Project Control System Manual

Jefferson Science Associates, LLC

1200 Project Control System Procedures

1200
Project Control System
Procedures

Project Control System Manual

Revision 7

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 Project Control System Manual

PCS-01 Schedule Planning

Project Control System

Procedure
PCS-01
Schedule Planning

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 Project Control System Manual

PCS-01 Schedule Planning Procedure

1.0 General

This document defines the procedures and responsibilities for developing a

project baseline schedule. In cooperation with the Project Customer, all levels of
the project management team are involved in the process of establishing a
timetable of milestones and activities that will lead to a successful project
outcome.

2.0 Procedures

The following Schedule Planning procedures are graphically displayed in

Diagram 3.1.

1 - The Project Customer and the Project Manager jointly determine the control
milestones.
The Project Manager, collaborating with the Project Customer, selects the
project key events and decision points that constitute the master schedule.
Titles, definitions and planned dates are determined for each control
(Level 1 and 2) milestone.

2 - The Project Manager, Associate Project Manager and the Control Account
Manager identify the intermediate milestones.
Based on the defined control milestones, the Project Manager, Associate
Project Manager(s) and the Control Account Manager(s) identify the
important intermediate (Level 3 and 4) milestones of the project.

3 - The Project Management & Integrated Planning Department (PM&IP)

develops the milestones schedule.
PM&IP loads the milestones with their associated planned dates into the
Schedule Management System.

4 - The Control Account Manager develops the detail schedule.

The Control Account Manager develops the detail schedule for each of
his/her control accounts. Work activities and detail milestones are
generated all designated work packages.

5 - The Project Management & Integrated Planning Department integrates the

control account schedules into the milestone schedule.
With the detail schedule data from the Control Account Managers,
PM&IP develops the project detail schedule. Start dates, duration,
preceding activities, and succeeding activities are entered for each activity

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into the Schedule Management System along with designated detail

milestones.

6 - The Project Management & Integrated Planning Department develops the

project detail schedule.
Once all schedule data from the Control Account managers has been
consolidated within the Schedule Management System, PM&IP finalizes
the project detail schedule.

7 - The Project Manager and Associate Project Manager approve the project detail
schedule.
After PM&IP finalizes the project detail schedule, the Project Manager
and Associate Project Manager(s) review and approve the project detail
schedule.

8 - The Project Management & Integrated Planning Department establishes the

schedule baseline.
After the project detail schedule has been approved, this schedule becomes
the project schedule baseline. With the resources and budgets identified in
the cost baseline integrated with the activity schedule in the schedule
baseline, the project Time-Phased Cost Profile is established. PM&IP also
generates a current detail schedule.

3.0 Process Flow Diagrams

3.1 Schedule Baseline Development Flow Diagram

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 1
Determine
Project Control
Customer Milestones

1 7
Determine Approve
Project 2
Control / Project
Manager Intermediate Detail
Milestones Schedule

3 5 6 8
Develop Establish
Develop Integrate
Project Project
PM&IP Milestones CA Detail
Detail Schedule
Schedule Schedules

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Schedule Baseline
Cost Profile
Timed-Phased
3.1 Schedule Baseline Development Flow Diagram

2 7
Associate Approve
Determine
Project
Project Intermediate
Detail
Milestones
Manager Schedule

2 4
Control Determine Develop
Account Intermediate CA Detail
Milestones Schedule
Manager CA: Control Account
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 Project Control System Manual

PCS-02 Cost Planning

Project Control System

Procedure
PCS-02
Cost Planning

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 Project Control System Manual

PCS-02 Cost Planning Procedure

1.0 General

This document defines the procedures and responsibilities for developing a

project cost baseline. With funding guidance from the Project Customer, all
levels of the project management team are involved in the process of producing a
project cost estimate. When combined with the project schedule, a timed-phase
budget will be established against which project performance can be measured.

2.0 Procedures

The following Cost Planning procedures are graphically displayed in Diagram

3.1.

1 - The Project Customer provides funding guidance.

Based on the desired final product and the expected funding availability,
the Project Customer will usually provide the Project Manager with a
funding profile for the project.

2 - The Project Manager determines an initial project budget target.

Taking the funding guidance provided by the Project Customer, the
Project Manager establishes initial budget targets for the project. With a
preliminary WBS framework, proposed budgets may be prescribed as well
as a fiscal year breakouts.

3 - The Control Account Manager develops an initial cost estimate.

The Control Account Manager develops an initial cost estimate for all
his/her control accounts.

4 - The Associate Project Manager reviews the initial cost estimates.

