successfully presenting your microsoft project reports
TRANSCRIPT
FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
Successfully Presenting Your Microsoft Project Reports
► What to include in a project status report
► Presenting one or more projects on a single page, at a high level
► Reports:
► Highlighting milestones and project/phase/task hierarchies
► Link ancillary data to your report
► Distribution: Web, reader, Word, PowerPoint
Objectives
• Multi-tier reports
• Earned value
• Key milestones roll-up
• Stoplight at-a-glance status
• Milestones only
• Critical path
• Finish dates
• Budget/Cost
Translate your project details into a brief summary which clearly conveys the project plan/status
► Microsoft Project reports
Delivery Mediums
Earned Value Report
Critical Tasks Report
What are your options?
Printed Gantt chart
► Drawing packages: PowerPoint, Visio, Excel
Delivery Mediums
► 3rd Party Tools: Milestones Professional, Milestones Project Companion, PERT Chart Expert, WBS Chart Pro,…
Delivery Mediums
2004
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Baseline Project Summary Phase End Milestone Phase Start
Current Status
Delivery Behind Schedule Ahead of Schedule On Schedule
Contract Status Report
DeliveryDate
Projects Ahead /Behind
PercentComplete
A
A
B BC
C
D
D
EE
12/15 All Projects 28%
P1 P2 A P3 P4
A7/7Project A 56%
BP1 P2 P3 P4 B10/26Project B 13%
P1 C P2 P3 P4
C12/15Project C 26%
DP1 P2 P3 P4
D12/1Project D 22%
P1E
P2 P3 P4 E8/23Project E 32%
A
A
B BC
C
D
D
EE
P1 P2 A P3 P4
A
BP1 P2 P3 P4 B
P1 C P2 P3 P4
C
DP1 P2 P3 P4
D
P1E
P2 P3 P4 E
FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
► Manually draw from MSP data
► Export into another tool
► Automate with a custom program
What to include in a project status report
2004
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Baseline Project Summary Phase End Milestone Phase Start
Current Status
Delivery Behind Schedule Ahead of Schedule On Schedule
Contract Status Report
DeliveryDate
Projects Ahead /Behind
PercentComplete
A
A
B BC
C
D
D
EE
12/15 All Projects 28%
P1 P2 A P3 P4
A7/7Project A 56%
BP1 P2 P3 P4 B10/26Project B 13%
P1 C P2 P3 P4
C12/15Project C 26%
DP1 P2 P3 P4
D12/1Project D 22%
P1E
P2 P3 P4 E8/23Project E 32%
A
A
B BC
C
D
D
EE
P1 P2 A P3 P4
A
BP1 P2 P3 P4 B
P1 C P2 P3 P4
C
DP1 P2 P3 P4
D
P1E
P2 P3 P4 E
► Whatever “they” tell you to
► Baseline/Current finish dates
► Major milestones
► Percent complete status
► Delivery dates
What to include in a project status report
► Phase status (drill-down)
2004Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Baseline Project Summary Phase End Milestone Phase Start
Current Status
Delivery Behind Schedule Ahead of Schedule On Schedule
Contract Status Report
DeliveryDate
Projects Ahead /Behind
PercentComplete
A
A
B BC
C
D
D
EE
12/15 All Projects 28%
P1 P2 A P3 P4
A7/7Project A 56%
2/17Phase 1 100%
3/24Phase 2 100%
4/28Phase 3 47%
7/7Phase 4 0%
A
A
B BC
C
D
D
EE
P1 P2 A P3 P4
A
P1
P2
A P3
P4
A
What to include in a project status report
► Phase status (drill-down)
► Planned and current costs
► Forecasted costs
2002
March April May
Current Dates Baseline Dates Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWSBCWPBudgetACWPEAC
Project Status Report
Project/Phase
EAC TotalBudget
BCWS ACWP BCWP PRCNTCMPLT
Project ABC$2,340 $2,975 $1,714 $1,575 $1,962 66.0%
Phase 1$351 $300 $300 $350 $300 100.0%
Phase 2$400 $400 $400 $400 $400 100.0%
Phase 3$343 $250 $117 $175 $128 51.1%
Phase 4$254 $725 $580 $200 $564 77.8%
Phase 5$188 $400 $168 $100 $211 52.6%
Phase 6$315 $350 $113 $200 $223 63.6%
Phase 7$490 $550 $37 $150 $138 25.0%5/17
Delivery
BCWS = Budget x % of Duration to Current Date BCWP = Budget x % Complete Estimate at Completion = (ACWP / BCWP ) x Budget
*** BCWS and Budget are allocated to baseline task bars.
What to include in a project status report
► Phase status (drill-down)
► Planned and current costs
► Forecasted costs
► Earned value
FY04
July August September October November December
Earned Valuegreater than Cost
Cost = Earned Value
Cost greater thanEarned Value
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Phases
ACWP BCWP Budget Status
Project 1 $1,185 $1,608 $2,975
Research $200 $300 $300
Design $400 $400 $400
Procurement $175 $250 $250
Production $200 $420 $725
Testing $210 $239 $400
Review $0 $0 $350
Delivery $0 $0 $550
ACWP
Budget
BCWP
Contracts review: 10-15-04
Sign Off: _________________
From Project details to presentation summary
How do you get from here...
