NASA Project Management Challenge 2011February 9-10, 2011

Track: Facilities

Presenters:Perri E. Fox, Transition Manager

NASA-Johnson Space Center

Lovely Krishen, Ph.D., Lead Risk Analyst-Transition Team LeadFutron Corporation

Center-wide Facilities Planning: An Information Integration

Approach

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• Introduction• NASA-JSC Center-wide Facilities

Assessment: An Overview• JSC Facilities Review Database (JFReD)

– Information Integration with Geographic Information System (GIS)

– JFReD-GIS features• Building Information Architecture for JSC

Capabilities– JSC Technical Capabilities Tiger Team (TCTT)– JFReD: JSC Capabilities Assessment Module

(JCAM) features• Summary• Backup Slides

Outline

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• As part of Transition management, JSC has been integrating facilities planning information and performing high-level gap analysis to feed decision makers at the Center level

– Capturing comprehensive facility listing, description and baseline cost estimates

– Assessing budget associated with closeout, gaps and utilization of the facilities (Workforce and Dollars) tied to Core Capabilities

– Linking utilization of buildings/facilities for overall Center Master Planning efforts

• Pre-decisional data capture initiated and updated over 4 years – now initiating data collection for a 5th year

• Currently, focused on supporting Center and Agency-wide scalability and strategic planning for facilities and capabilities utilization

Introduction

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JSC Facilities Assessment: An Overview

• A facility is primarily defined by a real property component that represents a significant (or core) capability or asset and becomes a factor in the overall center “supply” to meet the “demand” of mission, program, or project requirements

– For JSC, includes labs, aircraft, test stands, specialized equipment, storage areas, mission operations/planning areas or entire buildings

– Does not include office space or other personnel support areas (break rooms, general conference rooms, restrooms, equipment closets, etc.)

• Information capture, assessment, and reporting processes - established, tested, and refined over time by JSC Transition management team

• The only baselined JSC Facilities Listing and the standard for Center Ops Facilities Utilization activities

• Assessment and JSC Facilities listing originally captured in FY2007 in spreadsheets – but this was quickly outgrown

JSC Transition Team Designed and Developed JSC Facilities Review Database - JFReD

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• The JSC Facilities Review Database (JFReD) is…

–A user-interface, secure web-based application with advanced data archiving and reporting capabilities that synthesizes integrated analysis and decision/metrics reports for Center Management

• Provides a baseline listing of all facilities at JSC, Ellington, El Paso, Sonny Carter Neutral Buoyancy Lab, and White Sands Test Facility (WSTF) sites

• Tracks/assesses Facilities Usage requirements and associated Resource profiles over a multi-year timeframe with pre-decisional inputs from

–Managing DLO Facility owners (“Supply” data)

–Funding Programs/Customers (“Demand” data)

–Center Operations – infrastructure and master planning

• Established User Group with JSC and Headquarters members

• Provider of Best Practices and Lessons Learned in information management of infrastructure planning and disposition

JFReD Description and Capability

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• With changes in Agency direction, found growing demand for right-sizing the Centers and scaling capabilities and associated facilities

• JSC Transition team proposed direct information exchange between JFReD and JSC space utilization and real property databases

• Geographic Information System (GIS) provides a framework for organizing institutional real property spatial information

– Integrates data from several sources, including JSC’s Space Utilization Tool (SUT) and Real Property Inventory (RPI)

• JFReD integration with GIS is designed to:

– Promote convergence of facility information gathering processes at JSC

– Provide graphical visualization of facility location and utilization profiles over planning timelines

– Maintain quality control and standardization of JSC space utilization and facility location information

JFReD Integration with JSC-GIS

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JSC-GIS Data Sources

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JSC-GIS Data Exchange Process

*Outlined in the JFReD-GIS Interface Control Requirements Document

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• Center Operations (COD) is responsible for maintaining the configuration of the buildings/rooms at JSC

– JFReD users will be able to see the data, but not change it

• COD has already been approving facility changes to JFReD.

– Facility change requests can still be made to JFReD administrators who will work with COD and obtain approval

• Less data entry into JFReD – No need to enter facility name, center/site, rooms, buildings,

square footage, facility class/subclass

• Ability to be able to look at Utilization Data spatially– Can look at any building or any floor of any building that is

utilized by a JSC facility– Facility owners are color-coded at the DLO level– Can see how usage changes year by year

JFReD-GIS Integration Benefits

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Database Features: JFReD Main Website

https://jfred.jsc.nasa.gov

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Get Maps from Listing Page

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GIS Link to JFReD

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Example Floor Layout Facility Report

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GIS: Example Building Floor Plan with Facilities

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Example Facility Usage Profile

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Example Building Layout Navigation

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Example JSC Site Layout

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Notional Metric: Facility Usage Over Time

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Decision-making Approach: JSC Capabilities Assessment