The Associate Project Manager reviews the initial cost estimates within
his/her area of responsibility.

5 - The Project Management & Integrated Planning Department integrates the

initial cost estimates.
PM&IP integrates the initial cost estimates from the Control Account
Managers into the resource-loaded schedule and ensures that the project
cost estimate does not exceed any pre-established funding constraints.

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6 - The Project Management & Integrated Planning Department establishes the

initial project cost estimate.
The costs from each control account are summarized to establish an initial
project cost estimate.

7 - The Project Management team reviews and finalizes the project cost estimate.
The Project Management team reviews the consolidated cost estimate for
the project, and through negotiation, finalizes the estimate. The Control
Account Manager revises the Control Account Plan for each relevant
control account based on the final negotiated cost estimate for the project.

8 - The Project Management & Integrated Planning Department establishes the

project cost baseline.
With approved Control Account Plans, the project cost baseline is
established. This cost baseline is then integrated with the schedule
baseline to produce the project Time-Phased Budget.

3.0 Process Flow Diagrams

3.1 Cost Baseline Development Flow Diagram

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 1
Provide
Project Funding
Customer Guidance

2 7
Review/
Determine
Project Finalize
Budget Project Cost
Manager Targets
Estimate

5 6 7 8
Integrate Establish Review/ Establish
CA Initial Finalize Project
PM&IP Cost Project Cost Project Cost Cost

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Budget

Estimates Estimate Estimate Baseline

3.1 Cost Baseline Development Flow Diagram

Timed-Phased

4 7
Associate Review Review/
Initial CA Finalize
Project Cost Project Cost
Manager Estimates Estimate

3 7
Control Develop Review/
Initial CA Finalize
Account Cost Project Cost
Manager Estimate Estimate CA: Control Account
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 Project Control System Manual

PCS-03 Performance Reporting

Project Control System

Procedure
PCS-03
Performance Reporting

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PCS-03 Performance Reporting Procedure

1.0 General

This document defines the procedures and responsibilities for collecting and
reporting cost and schedule performance data and analyzing these data to assess
current and projected future project status. Cost and schedule performance is
measured and reported monthly for each control account and WBS element, as
appropriate.

2.0 Procedures

The following Performance Reporting procedures are graphically displayed in

Diagram 3.1.

1 - The Project Manager determines the variance thresholds.

The Project Manager determines the thresholds used to flag variances for
each control account and WBS element, as appropriate.

2 - The Control Account Manager prepares the Status Update Report.

At the end of the accounting period, the Control Account Manager reports
the control account work progress and accomplishments by providing
input on the Status Update Report.

3 - The Associate Project Manager reviews the Status Update Report.

The Associate Project Manager validates work activity completions and
makes assessment of interim progress.

4 - The Project Management & Integrated Planning Department determines the

Budgeted Cost of Work Performed.
Exporting the data from the Status Update Reports to the Scheduling
Management System, PM&IP calculates BCWP (Earned Value) by
summing the budgets of work accomplished and completed portions of
work in progress for each control account.

5 - The performing organizations report expenses incurred.

Performing organizations charge actual costs incurred throughout the
reporting period using the Jefferson Lab accounting system.

6 - The Chief Financial Officer prepares the cost reports.

The Chief Financial Officer converts time sheets, purchase orders, receipts
and invoices, travel expense vouchers, and other entry documents into
costs and commitments for each control account. Labor and cost reports

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are prepared by the Chief Financial Officer and are available to the
Control Account Managers and Associate Project Managers for review
and to PM&IP for entering into the performance database.

7 - The Control Account Manager reviews the cost reports.

The Control Account Manager reviews the cost reports for accuracy and
control of costs. Unusual or excessive charges are investigated and errors
are reported to the Chief Financial Officer.

8 - The Associate Project Manager reviews the cost reports.

Each Associate Project Manager reviews actual costs with the Control
Account Manager directing the effort.

9 - The Project Management & Integrated Planning Department prepares the

performance reports.
PM&IP combines ACWP (Actual Costs) data from accounting, BCWS
(Planned Value), and Budget At Completion from the Performance
Measurement Baseline, BCWP (Earned Value) as determined in step 4
above, and Estimate At Completion to calculate cost, schedule, and at-
completion variances. Results are published in monthly performance
reports (Project Analysis Reports) and charts (Earned Value Management
Performance Charts/Performance Indicator Charts). The Red Flag Report
is also generated where significant variances are flagged in accordance
with the thresholds established by the Project Manager.