...to here?
FY03 FY04
Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Phase End CDRL Slipped Milestone No Go Go
Summary of All Projects Aerospace Company
Projects GO/NO-GO
Status ReviewNOTES
Sign Off
Space Station
Booster
RPV
Strike System
Nuclear Umbrella
Design
CDRL 1
Prototype
CDRL 2
PDR
CDRL 3
CDR
CDRL 4
DEL
CDRL 5Design
CDRL 1
Prototype
CDRL 2 CDRL 3
PDR
CDRL 4
CDR DEL
CDRL 5Design
CDRL 1
Prototype
CDRL 2
PDR
CDRL 3
CDR
CDRL 4
DEL
CDRL 5Design
CDRL 1
Prototype
CDRL 2
PDR
CDRL 3
CDR
CDRL 4
DEL
CDRL 5Design
CDRL 1
Prototype
CDRL 2
PDR
CDRL 3
CDR
CDRL 4
DEL
CDRL 5
Status Review Meeting7/15/03
► Manually draw from MSP data
► Export into another tool
► Automate with a custom program
Create presentation reports using Milestones
► MS Project-to-Milestones Professional import wizard
Critical tasks report
► Report status of critical tasks, only, by importing
'98 '99 '00 '01
Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
Summary Current Plan Baseline
Page 1 of 1 9/9/03
Aerospace Project Plan
NameWBS % Cost RemainingCost
ResourceInitials
SYSTEM ENGINEERING2 24% $213,648 $161,844
System Engineering Complete
2.6 10% $26,800 $24,227 J,B,H
SPACECRAFT ENGINEERING
3 24% $658,048 $506,451
ORBIT ADJUST PROPULSION
3.5 33% $536 $359 J,B,H
CONTAINMENT SYSTEM
3.13 15% $45,560 $38,726 J,B,H
Spacecraft Engineering Complete
3.14 12% $0 $0 J,B,H
Assurance and Testing Complete
9.11 22% $0 $0 J,B,H
System Engineering Complete
CONTAINMENT SYSTEM
.
There can’t be a crisis next week. My schedule is already full.
--Henry Kissinger
Critical tasks report
▼ Highlight critical tasks within all tasks
2004
February March April
2 9 16 23 1 8 15 22 29 5 12 19 26
Critical Path Project Status Review Critical Milestone Critical Task Normal Task
Smith Interior Remodel Valley Commercial Construction
4745 Palm Ave. • Fullerton, CAJob No.: 980045.05 • Cmpl.: 04/15/02
Start Finish Critical?
Soft Demo 2/10 2/18Sawcut & Demo-Structural 2/14 2/18HVAC-Rough 2/17 3/17Wall Saw & Demo 2/18 2/24Structural Concrete-Rebar 2/21 2/27Skylights 2/21 3/10Electrical-Rough/Finish 2/21 4/21Overhead Doors 2/26 3/1Inspection-Structural Rebar 2/27 2/27Structural Concrete-Pour 2/28 3/3Service/Repair Elevator 2/28 3/3Structural Steel-Install 3/3 3/13T-bar Grid Repair 3/9 3/17Inspection-Walls 3/10 3/10Inspection-Drywall Screw 3/14 3/14Mud & Tape 3/14 3/21Mezzanine Demo 3/15 3/24Doors/Frame/Hardware 3/21 3/24Spiveco Equip Move-In 3/24 3/24T.C.O. from City 3/24 3/24Ceiling Tile 3/31 4/11Inspection-Ceiling 3/31 4/4Paint 4/11 4/19Carpet 4/13 4/20Inspection-Elec, Mech & Fire 4/20 4/20Inspection-Building Final 4/24 4/27
2004
February March April
2 9 16 23 1 8 15 22 29 5 12 19 26
Critical Path Project Status Review
Critical Milestone
Critical Task
Normal Task
Smith Interior Remodel Valley Commercial Construction
4745 Palm Ave. • Fullerton, CAJob No.: 980045.05 • Cmpl.: 04/27/04
Start Finish Critical?
Structural Concrete-Rebar 2/21 2/27
Inspection-Structural Rebar 2/27 2/27
Structural Concrete-Pour 2/28 3/3
Structural Steel-Install 3/3 3/13
Inspection-Walls 3/10 3/10
Inspection-Drywall Screw 3/14 3/14
Inspection-Ceiling 3/31 4/4
Inspection-Elec, Mech & Fire 4/20 4/20
Inspection-Building Final 4/24 4/27
▼ Filter for critical tasks
Finish dates report
▼ Display all finish dates ► Finish dates rolled-up
'99
Q1 Q2 Q3
Not Started In Progress Completed Critical Finish Summary
Page 1 of 7 9/9/03
Project Plan
NameStatus%Complete
Task 160.00%
Task 1-150.00%
Task 1-2100.00%
Task 1-331.00%
Task 1-3-A50.00%
Task 1-3-B0.00%
Task 1-40.00%
Task 1-50.00%
Task 20.00%
Task 320.00%
Task 3-1100.00%
Task 3-280.00%
Task 3-316.00%
Task 3-40.00%
0.00%
Task 429.00%
Task 4-131.00%
Task 4-227.00%
Task 537.00%
Task 5-180.00%
Task 5-240.00%
Task 5-320.00%
Task 1
Task 1-1
Task 1-2
Task 1-3
Task 1-3-A
Task 1-3-B
Task 1-4
Task 1-5
Task 2
Task 3
Task 3-1
Task 3-2
Task 3-3
Task 3-4
Task 4
Task 4-1
Task 4-2
Task 5
Task 5-1
Task 5-2
Task 5-3
.
