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

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) CategoryDescription PSIStaff PFEFellows PIKIn Kind PPAPaid Associates PPJProject Associates POMOther Manpower CategoryDescription MSP Supplies and procurement MISIndustrial services MIK Materials provided by external sources MTP Third party payments (incl. doctoral/technical students etc.)

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 - Actual Cost The costs actually incurred in accomplishing the work performed Retrieved from an accounting system (CET-system at CERN)

12. EVM example: 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 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 -> WORK UNITS CERN SLAC KEK

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 data Management of CAD-data Management of product lifecycle data

24. 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 CERN EDMS

25. 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 CNC Item FEA

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

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

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?