10 - The Project Management team reviews the Control Account Performance

Report.
The Control Account Performance Report consists of those combined
performance reports available to the Control Account Manager from the
financial management system and the schedule/cost management systems.
Each Control Account Manager reviews the Control Account Performance
Report, notes variances, and determines reasons for above or below
planned performance. Each Associate Project Manager reviews the
Control Account Performance Reports and the technical progress for their
area of responsibility and discusses the work, cost, and schedule status
with the responsible Control Account Manager. The Project Manager
reviews the all reports and identifies reporting elements of the WBS for
which formal Variance Analysis Reports are required.

11 - The Project Management & Integrated Planning Department issues the

Variance Analysis Report form.
PM&IP issues a Variance Analysis Report form for each reporting
element requiring a Variance Analysis Report.

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12 - The Control Account Manager completes the Variance Analysis Report.

The Control Account Manager conducts a variance analysis to include the
reasons for the variances, the anticipated effect on the project cost,
schedule or technical parameters, and proposed corrective action.

13 - The Project Manager reviews the Variance Analysis Reports with the Control
Account Managers and Associate Project Managers.
The Project Manager reviews the Variance Analysis Reports with the
Control Account Managers and Associate Project Managers to ensure
accurate variance causes are identified and adequate corrective plans are
established. The Variance Analysis Report form is signed by the Control
Account Manager and the Associate Project Manager/Project Manager.

14 - The Project Management & Integrated Planning Department prepares the

monthly project report.
PM&IP collects all pertinent project performance data and summarizes it
for the monthly report. PM&IP forwards the monthly report, including the
revised Estimates At Completion, to the Project Manager.

15 - The Project Manager submits the monthly report to the Project Customer.
The Project Manager reviews the monthly report and submits it to the
Project Customer.

3.0 Process Flow Diagrams

3.1 Performance Reporting Flow Diagram

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 1 10 13 Review 15 Submit
Determine Review
Project Variance Customer
Variance Performance
Manager Analysis Monthly
Thresholds Reports
Report Report

4 9 11 Issue 14 Prepare
Determine Prepare
Variance Monthly
PM&IP Earned Performance
Report Project
Value Reports
Form Report

3 Review 8 10 13 Review
Associate Review Review
Status Variance
Project Cost Performance
Update Analysis
Manager Reports Reports
Report Report
3.1 Performance Reporting Flow Diagram

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2 Prepare 7 10 12 Complete
Cost Review Review
Status Cost Performance Variance
Account Update Analysis
Reports Reports
Manager Report Report

6
Chief Prepare
Financial Cost
Office Reports

Timesheets
Performing Purchase
Organization 5 Orders
Travel
Vouchers
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 Project Control System Manual

PCS-04 Change Control

Project Control System

Procedure
PCS-04
Change Control

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PCS-04 Change Control Procedure

1.0 General

The integrated project baseline is the approved technical, schedule and cost plan
for accomplishing all project activities. As the project progresses, this baseline
may change due to Project Customer redirection, internal replanning, or redesign.
Changes are classified according to the extent that they impact the integrated
project baseline. The review process and the approval authority required for a
proposed change depend upon its classification. This document defines the
procedures and responsibilities for requesting, reviewing, and documenting
changes to the integrated project baseline, and to assure timely implementation of
changes once they are approved.

2.0 Procedures

The following procedures for requesting, reviewing and documenting change

requests are keyed to the Change Control process flow diagrams (Section 3.0).

2.1 Request Phase (See Diagram 3.1)

Any project team member may request a change to the technical, schedule, and
cost baselines by generating a Change Request form and submitting it to a
member of the Change Control Board for concurrence.

1 - The Originator prepares the Change Request.

The originator prepares the Change Request form in accordance with the
document instructions. Change Request status at this stage is “New.”

2 - The Change Control Board member concurs with the Change Request.
The originator must then obtain the concurrence of one member of the
Change Control Board in order for the request to be accepted for
consideration. The concurring member signs the Change Request in the
‘Concurrence’ block.

3 - The Change Control Board member initiates the Change Impact Assessment
process.
If the Change Impact Assessment has not been completed on the Change
Request form, the Change Control Board member assigns actions for
analyses of potential technical, schedule, cost and quality/safety effects of
the proposed change. Primary responsibility is typically assigned to a
Control Account Manager.