When will it be finished?
• Finish date milestones
• Stoplight status:
– Not started
– In progress
– Complete
• Percent Complete
Finish dates report
► Display all finish dates ▼ Finish dates rolled-up
'99
Q2 Q3 Q4 Q1
Presentation Timeline of End Dates
Project
Task 1
Task 2
Task 3
Task 4
Task 5
Task 8
Task 9
(1) Task 1-2
(2) Task 1-1
(3) Task 1-3
(4) Task 1-4
(5) Task 1-5
(1) Task 3-1
(2) Task 3-2
(3) Task 3-3
(4) Task 3-4
(1) Task 4-1
(2) Task 4-2
(1) Task 5-1
(2) Task 5-3
(3) Task 5-2
(4) Task 5-4
(5) Task 5-5
(1) Task 8-1
(2) Task 8-2
(3) Task 8-3
(4) Task 8-4
(5) Task 8-5
(6) Task 8-6
(7) Task 8-7
(8) Task 8-8
(9) Task 8-9
(10) Task 8-10
(11) Task 8-11
(12) Task 8-12
(13) Task 8-13
(14) Task 8-14
(15) Task 8-15
(16) Task 8-16
(1) Task 9-1
(2) Task 9-2
(3) Task 9-3
.
Budget status report
2003 2004 2005
FY03 FY04 FY05 FY06
Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1
Baseline Phase 1 Phase 2 Phase 3 Complete /Delivery
ProjectReview
Cost to date $206 $418 $398 $491 $783 $290 $45Budget $171 $389 $359 $433 $711 $272 $428 $393 $187 $106 $0 $2
$0$195$390$585$780Cost to date
Budget
Cumulative costs $206 $623 $1,021 $1,513 $2,296 $2,585 $2,630Cumulative budget $171 $560 $919 $1,352 $2,063 $2,334 $2,762 $3,155 $3,342 $3,448 $3,448 $3,450
$0$862
$1,724$2,586$3,448Cumulative costs
Cumulative budget
Quarterly Budget Status Review
Task%Cmplt.
Budget Costto Date
Variance
Aircraft
MissileOrdn Software Environ DoD Aerospace Project62% $3,450 $2,630 $820
Aircraft52% $1,250 $800 $450
Electronic67% $1,000 $700 $300
Missile100% $550 $600 ($50)
Ordnance100% $100 $100 $0
Software80% $500 $425 $75
Environmental9% $50 $5 $45
Aircraft
MissileOrdn Software Environ
10/05Aircraft
3/05Electronic
6/04Missile
3/04Ordn
12/04Software
7/05Environ
** Dollars in Millions
A budget takes the fun out of money.— Mason Cooley, U.S. aphorist
▼ Budget, cost, variance ▼Graph by time period & cumulative
Reporting earned value
▼ Earned value for the “detailed numbers person”
Reporting earned value
▼ Earned value for the visual (graph), numbers (columns), and spatial (timeline)
2002
October November December
BCWP = ACWP BCWP > ACWP ACWP > BCWP
Summary Status Task
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
$4,000
BCWPBudgetACWP
Earned Value Report Contract Review
Project /Tasks
Budget ACWP BCWS BCWP PRCNTCMPLT
SV CV
All Projects $4,025 $2,604 $3,004 $3,256 74.6% $254 $653
Project 1 $950 $772 $844 $867 88.9% $23 $95
Task 1-A $300 $220 $300 $300 100.0% $0 $80
Task 1-B $400 $360 $400 $400 100.0% $0 $40
Task 1-C $250 $192 $144 $167 66.7% $23 ($25)
Project 2 $1,300 $922 $1,019 $1,121 78.4% $102 $199
Task 2-A $725 $475 $577 $636 87.8% $59 $161
Task 2-B $225 $150 $166 $188 83.3% $22 $38
Task 2-C $350 $297 $276 $297 84.8% $21 $0
Project 3 $1,775 $910 $1,140 $1,269 64.2% $129 $359
Task 3-A $550 $300 $420 $450 81.8% $30 $150
Task 3-B $800 $450 $540 $600 75.0% $60 $150
Task 3-C $425 $160 $180 $219 51.5% $39 $59
FinalReview
BCWP = ACWP BCWP > ACWP ACWP > BCWP
Summary Status Task
ACWP
Budget BCWP
Schedule Variance = BCWP - BCWS Cost Variance = BCWP - ACWP Cost Performance Index = BCWP / ACWP Schedule Performance Index = BCWP / BCWS
Baseline and current dates
▼Juxtapose baseline and current datesThe best-laid schemes of mice and men
Often go awry,And leave us nothing but grief and pain,
Instead of promised joy!— Robert Burns
Baseline and current dates
▼Juxtapose baseline and current finish dates as dates, milestones, and stoplights
'98 '99 '00 '01Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Baseline Finish Scheduled Finish Ahead of Schedule
On target Behind Schedule
9/9/03
Aerospace Project Plan
ScheduledFinish
BaselineFinish