• Facilities grouped together to define JSC-unique Capabilities

• These Associated Facilities groupings formed the basis for capturing and assessing Technical Capabilities (TCs)

– JSC Technical Capabilities Tiger Team (TCTT) chartered in August 2010 to initiate capture of a structured Center-wide Technical Capabilities Listing

– Assess Ready-to-produce costs/resources and prioritization criteria based on mapping to potential mission scenarios

– Provide insights into recommended scalability-based cost-savings measures

– Prepare for NASA Technical Capabilities Assessment cycle

• JFReD platform is incorporating data or mapping from other Real Property and Capabilities assessments

– At JSC: GIS; TCTT Skill-Based TCs, Facilities-Based TCs, and Core Technical Capabilities

– Agency: NASA Capabilities Forum (NCF) Gap Assessments; Major Facilities Inventory; Real Property Inventory; NASA Technical Capabilities (NTC)

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Information Integration Layout

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• Definition of Technical Capability (TC): “All of the facilities/infrastructure, property/equipment, workforce (FTE/WYE, with competency/skills), and support (suppliers/supplies, contracts, control systems) required to accomplish a given program’s mission execution requirements"

• JSC TCTT adopted the following approach:–Capability owners enter Capability Listing data, which

includes a basic capability description, NASA Agency (OCE) capability categories, Uniqueness, and Associated Facilities (if applicable)

Capabilities may be skill-based

Tie back directly to JFReD Baselined data

Defines the “supply” aspect of the assessment - individual records managed at the Direct Line Organizational (DLO) level

For JSC Core Technical Capabilities (CTCs), DLO-managed sub-capabilities are grouped into JSC-managed Core Capabilities

Technical Capabilities Assessment at JSC

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– Capability owners enter Capability Usage and Cost data Includes current and future mapping to missions, and

Ready-to-produce costs among other factors

Defines the “demand” aspect of the assessment

• JFReD Platform has continued to integrate and transform to meet Capabilities Information capture needs– JSC Capabilities Assessment Module (JCAM) developed

with similar architecture and logic as JFReD

– Reporting and other features are in requirements building/testing phase

– If Capability data becomes the “currency” for managing the Center products and services: Possible integration of cost data, risk data, and

infrastructure (workforce/facilities) through a well-tested JSC application platform

Technical Capabilities Assessment at JSC, cont.

http://jfreddev.jsc.nasa.gov/jcam/default.aspx

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JSC Capabilities Assessment Module (JCAM) Development

Version: Back-up Slides

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JSC Capabilities Assessment Module

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List is displayed automatically when populated, provides navigation to capabilities in the database

JCAM – Capability Listing Page

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JCAM – Capability Page for Edit Capability(Skill-Based)

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JCAM – Usage Page for Edit Capability(Skills-Based)

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JCAM – Cost Page for Edit Capability(Skills-Based)

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JCAM – Capability Page for Edit Capability(Facility-Based)

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JCAM – Facility-Based Capability

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JCAM – Associated Facility Data Page(for Facility-Based Capability)

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JCAM – Associated Facility Usage Page( for Facility-Based Capability)

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JCAM – Associated Facility Cost Page( for Facility-Based Capability)

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• Integrate Facility data capture tools at the Center level to keep strategic planning and tactical implementation goals aligned

• Maintain accurate and traceable facilities listing and strict configuration control procedures

• Leverage PPBE yearly cost exercises in validating and updating data content

• Collaborate closely with Agency Facilities Planning entities and experts to standardize terminology, requirements, and IT integration practices

• Center-wide Facilities Planning requires flexible approach to facility usage and cost capture

– Changing Program requirements will drive usage levels and institutional facilities decisions – keep it fluid

• Continue mapping facilities to Center-wide major Strategic capabilities and associated funding profiles

Summary Best Practices

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• JSC Facilities Assessment and JFReD Best Practices tell us:

– Institute robust process and reliable sources/providers of data

– Tool serves to strengthen the process and should be focused on user needs and convenience

– Focus on baselining the Listing and keeping information accurate with strict configuration control – even in a changing environment

– Schedule, performance metrics, and strategic planning scenarios may be incorporated into a tried and tested platform like JFReD

• Tools, Processes, and Assessments must be versatile to assist with successful Change Management

Transition Management combined with Capabilities and Assets Management is

needed to promote successful Center-wide TRANSFORMATION MANAGEMENT

Some Interesting Take-aways

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JFReD Back-up Slides

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JFReD Main Website

https://jfred.jsc.nasa.gov

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Parent-Child Facility Listing Example

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Facility Data Page

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Usage Data Page

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Cost Data Page

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JFReD Report Generator – Part I

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JFReD Report Generator – Part II

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Canned Reports Main Page

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Truncated Transition Detailed Report

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Close-out Candidates Report

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Utilization Report

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Usage Variance Report

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JFReD Metrics Exporting Tool

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Representative JFReD Metrics Reports