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4 - The Project Management & Integrated Planning Department enters the Change
Request in the Change Request Log.
After Change Control Board member concurrence is obtained, PM&IP
assigns a number (scheme: FY - sequence #, e.g., 05-001) to the Change
Request and enters it in the Change Request Log as “Open.” PM&IP
maintains this log as a database, updating information each time there is a
change to the status of a Change Request. For Class 1-2 and Class 3
changes, PM&IP distributes the Change Request to members of the
Change Control Board, and places the Change Request on the agenda for
the next Change Control Board meeting.

5 - The Control Account Manager coordinates inputs to the Change Impact

Assessment.
The assigned Control Account Manager ensures the Change Impact
Assessment section is completed. The Change Impact Assessment records
the potential impacts of the proposed change to the technical, schedule and
cost baselines and also to safety and quality. The Control Account
Manager coordinates inputs from relevant parties, such as scientists,
engineers, contractors, and quality and safety personnel, to document these
potential impacts. Continuation pages are attached to the Change Request
form where space is insufficient.

6 - The Control Account Manager establishes the classification of the Change

Request.
After reviewing the Change Impact Assessment and exhibits, the Control
Account Manager establishes the Change Request classification. The
Control Account Manager selects the appropriate class and signs the
appropriate block on the Change Request form.

7 - The Associate Project Manager concurs with the classification of the Change
Request.
The Associate Project Manager reviews the classification assigned by the
Control Account Manager and, if he concurs, signs the adjacent block.

8 - The Project Management & Integrated Planning Department approves the

classification of the Change Request.
The PM&IP Manager reviews the classification assigned by the Control
Account Manager and, if he concurs, signs the next block on the Change
Request form. The classification may also be reviewed and changed by
the Change Control Board.

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2.2 Review Phase (See Diagram 3.2)

After the Change Request has been generated, impacts have been assessed, and an
approved classification level has been established, it enters the Review Phase
where the proposed change is evaluated and approved by an appropriate authority.
For Class 1-2 Change Requests that will go to the Project Customer, this will be
an external approval process. Class 3-5 Change Requests follow an internal
approval process.

• External Approval

9 - The Project Management & Integrated Planning Department updates the

Change Request Log.
Once PM&IP has approved the classification level, the Change Request
enters the Review Phase. PM&IP monitors the status of Change Requests
awaiting action.

10 - The Change Control Board evaluates the Class 1-2 Change Request.
For Class 1-2 Change Requests, PM&IP distributes the Change Request to
members of the Change Control Board and places the Change Request on
the agenda for the next board meeting. The Change Control Board
evaluates the Class 1-2 Change Request package and recommends action
to the Project Manager.

11 - The Project Manager reviews the Class 1-2 Change Request.

The Project Manager reviews the Class 1-2 Change Request package and
Change Control Board recommendations. The Project Manager prepares a
submission to the Project Customer in accordance with customer
procedures which may include a Baseline Change Control Board. This
may include the Change Request as received, with some or all of the
exhibits, or it may be a letter extracted from the Change Request material
with additional amplification where necessary.

12 - The Project Customer approves/disapproves the Class 1-2 Change Request.

For Class 1-2 Change Requests, the Project Customer is the final
approving authority. Approval is indicated by signature in the appropriate
'Final Approval' block on the Change Request form. The approved Class
1-2 Change Request package is then returned to the Project Manager.

13 - The Project Manager reviews the Project Customer Change Request actions.
The Project Manager reviews the decisions of the Project Customer and
documents any impacts to the project plans in the Recommendation and
Disposition section of the Change Request.

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14 - The Project Management & Integrated Planning Department determines the

approval status of the Change Request.
PM&IP updates the Change Request Log after the review process has
been completed. At this stage, the Change Request can be deferred,
approved, disapproved or determined to be a duplicate of a previously
submitted Change Request. Any disapproved CR is sent back to the
affected Control Account Manager who will consult with the originator to
determine any further action.

• Internal Approval

9 - The Project Management & Integrated Planning Department updates the

Change Request Log.
Once PM&IP has approved the classification level, the Change Request
enters the Review Phase. PM&IP monitors the status of Change Requests
awaiting action.

10 - The Change Control Board evaluates the Class 3 Change Request.

For Class 3 Change Requests, PM&IP distributes the Change Request to
members of the Change Control Board and places the Change Request on
the agenda for the next board meeting. The Change Control Board
evaluates the Class 3 Change Request package and recommends action to
the Project Manager.

11 - The Project Manager reviews the Class 3 Change Request.

The Project Manager reviews the Class 3 Change Request package and
Change Control Board recommendations.

12 - The Project Manager approves/disapproves the Class 3 Change Requests.