Project Ahead/Behind
Status
9/1/987/9/98PROJECT MANAGEMENT 38
9/1/988/1/98PLANNING 22
12/1/999/9/99SYSTEM ENGINEERING 59
1/19/991/7/99REQUIREMENTS 8
3/30/993/4/99ANALYSIS 18
5/25/995/6/99INTEGRATION 12
7/6/996/17/99MISSION OPERATIONS 13
9/22/999/9/99SYSTEM TEST PLANNING 9
12/1/999/9/99System Engineering Complete 59
6/12/016/12/01SPACECRAFT ENGINEERING 0
12/2/9912/2/99COMMAND AND CONTROL 0
6/5/006/5/00ATTITUDE CONTROL 0
10/9/0010/9/00POWER 0
6/11/016/11/01THERMAL 0
6/12/016/12/01ORBIT ADJUST PROPULSION 0
1/29/981/29/98TANK 0
3/12/983/12/98VALVES 0
4/30/984/30/98THRUSTER 0
5/28/985/28/98DESIGN 0
7/23/987/23/98FABRICATE 0
8/20/988/20/98ASSEMBLE 0
9/17/989/17/98TEST 0
PROJECT MANAGEMENT
PLANNING
SYSTEM ENGINEERING
REQUIREMENTS
ANALYSIS
INTEGRATION
MISSION OPERATIONS
SYSTEM TEST PLANNING
System Engineering Complete
SPACECRAFT ENGINEERING
COMMAND AND CONTROL
ATTITUDE CONTROL
POWER
THERMAL
ORBIT ADJUST PROPULSION
TANK
VALVES
THRUSTER
DESIGN
FABRICATE
ASSEMBLE
TEST
.
Baseline and current dates
▼Juxtapose baseline and current task bars, start/finish dates and duration
2004
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Current Dates / Completed Current Dates / Incomplete Baseline Dates
Project Baseline and Current Status
Project& Phase
Base/ActVariance
CurrentDuration
CurrentStart
CurrentFinish
BaselineStart
BaselineDuration
BaselineFinish
1/20 11/19
1/14 11/19
Project ABC -34 280d 1/14 11/19 1/20 246d 11/19
Research 11 48d 1/14 3/1 1/20 59d 3/18
Development 7 28d 2/19 3/17 2/25 35d 3/30
Prototype production
2 30d 3/25 4/23 3/23 32d 4/23
Testing -11 55d 5/3 6/26 5/9 44d 6/21
Final production
-43 117d 6/30 10/24 8/12 74d 10/24
Approval 0 1d 11/7 11/7 11/7 1d 11/7
Delivery 0 1d 11/19 11/19 11/19 1d 11/19
1/20 11/19
1/14 11/19
1/14
1/20
3/1
3/18
2/19
2/25
3/17
3/30
3/23
3/25 4/23
4/23
5/3
5/9 6/21
6/26
6/30
8/12
10/24
10/24
11/7
11/7
11/19
11/19
Baseline and current dates
▼Juxtapose baseline and current costs as values, graph, and stoplights
2003 2004Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Baseline Track Revised Track Current Status Delivery
$0
$200,000
$400,000
$600,000Baseline Costs
Current Costs
$0
$1,000,000
$2,000,000
$3,000,000Cumulative Baseline Costs
Cumulative Current Costs
Baseline vs. Current Costs and Finish Dates Project Status Report
BaselineFinish
RevisedFinish
PhasePercent Complete
BaselineCost
CurrentCosts
CostVariance
6/236/13Phase 1100% $500,000 $400,000 $100,000
10/110/17Phase 2100% $750,000 $800,000 ($50,000)
2/202/19Phase 3100% $450,000 $350,000 $100,000
7/56/29Phase 466% $500,000 $100,000 $400,000
11/212/9Phase 598% $900,000 $0 $900,000
Delivery
At-a-glance stoplight reports
▼Shapes and colors to indicate healthIn preparing for battle I have always found that plans are useless, but planning is indispensable.
—Dwight D. Eisenhower
2004Q1 Q2
January February March April May June
Summary Ahead of schedule Task is in progress On Budget
Phase Complete On schedule Task is complete Over Budget
Phase Incomplete Behind schedule Under Budget
CostStatus
Days toCompletion
Project/Employee
Ahd/BhdStatus
PercentComplete
ProjectManager
$1000 Project A 100% Joe
$00Phase 1 100%
$2000Phase 2 100%
($100)0Phase 3 100%
$505 Project B 95% Mary
$500Phase 1 100%
$00Phase 2 100%
$05Phase 3 77%
$15047 Project C 48% Bill
$500Phase 1 100%
$022Phase 2 33%
$10025Phase 3 0%
Summary Ahead of schedule Task is in progress On Budget
Phase Complete On schedule Task is complete Over Budget
Phase Incomplete Behind schedule Under Budget
Highlight milestones and schedule hierarchies
▼In a sea of start dates, end dates, rows of activities, and columns of data, how can the major milestones and activity rows stand out?
