifying work content of a project • Presents the structure of all the activities at CERN • 9 different levels • 0-4: Programmes, Sub-programmes etc. • 5-8: Operational activities (work packages, work units etc.) • Project management data mostly maintained and followed by work packages • Work package • Separate entity of work required to complete a specific job or process • A set of work assigned to a single organic entity • Budget & budget code • Consist of several work units Levels 5-7

8. Work Units (1/2) • Manageable and measurable entities of work • Assignable to a single person (holder) • Comprise single and concrete tasks which need to be completed • In specified schedule and with defined budget • Start & finish dates • Material & personnel resources (budgets) • Produces deliverable(s) -> contribution to the work package/project

9. Work Units (2/2) • Personnel resources • People contributing to tasks • People paid by the budget code • Personnel budget • Staff, fellows, associates • Material resources • All the other resources needed to accomplish the task • Material budget • Supplies & procurement, services, students, project associates • Deliverables • Present the outcome of a work unit • Not same as an end product (a disk) • Disk designed • Disk manufactured • Disk installed • Needed to measure the project progress (EVM) • Must be measurable (e.g. tons, meters, units)

10. What is Earned Value Management (EVM)? • Project management method • Integrates all the three critical elements of project management: schedule, budget and scope • Measures the project progress objectively and in monetary terms • Aims at improving project control and progress monitoring • Monitor the amount of work accomplished relative to the plan (earned value) • What was planned to be completed with the money and time spent already? -> What has really been achieved with the money and time spent? • At different project levels (from single activities to aggregated project-wide levels) • Provides means to analyse project success at present and in future • Helps to find problems • Indicators help to plan corrective actions

11. Basics of EVM • Main elements: • PV - Planned Value • The portion of work expected to be completed at a given date, multiplied by the authorized budget allocated to carry out that work Derived from project plan (budget, schedule and output) • EV - Earned Value • The value of completed work expressed in terms of the budget assigned to that work Reported by people related to the activity • AC - ActualCost • The costs actually incurred in accomplishing the work performed Retrieved from an accounting system (CET-system at CERN)

12. kCHF EVMexample: • Plan: • Objective: 10 units • Schedule: 8 weeks • Budget: 10 kCHF (linearly distributed) • Progress control After 6 weeks, 6 units completed: • PV = 10 kCHF * 6/8 = 7.5 kCHF • EV = 10 kCHF * 6/10 = 6 kCHF • AC = 7 kCHF Weeks

13. From activity level to project level • The total values for the whole project are formed by aggregating the values of single activities

14. EVM Indices • Measure the performance/progress (at any level) • Schedule variance SV = EV – PV • Cost variance CV = EV – AC • Forecast/estimate the total cost and time needed to complete the project

15. EVM tool at CERN • EVM tool integrated in Activity Planning Tool (APT) • Same work units and data used • Includes deliverables which enable the progress measuring • EVM units in blue colour

16. Implementation in CLIC • APT already used in managing project planning data • CLIC interested in implementing EVM • Needed when the actual project will be launched • Preparations needed in early phase • Important to understand the methodology before implementation • RF Structure Development project as a pilot in CLIC • Implementation in the pre-project phase already

17. Pilot implementation in RF Structure Development project • Defining project elements • Work Breakdown Structure (WBS) • Work Units (budgets, schedules…) • Resources • Deliverables • Uploading data in APT • Informing and training people to use the EVM tool • Progress reporting & monitoring • Usually on monthly basis • Holder of the work unit responsible • Simple process in APT • Reminders sent automatically

18. Work units in RF project • Derived from organization structure • 6 work packages, 13 work units (one for each year -> 26 in total) • Two budget codes used at present -> Progress monitoring only globally, not work unit by work unit • 69725 for test areas • 69723 CERN SLAC KEK -> WORK UNITS

19. Uploaded data • Data uploaded already, waiting for the approval -> from draft to active work units • Data must be compatible with existing work units and data -> Personnel resources not in work units (defined in separate work unit)

20. Work unit data • View data inside a work unit • Progress reporting and modifying data can be done easily

21. Conclusion • APT efficient tool to manage project planning data • Lots of information provided through the same interface in different forms (schedules, budgets, resources…) • EVM enables monitoring the project progress at several levels throughout the whole lifecycle of a project • Early warning of problems • Pinpoint the problems • EVM enables estimating total project costs and duration • EVM facilitates deciding on/taking corrective actions • APT/EVM tool provides several advantages if • Project is defined in a coherent way (WBS, resources and deliverables) • Users understand and know how to use it correctly • Progress reporting is done properly

22. Equipment Management Folder(MTF Travellers)

23. Product Data Management • A huge amount of product and engineering data stored in CERN databases • Design data • Manufacturing data • Testing data etc. • Tools are needed to manage these data • To enable easy and fast access to data • To ensure data consistency and accuracy etc. • Increasing need for more comprehensive data management -> Product lifecycle management tools Management of product lifecycle data Management of product data Management of CAD-data

24. CERNEDMS Product Lifecycle Management (PLM) • Intention to build an integrated Product Lifecycle Management (PLM) platform • Aim to link all the information related to one item/product to one common database • Whole lifecycle can be followed • PLM = EDMS at CERN • Integration work under way

25. 2D FEA An item-centric approach • Idea is to link all information about a part/assembly to an item • The Item will become the carrier of information and point of navigation throughout all the different project phases and different information systems used at CERN • Easier to find the information • Allows grouping of information that belongs together • May improve the workflow of approving designs 3D Model Item CNC Specifications

26. An item-centric approach • All the information through the lifecycle can be monitored Item • Installation procedures • Installation drawings • Safety procedures • Maintenance procedures • Spare part documentation & interchange-ability info. • Material composition • Recycling procedures • Safety procedures • Drawings • 3D Models • Specifications • FEA • CNC • Standard parts • Manuf. procedures • Test procedures • Equipment classification

27. CERN EDMS • Not equal to one single system but a set of interfaced applications • Links together all the applications and databases

28. Product lifecycle management in RF structure development • Documentation already available in EDMS/other systems • Need for an integrated interface to make the data management easier • Collecting data from several databases and systems through different interfaces not efficient • Demand for easier access to information about RF-structures • Design, drawings and 3D models • Structure and BOM of a component/assembly • Manufacturing information (steps, status, manufacturer,…) • Parameters and material information • Cost information • Quality control and test results etc. • Demand for tool to monitor the lifecycle of a particular component • So far, not available through one application/interface Equipment Management Folder tool

29. Equipment Management Folder tool • Developing a new application based on MTF Travellers • Prototype with test data for accelerating structure T24 available soon • Aim to retrieve up-to-date data from Cern databases and consolidate it to a user friendly form • All the defined information concerning the RF structures will be available through the same interface

30. Equipment Management Folder for RF structures • Design side (items) and physical manufacturing side (equipment) • Design side: • Structure • Drawings • 3D models • Parameters • Links to documents

31. Equipment Management Folder Manufacturing side (several tabs): • Structure of assembly (tree) • Main • Manufacturer information • Status • Location • Project engineer etc. • Made of • BOM • Quantity of components • Equipment data • Parameters • Material • Cost • Manufacturing • Manuf. Steps • Status • Test results • Quality control • Installation • Documents (links)

32. Thank you!Questions?