TRIRIGA Capital Projects

System Requirements

Project Schedule

June 4, 2015

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Document Revision History

Version Revision Summary Author Date

Release 5

1.0

Managing Project Schedules Paul Tubinis

Erin Gross

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Contents

1 Project Requirements Overview .......................................................................................... 4

1.1 Background ...................................................................................................................... 4

1.2 Purpose, Scope and Objectives ........................................................................................ 4

1.3 Roles and Responsibilities ............................................................................................... 4

2 Assumptions, Constraints, and Dependencies, .................................................................... 6

2.1 Assumptions ..................................................................................................................... 6

2.2 Constraints ........................................................................................................................ 6

2.3 Dependencies ................................................................................................................... 6

3 Functional Capabilities ........................................................................................................ 6

4 Data Elements ...................................................................................................................... 7

5 Screenshots by Tab Exhibit ................................................................................................. 8

5.1 Schedule Tab .................................................................................................................... 8

5.2 Schedule Tab #2 ............................................................................................................... 9

5.3 Logic from original build for tracking schedule variance ................................................ 9

5.4 Schedule TRIRIGA Work Flow from original configuration ........................................ 11

6 Approvals and Signoff ....................................................................................................... 11

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1 Project Requirements Overview

ECM presently is using spreadsheets to track the progress of Capital Projects for FDD. ECM had

been given the opportunity in 2011 to use TRIRIGA as the web enabled tool to track Capital

Projects and report to leadership on the status of Capital Projects using a report from TRIRIGA

application to support the monthly IPR process. Approximately 90 projects were input into

TRIRIGA and were actively tracked criteria including cost, schedule and other high level details.

1.1 Background

The requirements were started in February of 2012. It took approximately 6 months for the phase

one functionality to be completed. Due to multiple factors the ability to use TRIRIGA to track

projects was stopped in 2013. The TRIRIGA platform and applications were upgraded and the

entire configuration for ECM to use TRIRIGA to track Capital Projects was no longer available.

This removal of the technology platform for managing Requests for Project and day to day

activities of a project once it has been funded has forced the ECM team to use spreadsheets,

emails and other manual tools and files to manage complex business process associated with

WHS projects.

ECM at any time can have 75-100 projects either in the construction phase or in the investigating

the requests that have been made by the different Agencies.

1.2 Purpose, Scope and Objectives

ECM has a monthly process known as the IPR report that uses gantt chart capabilities to look at

the original baseline date and changes to the project schedule. The data for this report includes

the ability to portray Schedule Variance’ PoP, SPI and other key project points from schedule

maintenance.

1.3 Roles and Responsibilities

POC Agency Role

Greg Parker FSD/PCD/PMO PMO Program Manager

Mike Stebbing FSD/EECM/PCD Stakeholder (SME)

Paul Tubinis NET TRIRIGA (SME)

Faizullah Khattak FSD/FFD/FBSO COR

Adetutu Bosede EISTD Application Development Manager

Aaron Foster EITSD IFSA Project Manager

Erin Gross FBSO TRIRIGA Assistant Business Analyst

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2 Assumptions, Constraints, and Dependencies,

2.1 Assumptions

TRIRIGA application set has the capability to manage complex project data.

2.2 Constraints

2.3 Dependencies

The system must be able to upload documents.

The system Gantt chart capabilities are required to function in the system. At this time this

function does not work in TRIRIGA Business Processes

ECM has a monthly process known as the IPR report that uses gantt chart capabilities to look at

the original baseline date and changes to the project schedule. The data for this report includes

the ability to portray Schedule Variance’ PoP, SPI and other key project points from schedule

maintenance.

3 Functional Capabilities

Req. # Requirement Comments Priority Date

Rvwd

1 Ability to pick project templates

on the schedule tab. There will

be 4 different templates.

2 Ability to have the system check

project status based on a date in

time to support the monthly IPR

process

3 Produce IPR Green, Yellow, Red

Report

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4 Data Elements Review/

Revise

# Data Element Label Type Required? Format Default

Value

Description

Schedule Tab Probable

move to

when we do

the schedule

5.1 Add a field titled:

“Project % Complete”

Calculated

Probable

move to

when we do

the schedule

5.2 Add a field titled:

“Schedule Variance”

Calculated Values:

TBD

Probable

move to

when we do

the schedule

5.5 Add a field titled:

“SPI”

Calculated Calculations:

Earned Value

Planned Value

Probable

move to

when we do

the schedule

5.6 Add a field titled:

“PoP”

Calculated Calculated from

“Planned Start” to that of

the “Planned End”

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5 Screenshots by Tab Exhibit

5.1 Schedule Tab

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5.2 Schedule Tab #2

5.3 Logic from original build for tracking schedule variance

The decision tree for calculating the baseline schedule variance is as follows:

After the upload of the project is initiated (or an upload to update the project) the system runs a

number of work flows in the back ground. One of those workflows runs the following number of

checks against Planning, Design, and Construction tasks associated to the Project.

1. If there is no base line end date in the tasks it maps an "Incomplete Data" value to the

field, if there is a value in all the tasks it move to the next validation;

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2. If the Project status is Cancelled, Close-Out, or On-hold the field is set to "NOT

APPLICABLE"; if the validation fails, and the Project status is anything but the aforementioned,

it moves to the next validation;

3. If there is no value in the Project Actual Start Date the field is set to "Not

APPLICABLE", if there is a value, it moves to the next validation;

4. If there is a value in the Construction Task's Actual Start date:

4.1 And the Base Line Start Date is less than the Actual Start date the field is mapped

with "DELAYED"

4.2 And the Base Line Start Date is greater than the Actual Start Date the field is

mapped with "ON SCHEDULE"

5. If there is a value in the Design Task Actual End date:

5.1 And the Base Line Start Date is less than the Actual Start date the field is mapped

with "DELAYED"

5.2 And the Base Line Start Date is greater than the Actual Start Date the field is

mapped with "ON SCHEDULE"

6. If there is a Value in the Planning task Actual Start Date:

6.1 And the Base Line Start Date is less than the Actual Start date the field is mapped

with "DELAYED"

6.2 And the Base Line Start Date is greater than the Actual Start Date the field is

mapped with "ON SCHEDULE"

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5.4 Schedule TRIRIGA Work Flow from original configuration

6 Approvals and Signoff

Digitally signing this document below constitutes my concurrence.

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Government Manager Approval (digital signature)

Digitally signing this document below constitutes my concurrence.

Application Development Manager Approval (digital signature)