► Move major milestones to summary lines
► Enlarge the physical size of the milestone
► Use striking colors, like red
► Circle major milestones
► Use shapes which convey a sense of a major event
► Use a column which marks major tasks
► Filter to display only the major activities
► Shade by outline level
2004
February March April
2 9 16 23 1 8 15 22 29 5 12 19 26
Critical Path Project Status Review Critical Milestone Critical Task Normal Task
Smith Interior Remodel Valley Commercial Construction
4745 Palm Ave. • Fullerton, CAJob No.: 980045.05 • Cmpl.: 04/15/02
Start Finish Critical?
Soft Demo 2/10 2/18Sawcut & Demo-Structural 2/14 2/18HVAC-Rough 2/17 3/17Wall Saw & Demo 2/18 2/24Structural Concrete-Rebar 2/21 2/27Skylights 2/21 3/10Electrical-Rough/Finish 2/21 4/21Overhead Doors 2/26 3/1Inspection-Structural Rebar 2/27 2/27Structural Concrete-Pour 2/28 3/3Service/Repair Elevator 2/28 3/3Structural Steel-Install 3/3 3/13T-bar Grid Repair 3/9 3/17Inspection-Walls 3/10 3/10Inspection-Drywall Screw 3/14 3/14Mud & Tape 3/14 3/21Mezzanine Demo 3/15 3/24Doors/Frame/Hardware 3/21 3/24Spiveco Equip Move-In 3/24 3/24T.C.O. from City 3/24 3/24Ceiling Tile 3/31 4/11Inspection-Ceiling 3/31 4/4Paint 4/11 4/19Carpet 4/13 4/20Inspection-Elec, Mech & Fire 4/20 4/20Inspection-Building Final 4/24 4/27
'98 '99 '00 '01
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Summary Current Plan Baseline Critical Slack
Page 1 of 1 9/9/03
Aerospace Project Plan
NameMajorMilestone
BaselineStart
BaselineFinish
Spacecraft Engineering Complete
True 01/14/99 01/14/99
Assurance and Testing Complete
True 01/14/99 01/14/99
Software CompleteTrue 01/14/99 01/14/99
Space Vehicle CompletedTrue 09/09/99 09/09/99
.
'98 '99 '00 '01
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Summary Current Plan Baseline Critical Slack
Page 1 of 3 9/9/03
Aerospace Project Plan
NameMajorMilestone
BaselineStart
BaselineFinish
PROJECT MANAGEMENTFalse 01/02/98 07/09/98
PLANNINGFalse 01/01/98 08/01/98
SYSTEM ENGINEERINGFalse 07/10/98 09/09/99
REQUIREMENTSFalse 07/10/98 01/07/99
ANALYSISFalse 01/08/99 03/04/99
INTEGRATIONFalse 03/05/99 05/06/99
MISSION OPERATIONSFalse 05/07/99 06/17/99
SYSTEM TEST PLANNINGFalse 06/18/99 09/09/99
System Engineering CompleteFalse 09/09/99 09/09/99
SPACECRAFT ENGINEERINGFalse 01/02/98 06/12/01
COMMAND AND CONTROLFalse 01/02/98 12/02/99
ATTITUDE CONTROLFalse 12/03/99 06/05/00
POWERFalse 06/06/00 10/09/00
THERMALFalse 10/10/00 06/11/01
ORBIT ADJUST PROPULSION
False 06/12/01 06/12/01
TANKFalse 01/02/98 01/29/98
VALVESFalse 01/30/98 03/12/98
THRUSTERFalse 03/13/98 04/30/98
DESIGNFalse 05/01/98 05/28/98
FABRICATEFalse 05/29/98 07/23/98
ASSEMBLEFalse 07/24/98 08/20/98
TESTFalse 08/21/98 09/17/98
PROJECT MANAGEMENT
PLANNING
SYSTEM ENGINEERING
REQUIREMENTS
ANALYSIS
INTEGRATION
MISSION OPERATIONS
SYSTEM TEST PLANNING
System Engineering Complete
SPACECRAFT ENGINEERING
COMMAND AND CONTROL
ATTITUDE CONTROL
POWER
THERMAL
TANK
VALVES
THRUSTER
DESIGN
FABRICATE
ASSEMBLE
TEST
.
Obstacles are those frightful things you see when you take your eyes off your goal.
—Henry Ford
Multi-tiered reports from multiple source files
Some people are much more... oh, ever so much more... oh, muchly much much more unlucky than you.
—Dr. Theodor Seuss Geisel
Multi-tiered reports from multiple source files
► Transform lots of project files...
