Project management tools

Tiia Uusimäki

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

Activity Planning Tool (APT) and

Earned Value Management (EVM)

Need for project management tools

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.

Activity Planning Tool (APT)

Work Breakdown Structure (WBS)

Work units

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 datamostly 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

Levels5-7

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

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)

Category Description

PSI Staff

PFE Fellows

PIK In Kind

PPA Paid Associates

PPJ Project Associates

POM Other Manpower

Category Description

MSP Supplies and procurement

MIS Industrial services

MIK Materials provided by external sources

MTPThird party payments (incl. doctoral/technical students etc.)

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

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 - Actual Cost• The costs actually incurred in accomplishing the work performed

Retrieved from an accounting system (CET-system at CERN)

EVM example:• Plan:

– Objective: 10 units– Schedule: 8 weeks – Budget: 10 kCHF

(linearly distributed)

• Progress controlAfter 6 weeks, 6 units completed:

– PV = 10 kCHF * 6/8 = 7.5 kCHF– EV = 10 kCHF * 6/10 = 6 kCHF– AC = 7 kCHF

kCHF

Weeks

From activity level to project level• The total values for the whole project are formed

by aggregating the values of single activities

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

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

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

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

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

Theory, simulation,

experiments

Accelerating structures

Mechanical design

Engineering studies

TBTSManagement

tools

DC sparks PETS FabricationSupport to other test

areasEDMS

Pulsed surface heating

RF components Quality control

Special X-band structures

Cleaning

Assembly

FRC-CMS-RF-DE: RF Structure development

HG studies RF designProduction and

post-test analysisEngineering

studiesTest areas

Collaborations and management

support

-> WORK UNITS

CERNSLACKEK

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)

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

easily

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

Equipment Management Folder(MTF Travellers)

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 tomanage 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 data

Management of CAD-data

Management of product lifecycle data

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

• Integrationwork under way

CERNEDMS

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

2D

3D Model

Specifications

CNCItem

FEA

An item-centric approach

• All the information through the lifecycle can be monitored

Item

Drawings3D ModelsSpecificationsFEACNCStandard parts

Manuf. proceduresTest proceduresEquipment classification

Installation proceduresInstallation drawings Safety procedures

Material compositionRecycling proceduresSafety procedures

Maintenance proceduresSpare part documentation & interchange-ability info.

CERN EDMS

• Not equal to one single system but a set of interfaced applications

• Links together all the applications and databases

Product lifecycle management in RF structure development

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

Equipment Management Folder for RF structures

• Design side (items) and physical manufacturing side (equipment)

• Design side:– Structure– Drawings – 3D models– Parameters– Links todocuments

Equipment Management FolderManufacturing 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)

Thank you!

Questions?