For Class 3 Change Requests, the Project Manager is the final approving
authority. Approval is indicated by signature in the appropriate 'Final
Approval' block on the Change Request form. The approved Class 3
Change Request package is forwarded to PM&IP.

13 - The Associate Project Manager evaluates the Class 4 Change Request.

The Associate Project Manager evaluates Class 4 Change Requests.

14 - The Associate Project Manager approves/disapproves the Class 4 Change

Request.
For Class 4 Change Requests, the Associate Project Manager is the final
approving authority. Approval is indicated by signature in the appropriate
'Final Approval' block on the Change Request form. The approved Class
4 Change Request package is forwarded to PM&IP.

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15 - The Control Account Manager evaluates the Class 5 Change Request.

The Control Account Manager evaluates Class 5 Change Requests.

16 - The Control Account Manager approves/disapproves the Class 5 Change

Request.
For Class 5 Change Requests, the Control Account Manager is the final
approving authority. Approval is indicated by signature in the appropriate
'Final Approval' block on the Change Request form. The approved Class
5 Change Request package is forwarded to PM&IP.

17 - The Project Management & Integrated Planning Department determines the

approval status of the Change Request.
PM&IP updates the Change Request Log after the review process has
been completed. At this stage, the Change Request can be deferred,
approved, disapproved or determined to be a duplicate of a previously
submitted Change Request. Any disapproved CR is sent back to the
affected Control Account Manager who will consult with the originator to
determine any further action.

2.3 Documentation Phase (See Diagram 3.3)

After the Change Request has been reviewed and approved by the appropriate
authority, it enters the Documentation Phase where the proposed change is fully
documented and implemented.

18 - The Project Management & Integrated Planning Department issues the

Change Order.
PM&IP issues a Change Order for the approved Change Request. The
Change Order is a completed, approved Change Request.

19 - The Associate Project Manager updates the technical documentation.

Upon receipt of a Change Order, the affected Associate Project Manager
ensures any relevant technical documentation (drawings, specifications,
etc.) is revised.

20 - The Project Management & Integrated Planning Department updates the

Performance Measurement Baseline and Working Detail Schedule.
PM&IP updates the Performance Measurement Baseline, the Working
Detail Schedule and the associated Earned Value data. Historical EV data
will not be revised. To improve document traceability, only one approved
Change Request will be implemented in the Schedule Management
System at a time.

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21 - The Control Account Manager implements the approved Change Order.

The Control Account Manager performs the effort in accordance with the
updated Change Order.

3.0 Process Flow Diagrams

3.1 Request Phase Flow Diagram
3.2 Review Phase Flow Diagrams
• External Approval
• Internal Approval
3.3 Documentation Phase Flow Diagram

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 1
Generate
Originator Change
Request

5 6
Control Coordinate Establish
Account Inputs CR
to CIA Class
Manager
3.1 Request Phase Flow Diagram

7
Associate Concur with
Project CR
Class

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Manager

4 8
Enter to
Approve
CR into
PM&IP CR REVIEW
CRL
Class PHASE
“Open”

2 3
Change CR: Change Request
Member Initiate
Control CIA CIA: Change Impact Assessment
No Concurs? Yes
Board CRL: Change Request Log
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 9 14
from Monitor Update to
PM&IP REQUEST CR CRL DOCUMENTATION
PHASE Status “Approved” PHASE

Change 10
Evaluate
Control Class 1-2
Board CR

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11 13
Project Review Review
Class 1-2 Customer
Manager CR CR Action
3.2 Review Phase Flow Diagram (External Approval)

12
Project Approve/
Disapprove
Customer Class 1-2 CR
CR: Change Request
CRL: Change Request Log
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Control Evaluate Approve/
Account Class 5 Disapprove
CR Class 5 CR
Manager

13 14
Associate Evaluate Approve/
Project Class 4 Disapprove
CR Class 4 CR
Manager

9 17
from Monitor Update to
PM&IP REQUEST CR CRL DOCUMENTATION

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PHASE Status “Approved” PHASE
3.2 Review Phase Flow Diagram (Internal Approval)

10
Change Evaluate
Control Class 3
CR
Board

11 12
Review Approve/
Project Class 3 Disapprove
CR: Change Request
Manager CR Class 3 CR
CRL: Change Request Log
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 21
Control Implement
Account Change
Order
Manager

19
Associate Update
Project Technical
3.3 Documentation Phase Flow Diagram

Documents
Manager

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20

Update
PMB
18
from Issue
PM&IP REVIEW Change
PHASE Order 20
Update
Working
Detail
Schedule
PMB: Performance Measurement Baseline
Project Control System Manual