...into mid-management reports...FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
'03 '04 '05 '06
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Summary Baseline Schedule Current Schedule Slack
$0
$180,000
$360,000
$540,000
$720,000
$900,000
$1,080,000
$1,260,000
$1,440,000
Baseline CostBCWPBCWSACWP
Earned Value ReportAerospace Project Plan
TASK BASELINECOST
ACTUAL(ACW P)
BCW P BCW S %
Project Summary $1,319,632 $402,777 $380,232 $1,319,632 27%
PROJECT MANAGEMENT $72,360 $69,546 $54,270 $72,360 75%
SYSTEM ENGINEERING $163,480 $51,804 $44,535 $163,480 19%
SPACECRAFT ENGINEERING $626,048 $151,597 $151,597 $626,048 23%
AIRBORNE SUPPORT EQUIPMENT
$536 $177 $177 $536 33%
MECHANICAL $32,160 $7,075 $7,075 $32,160 22%
ELECTRICAL $26,800 $11,792 $11,792 $26,800 44%
THERMAL CONTAMINATION $26,800 $5,896 $5,896 $26,800 22%
PRODUCT ASSURANCE $536 $177 $177 $536 33%
QUALITY ASSURANCE $198,856 $53,241 $53,241 $198,856 27%
LAUNCH SYSTEM INTEGRATION
$172,056 $51,472 $51,472 $172,056 30%
.
2003 2004
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Baseline Track Revised Track Current Status
$0
$200,000
$400,000
$600,000Baseline Costs
Current Costs
$0
$1,000,000
$2,000,000
$3,000,000Cumulative Baseline Costs
Cumulative Current Costs
Baseline vs. Current Costs and Finish Dates Project Status Report
BaselineFinish
RevisedFinish
PhasePercent Complete
BaselineCost
CurrentCosts
CostVariance
8/118/1Phase 1100% $500,000 $400,000 $100,000
11/1912/5Phase 2100% $750,000 $800,000 ($50,000)
4/94/8Phase 3100% $450,000 $350,000 $100,000
8/238/17Phase 432% $500,000 $100,000 $400,000
12/2112/15Phase 50% $900,000 $0 $900,000
2004Jan Feb Mar Apr May Jun Jul Aug
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
$0
$2,500
$5,000
$7,500
$10,000Budget
Costs to date
Remaining Funds
Projects Budget Report
FundingStatus
ProjectName
BudgetAmount
Coststo Date
RemainingFunds
Project 1 $2,000 $1,400 $600
Design $800 $800 $0
Construction $1,200 $600 $600
Project 2 $1,800 $1,600 $200
Design $600 $600 $0
Construction $1,200 $1,000 $200
Project 3 $4,000 $1,700 $2,300
Design $1,000 $1,100 ($100)
Construction $3,000 $600 $2,400
Project 4 $3,200 $2,300 $900
Design $1,500 $1,500 $0
Construction $1,700 $800 $900
1/27 3/12 5/11 6/17 7/24
3/2 3/28
4/6 7/5
2/13 3/19 5/12 6/6
2/22 3/11
3/23 5/22
2/26 4/27 6/14
3/30 4/12
4/25 7/22
3/24 4/27 6/21 7/29
4/4 5/2
5/10 7/9
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
...and one top level report of key milestones from the mid-level reports...
2004
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Current Status Project Summary Phase End Milestone Phase Start
Delivery Behind Schedule Ahead of Schedule On Schedule
Contract Status Report
DeliveryDate
Projects Ahead /Behind
PercentComplete
A AB BC C
D
D
E
E12/15 All Projects 28%
P1 P2
A
P3 P4
A7/7Project A 56%
B
P1 P2 P3 P4
B10/26Project B 13%
P1
C
P2 P3 P4
C12/15Project C 26%
DP1 P2 P3 P4
D12/1Project D 22%
P1E
P2 P3 P4
E8/23Project E 32%
A AB BC C
D
D
E
E
P1 P2
A
P3 P4
A
B
P1 P2 P3 P4
B
P1
C
P2 P3 P4
C
DP1 P2 P3 P4
D
P1E
P2 P3 P4
E
Multi-tiered reports from multiple source files
IMPORT
REFRESH
2004Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Current Status Project Summary Phase End Milestone Phase Start
Delivery Behind Schedule Ahead of Schedule On Schedule
Contract Status Report
DeliveryDate
Projects Ahead /Behind
PercentComplete
A AB BC C
D
D
E
E12/15 All Projects 28%
P1 P2
A
P3 P4
A7/7Project A 56%
B
P1 P2 P3 P4
B10/26Project B 13%
P1
C
P2 P3 P4
C12/15Project C 26%
DP1 P2 P3 P4
D12/1Project D 22%
P1E
P2 P3 P4
E8/23Project E 32%
A AB BC C
D
D
E
E
P1 P2
A
P3 P4
A
B
P1 P2 P3 P4
B
P1
C
P2 P3 P4
C
DP1 P2 P3 P4
D
P1E
P2 P3 P4
E
REFRESH
LINK KEY DATES
FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
'03 '04 '05 '06
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Summary Baseline Schedule Current Schedule Slack
$0
$180,000
$360,000
$540,000
$720,000
$900,000
$1,080,000
$1,260,000
$1,440,000
Baseline CostBCWPBCWSACWP
Earned Value ReportAerospace Project Plan
TASK BASELINECOST
ACTUAL(ACW P)
BCWP BCWS %
Project Summary $1,319,632 $402,777 $380,232 $1,319,632 27%
PROJECT MANAGEMENT $72,360 $69,546 $54,270 $72,360 75%
SYSTEM ENGINEERING $163,480 $51,804 $44,535 $163,480 19%
SPACECRAFT ENGINEERING $626,048 $151,597 $151,597 $626,048 23%
AIRBORNE SUPPORT EQUIPMENT $536 $177 $177 $536 33%
MECHANICAL $32,160 $7,075 $7,075 $32,160 22%
ELECTRICAL $26,800 $11,792 $11,792 $26,800 44%
THERMAL CONTAMINATION $26,800 $5,896 $5,896 $26,800 22%
PRODUCT ASSURANCE $536 $177 $177 $536 33%
QUALITY ASSURANCE $198,856 $53,241 $53,241 $198,856 27%
LAUNCH SYSTEM INTEGRATION $172,056 $51,472 $51,472 $172,056 30%
.
2003 2004
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Baseline Track Revised Track Current Status
$0
$200,000
$400,000
$600,000Baseline Costs
Current Costs
$0
$1,000,000
$2,000,000
$3,000,000Cumulative Baseline Costs
Cumulative Current Costs
Baseline vs. Current Costs and Finish Dates Project Status Report
BaselineFinish
RevisedFinish
PhasePercent Complete
BaselineCost
CurrentCosts
CostVariance
8/118/1Phase 1100% $500,000 $400,000 $100,000
11/1912/5Phase 2100% $750,000 $800,000 ($50,000)
4/94/8Phase 3100% $450,000 $350,000 $100,000
8/238/17Phase 432% $500,000 $100,000 $400,000
12/2112/15Phase 50% $900,000 $0 $900,000
2004Jan Feb Mar Apr May Jun Jul Aug
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
$0
$2,500
$5,000
$7,500
$10,000Budget
Costs to date
Remaining Funds
Projects Budget Report
FundingStatus
ProjectName
BudgetAmount
Coststo Date
RemainingFunds
Project 1 $2,000 $1,400 $600
Design $800 $800 $0
Construction $1,200 $600 $600
Project 2 $1,800 $1,600 $200
Design $600 $600 $0
Construction $1,200 $1,000 $200
Project 3 $4,000 $1,700 $2,300
Design $1,000 $1,100 ($100)
Construction $3,000 $600 $2,400
Project 4 $3,200 $2,300 $900
Design $1,500 $1,500 $0
Construction $1,700 $800 $900
1/27 3/12 5/11 6/17 7/24
3/2 3/28
4/6 7/5
2/13 3/19 5/12 6/6
2/22 3/11
3/23 5/22
2/26 4/27 6/14
3/30 4/12
4/25 7/22
3/24 4/27 6/21 7/29
4/4 5/2
5/10 7/9
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
Filtered Source
Files
Mid-Level Project Presentation Schedules
Top-Level Project Presentation
Schedule
Update with changes
Update with changes
► Keep mid- and top-level reports up-to-date
Project A
Detailed Source Schedules
Project B & C
Project D
Project E
Import filtered data
Import filtered data
Import filtered data
Import filtered data
Mid-Level Reports of Key Source Data
2003 2004Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Baseline Track Revised Track Current Status
$0
$200,000
$400,000
$600,000Baseline Costs
Current Costs
$0
$1,000,000
$2,000,000
$3,000,000Cumulative Baseline Costs
Cumulative Current Costs
Baseline vs. Current Costs and Finish Dates Project Status Report
BaselineFinish
RevisedFinish
PhasePercent Complete
BaselineCost
CurrentCosts
CostVariance
8/118/1Phase 1100% $500,000 $400,000 $100,000
11/1912/5Phase 2100% $750,000 $800,000 ($50,000)
4/94/8Phase 3100% $450,000 $350,000 $100,000
8/238/17Phase 432% $500,000 $100,000 $400,000
12/2112/15Phase 50% $900,000 $0 $900,000
'03 '04 '05 '06
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Summary Baseline Schedule Current Schedule Slack
$0
$180,000
$360,000
$540,000
$720,000
$900,000
$1,080,000
$1,260,000
$1,440,000
Baseline CostBCWPBCWSACWP
Earned Value ReportAerospace Project Plan
TASK BASELINECOST
ACTUAL(ACW P)
BCW P BCW S %
Project Summary $1,319,632 $402,777 $380,232 $1,319,632 27%
PROJECT MANAGEMENT $72,360 $69,546 $54,270 $72,360 75%
SYSTEM ENGINEERING $163,480 $51,804 $44,535 $163,480 19%
SPACECRAFT ENGINEERING $626,048 $151,597 $151,597 $626,048 23%
AIRBORNE SUPPORT EQUIPMENT $536 $177 $177 $536 33%
MECHANICAL $32,160 $7,075 $7,075 $32,160 22%
ELECTRICAL $26,800 $11,792 $11,792 $26,800 44%
THERMAL CONTAMINATION $26,800 $5,896 $5,896 $26,800 22%
PRODUCT ASSURANCE $536 $177 $177 $536 33%
QUALITY ASSURANCE $198,856 $53,241 $53,241 $198,856 27%
LAUNCH SYSTEM INTEGRATION $172,056 $51,472 $51,472 $172,056 30%
.
2004Jan Feb Mar Apr May Jun Jul Aug
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
$0
$2,500
$5,000
$7,500
$10,000Budget
Costs to date
Remaining Funds
Projects Budget Report
FundingStatus
ProjectName
BudgetAmount
Coststo Date
RemainingFunds
Project 1 $2,000 $1,400 $600
Design $800 $800 $0
Construction $1,200 $600 $600
Project 2 $1,800 $1,600 $200
Design $600 $600 $0
Construction $1,200 $1,000 $200
Project 3 $4,000 $1,700 $2,300
Design $1,000 $1,100 ($100)
Construction $3,000 $600 $2,400
Project 4 $3,200 $2,300 $900
Design $1,500 $1,500 $0
Construction $1,700 $800 $900
1/27 3/12 5/11 6/17 7/24
3/2 3/28
4/6 7/5
2/13 3/19 5/12 6/6
2/22 3/11
3/23 5/22
2/26 4/27 6/14
3/30 4/12
4/25 7/22
3/24 4/27 6/21 7/29
4/4 5/2
5/10 7/9
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
2004Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Current Status Project Summary Phase End Milestone Phase Start
Delivery Behind Schedule Ahead of Schedule On Schedule
Contract Status Report
DeliveryDate
Projects Ahead /Behind
PercentComplete
A AB BC C
D
D
E
E12/15 All Projects 28%
P1 P2
A
P3 P4
A7/7Project A 56%
B
P1 P2 P3 P4
B10/26Project B 13%
P1
C
P2 P3 P4
C12/15Project C 26%
DP1 P2 P3 P4
D12/1Project D 22%
P1E
P2 P3 P4
E8/23Project E 32%
A AB BC C
D
D
E
E
P1 P2
A
P3 P4
A
B
P1 P2 P3 P4
B
P1
C
P2 P3 P4
C
DP1 P2 P3 P4
D
P1E
P2 P3 P4
E
Top-Level Report of Key Mid-Level Data
Link other data to your reportThe significant problems we face cannot be solved at the same level of thinking we were at when we created them.
—Albert Einstein
► Challenge: Fit lots of data into a single page
• Cost spreadsheets
• More detailed schedules
• Research reports
• PERT charts
• AutoCAD drawings
FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
► Solution: Link from symbols to documents for quick access
Link other data to your report
Research Report attached to the
Research start date
FY02
July August September October November December
Earned Valuegreate than Cost
Cost greater thanEarned Value
Cost/Earned Valueare equal
Completed Task Incomplete Task Status
$0
$500
$1,000
$1,500
$2,000
$2,500
$3,000
BCWPBudgetACWP
6-Month Earned Value Report
Project/Tasks
ACWP BCWP Status
Project 1 $1,285 $1,569
Research $300 $300
Design $400 $400
Procurement $175 $250
Production $200 $414
Testing $210 $204
Review $0 $0
Delivery $0 $0
ACWP
Budget
BCWP
Contracts review: 10-15-02
Sign Off: _________________
AutoCAD drawing attached to the
Design end date
Financials Report attached to the
status milestone
MS Project schedule with detailed
Production data
Distribute and share your presentation
► Web page of high-level report with drill-down
Distribute and share your presentation
► Open with reader (Adobe, Milestones)
► Paste into PowerPoint or Word
► Upload to a shared e-room
Is your presentation ready for prime-time?
The project report is:
Objective
Clear and concise
Easily interpreted
Able to drill-down to details from the summary
Able to show impact when dates or values change
Separated into distinct areas of focus
2004Jan Feb Mar Apr May Jun Jul Aug
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
$0
$2,500
$5,000
$7,500
$10,000Budget
Costs to date
Remaining Funds
Projects Budget Report
FundingStatus
ProjectName
BudgetAmount
Coststo Date
RemainingFunds
Project 1 $2,000 $1,400 $600
Design $800 $800 $0
Construction $1,200 $600 $600
Project 2 $1,800 $1,600 $200
Design $600 $600 $0
Construction $1,200 $1,000 $200
Project 3 $4,000 $1,700 $2,300
Design $1,000 $1,100 ($100)
Construction $3,000 $600 $2,400
Project 4 $3,200 $2,300 $900
Design $1,500 $1,500 $0
Construction $1,700 $800 $900
1/27 3/12 5/11 6/17 7/24
3/2 3/28
4/6 7/5
2/13 3/19 5/12 6/6
2/22 3/11
3/23 5/22
2/26 4/27 6/14
3/30 4/12
4/25 7/22
3/24 4/27 6/21 7/29
4/4 5/2
5/10 7/9
Under Budget No funds remain Over Budget Proposal Due Update Due Final Report
Questions and Answers